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Management Review

Many executives find meetings unproductive and a waste of time with more talk and less action. However, if properly managed, meetings can be effective and have results.

Productive Meetings

Table 14.1 provides a few suggestions to make your meetings more productive.

TABLE 14.1

Suggestions for a Productive Meeting

Identify

Purpose of meeting

Are you: reviewing, discussing, decision making, connecting? Is the meeting necessary?

What will the inputs and outputs be? Agenda: topics, presenters, action needed (decision, action assignment), supporting material

Regular staff meetings may have a common template for the meeting.

Time factor

Is timing correct? Schedule. Reduce meeting times in half – 30 minutes, maximum one hour. Meet regularly, even 15 to 30 minutes. Sufficient meeting notification. Those more than 15 minutes late can't participate. Start on time and end on time or earlier.

Meetings can be online, in person, or by phone.

Participants insure

Fewer people. Productivity can go down with increased number of participants. Who can provide needed information, expertise, and support?

Preparation

Participants are to prepare for meeting in advance.

Restate at beginning of meeting: agenda, meeting purpose, and outcomes to be accomplished.

Control

Who called the meeting – you are in charge. Provide leadership in group participation and interaction at meeting, not allowing individuals to dominate. Full participation: “What do you think?” No diversion of attention, with phones, emails, or other discussions. Look at time wasters.

Appoint someone to take minutes of meeting, outcomes reached with action items, and who will champion them.

Visual control – whiteboard or flipchart improve

Action items

Summarize action items. Keep focus on purpose with three to five action items. Too many result in inactivity. Determine next meeting time. Minutes sent out within 24 hours.

Thank participants for attending.

Management reviews to international standards, looks at the continuing suitability, adequacy, and effectiveness of the management system(s) (ISO 9-14-18), as well as changes required and improvements (OFI). The review covers both inputs and outputs, which do not need to be reviewed all at once, and may be done over a period of time. Complete reviews may be done tied to quarterly budgets, as an example. The policy statement should be reviewed at least yearly for an update.

The inputs to the management review would include:

• Information from previous management review meetings

• Changes in external and internal issues relevant to management system, including strategic direction

• Information on performance of the management system, results of internal audit(s), communication/customer feedback, and effectiveness of meeting customer satisfaction

• Monitoring and measurement results on process performance, envi- ronment/health and safety performance and product conformity/ productivity/profits, status of nonconformances and corrective actions, accidents/incidents

• Changes to management system (legal, policy, objectives/KPIs, management system), technology, innovation

• Recommendations for improvement for quality, environment, health and safety, and new opportunities for continual improvement

• Adequacy of resources for maintaining an effective management system

• Effectiveness of actions taken to address risks and opportunities

The outputs from the management review will include any decisions and actions related to:

• What actions need to be taken or changes need to be made to continually improve the effectiveness of company's IMS and related processes?

• What new objectives and targets need to be set, and who will manage them? What actions are needed to continually improve products/ser- vices, meet customer requirements, and improve customer satisfaction?

 
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