ISO 9001:2015 requires an organization to conduct management review at planned intervals. Too often we've seen that organization perform such Management review simply to fulfill the requirement of ISO 9001:2015 but did not truly get the most out of the Management Review itself.
Let's go back to the basic and understand the purpose of a Management Review meeting. The purpose of such a review is to evaluate if the management system is performing as intended and if it's producing the desired results as efficiently as possible. An inefficient management system leads to a lack of engagement, uncertainty, and lack of clarity throughout the business. The idea behind the review process is to take a regular and systematic step back from the day to day running of a business to review the performance of the management system by asking "Are the current processes still suitable, adequate, and effective?"
Another important point to remember is there is a difference between routine Management meetings and Management Reviews. The routine Management meetings address the day-to-day working practices, sales, production, resources and staffing matters. However, Management Review focuses solely on the requirements of the Management System, as specified within your Manual or documented information.
The following are some tips to get the most out of a Management Reviews:
Have a good preparation
Set a schedule and consider the following items:
Does your organization do Management Reviews more than once a year?
o If so, you can dedicate each Management Review meeting to a specific area of you Management System.
Are all the top management who are decision makers able to attend the meeting?
o It is always recommended to try to schedule the Management Reviews well in advance to get the most participation.
o Make sure that you invite the right people in attendance to discuss the issues in the agenda.
o Aside from the senior management team, consider to invite others (as appropriate) to discuss any particular issue in the agenda where more detail is required.
Does your organization operates more than one Management System or certified to more than one ISO Standard?
o You may consider to conduct a joint Management Reviews to save time and avoid unnecessary duplication.
o Write an agenda that covers all topic required by the ISO standard and any additional relevant topics.
Take good meeting minutes
o Have a designated person to take the minutes throughout the meeting.
o When taking minutes, it's helpful to use the meeting agenda as reference.
o If there are action items or changes agreed during the meeting, it is important to document who will be responsible to carry out the task and assigned deadline.
o It is always important to document the date and time of the meeting as well as who was in attendance.
o It is important to write the minutes as soon as the meeting concludes while all information is still fresh in mind.
o Be sure that all appropriate staff assigned with tasks resulted from Management Reviews are informed immediately.
o Set schedule interval to follow up on the progress of such tasks.
o It is important to keep staff informed of any changes affecting them as this will ensure that your Management System is operating effectively.
Management Reviews is set as a requirement in ISO 9001:2015 for a good reason. Instead of doing the Management Reviews simply to satisfy the requirement of the standards, let's do it right and reap the true benefit of it!