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How to document a brief meeting with all employees


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#1 arielvosejpka

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Posted 07 April 2020 - 03:44 PM

Hi all,

 

We have just recently finished our SQF Audit and received a few non-conformances related to GMP's. Along with other corrective actions, we held a brief (10 min) meeting with all staff to discuss the audit findings, risks, and preventive measures. This meeting was held on a Thursday afternoon and was documented as being held at that time in our Monthly Meeting Minutes which took place the following morning. We were told in our previous audit that this would be sufficient evidence that short meetings were held. However, this was rejected by the reviewer due to not having an official training log filled out.

 

Going forward, when short meetings are held is it sufficient enough to record "All Staff" in our employees scheduled to attend section or do I still need to have every (80+) employee sign off that they attended, which adds a great amount of extra time to each meeting?

 

Thanks in advance! :biggrin:



#2 The Food Scientist

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Posted 07 April 2020 - 05:37 PM

During the meeting, have the paper go around where all employees sign next to their name. By the end of the meeting you would almost have everyone signed. We also have 80+.

 

I group them in groups of almost 20 and pass the paper around, so less people and less time for the paper to go around. Then when you're done. Just sit and relax on your desk and fill out the training matrix by placing an x next to each person's name that they were trained. This is what I do and no problems with any SQF auditors

 

Also this helps in other areas like this happened to me a while back:

 

A state inspector came by and she noticed one employee not following a certain food handling measure. So she asked me, was he trained? I told her yes! I did train them all on it. I went and grabbed the sheet that I pass around everyone to sign and I was looking for his name and could not find it. OOPS! Looks like he did not attend! And I must've overlooked it. So it is a really good way to see who was and who was not trained. 

 

Hope it helps :)


Edited by The Food Scientist, 07 April 2020 - 05:40 PM.

Everything in food is science. The only subjective part is when you eat it. - Alton Brown.


#3 SQFconsultant

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Posted 07 April 2020 - 05:48 PM

I don't understand.

What training was done during the 10 minute meeting?

Why would you have to have an offical training log when all that was done was a discussion of findings?

Did I miss something?


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Glenn Oster
 
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#4 arielvosejpka

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Posted 07 April 2020 - 06:11 PM

We notified staff of the audit findings and reviewed the policies that our non-conformances took place in. For example, we had an employee who was caught chewing gum, we reminded them (all staff) no food, drink, gum, etc. in production. There was no official training that took place, but our Audit Reviewer rejected our Corrective Action due to not providing a documented training log.


Edited by arielvosejpka, 07 April 2020 - 06:11 PM.


#5 The Food Scientist

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Posted 07 April 2020 - 06:22 PM

We notified staff of the audit findings and reviewed the policies that our non-conformances took place in. For example, we had an employee who was caught chewing gum, we reminded them (all staff) no food, drink, gum, etc. in production. There was no official training that took place, but our Audit Reviewer rejected our Corrective Action due to not providing a documented training log.

 

Yes because you did not "do what you say". You had no documented evidence you trained them on no food or drink allowed. Even if it was 10 mins. I always document that stuff to show proof. 


Everything in food is science. The only subjective part is when you eat it. - Alton Brown.


#6 arielvosejpka

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Posted 07 April 2020 - 08:48 PM

They are all trained on this upon hire and refreshed annually with documented training kept in each employees file. This was more so a review meeting of the audit findings and why they were non-conformances. The meeting was one part of our Corrective Action to prevent re-occurrence. We documented that we held this meeting on our Monthly Meeting Minutes. 

 

We have however scheduled a refresher training to occur later this week to make sure all bases are covered as far as documentation goes.

 

I appreciate all the feedback as I'm still fairly new to all of this, so thank you!



#7 SQFconsultant

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Posted 08 April 2020 - 03:21 PM

I read the OP again and based on the fact that your mini meeting was documented and it was not a "training session" but a discussion of audit findings I find the reviewer is wrong. Challenge the reviewer finding. This is just wrong.


Kind regards,
Glenn Oster
 
GOC Group | +1.800-793-7042 | Serving the Food, Food Packaging & Food Storage Industries
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#8 redchariot

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Posted 15 April 2020 - 01:19 PM

For such instances, we do what is a quality alert. At the top of the page, we outline the details, with pictures/diagrams where appropriate and it is read out in a briefing and then all personnel sign it.

 

It is not training but I have found that for minor non-conformances, auditors will accept it as part of corrective action






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