How are you guys having your monthly management review / HACCP meeting during Covid-19?

How are you guys having your monthly management review / HACCP meeting? We are a small company and there is no capacity to hold 10ppl meeting with social distancing in the boardroom or web/internet meeting. What can you suggest? Do you think only meeting by email would work?

Please share your opinion. Thanks.

Phone conference.

Hi maylao123,

Try to use skype to business or Microsoft teams those two platforms can connect the people with in the HACCP team, and same they can share desktops(Screens) to present any thing relevant. :spoton:  

Thanks

EC 

They divided us up into two different groups - the president and VPs went to both. We also use email.

We divided our management group into 2 smaller groups. Our conference room has Plexiglas dividers, and previous meetings are recounted in the minutes. We also email information.

I have always emailed our monthly reviews and this has always been accepted by auditors. 

We've been doing our meetings via MS Teams and Zoom.  Both work great, but I think email or phone conference would also be acceptable. 

Zoom

Phone conference.

I don't think Phone conference call is not going to work, first of all, we don't have enough phone onsite, second, we have no idea how to operate multiple lines on the same time. But thanks for your recommendations.

I have always emailed our monthly reviews and this has always been accepted by auditors. 

So did you mean the meeting is actually held through email instead of on site discussion?

I don't think Phone conference call is not going to work, first of all, we don't have enough phone onsite, second, we have no idea how to operate multiple lines on the same time. But thanks for your recommendations.

Well if you have cell phones you can conference call with them.  Break into small groups and do it that way with the cell phones on speaker.

So did you mean the meeting is actually held through email instead of on site discussion?

Yeah, I typed up a review covering what ever needs to be covered and send it to the group of people that need to be involved. If they have questions or comments they will respond and we have a discussion that way. 

I have used email to create an effective annual document review trail in the past and I don't see why this couldn't work for monthly management review. Just remember, you will get out of it what you put in. Convey to the team in the email that the email chain will be used as the record of review and that they must reply "I have reviewed and have no further comment" (or whatever you want them to write to convey they've read the material) or reply with feedback as appropriate. The point I'm trying to make is if you don't give them explicit instructions on how to handle your email the managers will probably just glaze over it and move to the next email which an auditor will probably pick up on.

Good point Tim and thank you for adding that. Our managers are great at being involved and responding so this was never an issue for us but I know that's not the case in many facilities. I will probably even add this to my instruction as well in case that ever became the case. 

Thanks

We do discuss Covid-19 matters every weekly or when needed. is it okay  we do not recorded down the minutes in our management review but in Safety and Health log book. because we feel that this nothing relevant to food safety.   

Do you think only meeting by email would work?

That sounds incredibly tedious, but it could work.

We actually did phone conferencing for a while since we all have phones at our desks, and we contemplated using skype to do video conferencing, but our mask order was lifted in our county and ever since then, the majority of management have decided to ease some of the distancing practices since we are such a small company with not very many employees.

We all gather (6 people) in the boardroom and we keep a chair empty on either side of us so we are all spread out. Some of us are still wearing masks (myself included) but others are not.

Personally, I would still be practicing social distancing, but when the CEO that signs your check has a different opinion, what do you do?