6 replies to this topic

[Miri]

My management review team consists of 4 people, with me being one of them.  With frequent travel and other schedule conflicts for all of us, we often do not have the senior team on-site at the same time.  Is it possible to do a Management Review when one or more members of the senior team is not on-site but could call in for a remote meeting?  I don't see any restrictions on this in the SQF System Elements.  I want them all involved at the same time so everyone gets the same information at the same time. 

 

I am envisioning a Teams or similarly broadcast meeting with everyone having the documents in front of them (watermarked "DRAFT" so they don't go sending it off to someone), with one on-screen to follow along with so they can see any edits in real time. The remote person would dial in and follow along as if they were there.  My questions are:

 

1. Does all of the Senior Management Team need to be present for the Management Review, or is 3 out of 4 OK?  (Yes, ideally we want all of them present, but you know how they are.  And I want to avoid doing catch-up meetings for Mr. No-Show.)

2. Has anyone done a remote Management Review?  If so, how did you manage it?  Did you record it? (The recording would stay confidential, but might an auditor request to see one if they knew we did it that way? I don't think I would want to share.)

3. How do you manage the signatures for approval of the various documents?  Do you wait for them to return to the site and sign it with a different date than everyone else, or can you use some sort of PDF tool (e.g. DocuSign) for same or next day sign-off?  

4. If you wait for them to return to sign it, can you go ahead and implement the document for the company before they come back?

 

Thank you, oh wise ones.  

 

 

[Scampi]

mine are routinely remote

 

i keep attendance by marking those folks as "via teams" 

 

never been questioned on it

[TimG]

I do my 'management reviews' by email quarterly and annually. It's basically a high-level report that goes to VP's and the President, as well as the managers.

We also do monthly FSQ team meetings that are documented. We have a manager missing from one here and there, it happens. The whole management team gets an email with meeting minutes and assigned tasks within a week of that FSQ team meeting.

 

I guess the point is that you want to make sure you are still getting the information out to the managers even if they don't show to that meeting.

[Setanta]

I just want to say "thank you" for the timing on this topic. I ususally do our the 3rd week of the month, but we had a trial run and visitors and I forgot about it.  NOw I can get it in before February ends!  

[GMO]

Why not? During Covid, we had finance teams never on site.

[jfrey123]

No issue doing these over teams.  When I was producing monthly meeting reports for our 9 facilities, I'd email the reports to the facility QA managers, they would mark up what they wanted, get everyone in the room to review and sign off on the official copy, add notes, call it a day.  Auditors at our sites call up the signed copies often during our SQF audits and have yet to make a negative comment when someone marks "attended via Teams" for someone who had to call in for the review.  They've also never commented negatively if one or two people miss an occasional meeting so long as we can show they received a copy.

[Hoosiersmoker]

As always, if it is effective and satisfies your needs, it shouldn't matter how you hold the meetings. Just make sure your documentation reflects how the meeting is conducted.