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Management Review

BY Janice Giddy

Management review time again

 

The end of the year is a great time to reflect on whether our company’s Quality and Food Safety objectives were achieved and whether our Food Safety and Quality Management system achieved the desired results. The review meeting should be a summary of the monthly performance meetings and should not be the only meeting we have with our team to discuss our performance. We need to reflect on what worked and what did not. It is also the ideal time to think about next year and how we can do things differently in order to achieve better results.

 

So what does one discuss at the Management Review?

The ISO 22000 and the BRC standards provide clear requirements for the topics that should be discussed during this meeting. Ensure that the Management Review inputs are listed on the agenda and all the requirements of the relevant food safety standard are addressed. Some suggestions for ensuring a greater attendance and more interest in the Management Review meeting are as follows:

 

  • Send out your agenda a month prior to your meeting to ensure that everyone attending has sufficient time to prepare
  • Assign a 10 minute slot to each of the managers to provide feedback on the performance of the key business processes in their departments. Each Manager can present their agenda item using PowerPoint displaying graphs / charts to depict the results of their analysis
  • Maintenance can provide feedback on how much down time there was per month, how many Job Cards pertaining to food safety / quality issues were raised, how many job cards have been closed out or overdue etc
  • Sales can present an analysis of customer complaints e.g. how many complaints as a result of physical hazards, microbiological hazards, quality or service issues were raised per month over the year
  • The buying department can present an analysis of the supplier performance using the results of supplier assessments
  • Warehouse can present the quantity of expired stock / damaged / “on hold” stock or an age analysis of stock on hand
  • HR can present training conducted vs training planned and recommendations for new training in 2014
  • Production can provide feedback on the operation of the CCPs and an analysis on process performance vs process specifications
  • The Food Safety Team leader will need to present an analysis internal / external audit findings, corrective actions and the remaining items on the agenda pertaining to the performance of the Food Safety and Quality Management System

 

There should be an opportunity for everyone to discuss the information presented in-between the presentations so that minutes of the meeting include the signed and printed presentations from each manager but also the actions that will be taken to address problem areas or to identify opportunities for improvement. If regular performance meetings are held then there should be no surprises, arguments or lengthy debates at this meeting.

 

New Food safety and quality objectives need to be set for 2014. This is also the ideal opportunity to present plans for changes to: products, suppliers, raw materials, equipment, specifications etc to ensure that the Food Safety Team leader is aware of the changes and that the impact of the changes on food safety and quality are assessed prior to their implementation. Remember to have the managers sign an attendance register. The attendance register authenticates the meeting and is a good indication of the degree of management commitment towards the Food Safety and Quality Management System.

 

As you wrap up the year and clean out your files for next year, keep in mind the following quotation by Joel Osteen “See, when you drive home today, you've got a big windshield on the front of your car. And you've got a little bitty rearview mirror. And the reason the windshield is so large and the rearview mirror is so small is because what's happened in your past is not near as important as what's in your future” - Joel Osteen.

 December 11, 2013
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Food Safety
Janice Giddy

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