What is an ISO 9001 management review agenda and minutes template?

An ISO 9001 management review agenda and minutes template is a structured layout used to plan, conduct, and document meetings concerning an organization’s Quality Management System (QMS). These meetings, required by the standard's Clause 9.3 and are held at planned intervals determined by the organization and can even be organized as retreats to encourage participation and strategic thinking.

In industries like manufacturing, this will typically focus on product quality, process performance, supplier issues, resource needs, and safety management—all critical to production outcomes and customer satisfaction. For example, if production numbers fall short of targets due to non-operational equipment, the issue will be discussed, and actions will be taken to resolve it.

Importance

An ISO 9001 management review agenda and minutes template helps organizations meet the requirements of clause 9.3 and supports the QMS in remaining suitable, relevant, aligned with the organization’s strategic direction, and continually improving. This meeting agenda keeps discussions focused and structured so that effective decisions and solutions can be made.

In manufacturing, management review of the QMS is especially critical. Without regular, well-structured reviews, performance issues can go unnoticed, customer complaints can increase, and product quality may decline. A clear agenda ensures that QMS shortcomings are identified and addressed, driving continual improvement across operations.

What to include

An ISO management review doesn’t happen every day, so missing a crucial point in a meeting agenda or in the meeting minutes can result in having to discuss it in the next meeting, which prolongs the process and can cause team confusion. This is why best practices are essential for ensuring all key points are captured and addressed efficiently.

A management review meeting and minutes template should have the following:

• Opening of the Meeting

  • Review of Agenda & Meeting Objectives – Confirm meeting goals and ensure alignment with production priorities.

  • Approval of Previous Minutes – Validate prior meeting records as approved or approved with edits.

• Review of Quality Management System (QMS) Performance

  • Status of Actions from Previous Reviews – Summarize completed actions since the last review. Identify delayed or incomplete tasks requiring follow-up.

  • Changes in Internal & External Issues (Clause 4.1 & 4.2) – Document changes in business strategy, market conditions, customer requirements, or regulatory updates impacting quality internally or externally.

  • Quality Policy & Objectives Review (Clause 5.2 & 6.2) – Assess whether quality objectives are met and determine if further improvements are necessary.

  • Process Performance & Conformity of Products/Services (Clause 9.1.1) – Review key performance indicators (KPIs), production quality trends, major nonconformities, and critical risks affecting manufacturing output.

  • Customer Satisfaction & Feedback (Clause 9.1.2) – Compile customer complaints, positive feedback, survey results, Net Promoter Scores (NPS), trends, and areas of concern.

  • Audit Results (Clause 9.2) – Present findings from internal and external audits, effectiveness of corrective actions, and recurring quality issues.

  • Nonconformities & Corrective Actions (Clause 10.2) – Examine nonconformance reports (NCRs), root cause analyses, and the status of corrective and preventive actions.

  • Supplier Performance & Control of External Providers (Clause 8.4) – Summarize supplier evaluations, audit outcomes, quality issues related to suppliers, and assess risks from new or high-risk vendors.

  • Resource & Training Needs (Clause 7.1 & 7.2) – Highlight competency gaps, training requirements, staffing constraints, and equipment maintenance or calibration issues.

  • Risks & Opportunities (Clause 6.1) – Document risk assessments, mitigation plans, emerging market opportunities, and competitor trends relevant to manufacturing processes.

  • Improvement & Innovation (Clause 10.3) – Detail continuous improvement efforts such as Lean, Six Sigma, process optimization projects, and employee suggestions.

• Decisions & Action Items – Record key decisions made and assigned follow-up actions.

• Closing of the Meeting – Deliver final remarks from leadership, confirm next meeting date, and document minutes approval details.

How to use a management review agenda and minutes template

Follow these steps to integrate a management review agenda and minutes template into your process before, during, and after a management review meeting, tailored for a manufacturing environment:

Before the meeting

1. Download and tailor the template – Use the management review agenda and minutes template, customizing it to reflect your operational priorities, such as production output, defect rates, equipment downtime, or safety metrics.

2. Prepare for the review – Schedule the meeting, assign presenters for each agenda item, and distribute the template to participants in advance.

During the meeting

1. Present the meeting objectives – Begin with an introduction highlighting the main points of discussion for the meeting.

2. Review agenda items – Go through each section of the template, covering performance metrics, customer feedback, supplier performance, inventory issues, equipment maintenance, and safety incidents.

3. Summarize key outcomes – Conclude by summarizing key discussions and decisions, highlighting due dates, and confirming the agreed actions.

After the meeting

1. Distribute approved minutes – Share finalized meeting minutes with stakeholders, including plant managers, department heads, and relevant suppliers, if necessary.

2. Schedule the next review – Set the date for the next meeting to ensure continuous monitoring of production.

3. Gather feedback – Ask participants for input on how to make future reviews more effective, such as adding new KPIs or addressing different issues.

Sample ISO 9001 management review report

Below is an example of a completed ISO 9001 management review agenda and minutes, tailored for a manufacturing company:

ISO 9001 Management Review Agenda and Minutes Template | Mitti (by SafetyCulture)