Before the review issue a report on system performance including any upcoming changes to opportunities, risks and stakeholder concerns.
Give the participants two weeks to study the report, provide additional inputs and to seek clarifications.
Then hold the review to exchange the views and ideas of the participants while recording who promised to do what by when following the review.
Transfer these commitments to preventive action requests or corrective action requests (or improvement projects).
Then publish hard copy on your confidential notice board report for all employees:
- A. What the system helps us to do well;
- B. Where the system let’s us down.
- C. What management is doing about B. above.
Illustrate the report on the review of system performance to the employees with cartoons, photos, anecdotes and anything else to keep it interesting.
And include the date of the next review (unless something dramatic happens meantime).