Standard Operating Procedure- SOP

Name of institution

Meetings Management ID Code:

Ap 1

Topic & Purpose: Review Period:

Explains how the management of meetings is 1 year
achieved

Location: Distribution:

Version number: Annex:

V 1.0 None

Written by:

Name(s), Date(s) and Signature(s) of the Author(s)

Reviewed by:

Name(s), Date(s) and Signature(s)

Authorized by:

Name, Date and Signature

Replaces the version:

Not applicable (1st version)

Changes to the last authorized version:

Not applicable (1st version)
Institution: Version: 1.0 Date: Number of pages: Name of ID Code: Ap 1
3 procedure:
Meetings QM chapter: 3
Management
Procedure

Meetings Management Procedure

Application.........................................................................................................2
Objective............................................................................................................2
Definitions..........................................................................................................2
References.........................................................................................................2
Responsibilities..................................................................................................2
Operating mode.................................................................................................2
Preparing for the meeting...............................................................................2
Conducting the meeting.................................................................................2
Finalizing the meeting minutes.......................................................................3
Related documents............................................................................................3

Application
This procedure applies to all official meetings of the organization to ensure
optimal communication among staff.

Objective
This procedure describes how meetings should be planned and recorded.

Definitions
To be filled in if necessary

References
To be filled in if necessary

Responsibilities
The Laboratory Director or the Quality Manager is responsible for scheduling
the meetings.

Operating mode

Preparing for the meeting

Any member of the staff can request a meeting to be scheduled, subject to the
approval of the Laboratory Director or the Quality Manager.

Meeting objectives and agenda, which must be defined and approved prior to
the meeting, will be posted and/or distributed to all staff.

Conducting the meeting

2
Institution: Version: 1.0 Date: Number of pages: Name of ID Code: Ap 1
3 procedure:
Meetings QM chapter: 3
Management
Procedure

At the beginning of the meeting, a staff member will be designated to be the

Recorder and take minutes of the meeting.

An attendance sheet will be available at the beginning of the meeting for staff
to sign, which will provide a list of all staff who attended the meeting.

Finalizing the meeting minutes

The meeting minutes will be circulated for two days among staff for comments
or proposed edits. After this time, the minutes will be modified as appropriate
and the final version saved.

Related documents
List of attendants to the meetings will be filed with records Ref XXX
Minutes of the meeting will be filed with records Ref XXX