Operational Meeting Agenda & Minutes Template
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Management
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Meeting Purpose & Objectives
State the core operational goals for this meeting and desired outcomes (e.g., production targets, service levels, cost optimisations).
Agenda Review & Time Allocation
Walk through the agenda sequence and confirm time allocations for each discussion segment.
Attendance & Roles
List attendees, their functional roles and responsibilities during the meeting (facilitator, scribe, timekeeper).
Operational Metrics & KPIs Review
Review real‑time dashboards or reports on throughput, quality, downtime, and other key operational KPIs.
Process Performance & Bottlenecks
Identify current process performance, highlight bottlenecks, and brainstorm quick wins or longer‑term improvements.
Resource & Capacity Planning
Discuss resource availability (staffing, equipment, materials) and balance capacity against demand forecasts.
Compliance & Safety Matters
Address compliance checks, safety observations and regulatory updates impacting operations.
Risk & Issue Escalation
Escalate critical risks and issues, assign owners and determine mitigation or resolution paths.
Action Items & Ownership
- Record each action item, its owner and due date.
- Track carry‑over items from previous meetings.
Next Steps & Closing Remarks
Summarise decisions made, confirm next steps, and schedule the next operational meeting.
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Why Run Operational Meetings?
Operational (ops) meetings create a consistent forum where frontline leaders and cross‑functional stakeholders can surface real‑time data, resolve day‑to‑day issues and drive continuous improvement. Unlike quarterly business reviews, ops meetings focus on today’s capacity, quality and safety challenges.
How to Use This Template
- Before the meeting: circulate the agenda, pull live KPI dashboards and update last‑meeting action items.
- During the meeting: follow the time‑boxed sections below, update the minutes table in real time and assign new actions with owners and due dates.
- After the meeting: share the minutes, monitor completion of action items and feed insights into your continuous‑improvement backlog.
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