Management Review Meeting Date of Meeting
09-16-2016
Location
PWS Offices
Attendees
Lucy Poole Tony Bennett Peter Poole Mitch Balalrd Lucja Natkaniec
Distribution
As Above
Comments
Minutes of the last meeting were reviewed, including a brief overview of what we do, and comments from these are incorporated in these minutes. Lucy decided that the review meeting will be carried out once a year and not as before every quarter.
Action Required
None
Actionee
LP
Due Date
09-19-2016
Comments
Lucy went through the sales figures which were a significant improvement on 2015 and we made a very good profit in 2016. Our goal is to sell contracts with a value of ÂŁ25k per month. Product sales have also increased in 2016 on 2015. 2016 YTD is an improvement on 2015 end of year. Figures for services discussed. These were better that they had been but still needed improving. August was the best month. Target service work is ÂŁ25k per month. Graphs submitted at the meeting are attached to hard copy of these minutes
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
1. Customer Complaints
The on-line log was reviewed and everyone was happy that all complaints had been actioned accordingly and no further action is required.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
2. Staff Accidents
No incidents recorded
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
3. Damage to Customer Property
No incidents recorded
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
4. On time Delivery
The on-line log was reviewed and everyone was happy that all complaints had been actioned accordingly and no further action is required. There is a continued theme that orders relating to Diniargeo equipment are taking longer than we would like, but the customer expectation has been set and so they are not late in their eyes - but we would like Dini to improve on their lead times. LP & TB had a meeting with the Sales Director at Dini and they are trying to offer better lead times, but on some items its is difficult. The ideal solution is for us to hold more stock but this is not in our growth plan budget.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
5. Supplier Quality - Non Conforming Product
The on-line log was reviewed and everyone was happy that all complaints had been actioned accordingly and no further action is required. The main culprit is Dini Argeo , but they are quick to respond with the claims and repairs / refunds.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
6. Contract Base ÂŁ
The Monthly contract invoicing has increased significantly. The loss of our Telesales person may affect the figures short term, but we are recruiting and this is being addressed. The figures have gone from a monthly average of 13k to 21k in the last year so things are going in the right direction. Target is 25k average by the end of 2016 and 35k average by the end of 2017
Action Required
New Telesales Person needs to be recruited
Actionee
LP
Due Date
12-30-2016
7. Warranty Returns
The on-line log was reviewed and everyone was happy that all complaints had been actioned accordingly and no further action is required.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
8. Quarterly Audit Status
A New Quality Consultant has been bought in to carry out the internal audits ans LP felt she was being too 'biased' when carrying them out and they were also consuming a lot of valuable selling time. Gene Willis has taken over the quarterly audits and now has a good grasp of our company procedures.
Action Required
Next Audit due by End of December 2016
Actionee
LP
Due Date
12-30-2016 The on-line log was reviewed and everyone was happy that all complaints had been actioned accordingly and no further action is required.
9.Workshop Errors There have been no errors logged recently as a result of the procedures being tightened up and further training haven been given.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
10. Continuous Improvement Activities (Preventative, Improvement and Corrective Actions)
The on-line log was reviewed and everyone was happy that all complaints had been actioned accordingly and no further action is required. All Actions have been addressed and closed out as necessary - please refer to the online log for further details if required.
Action Required
None. Continuous monitoring of the system required.
Actionee
LP
Due Date
09-19-2016
4. Review of Customer Feedback - Comments
Customer feedback has now been taken away from the manual call system and we are sending regular emails to gain customer feedback. We have had some excellent feedback. There has been one negative reply but this had already been addressed with the customer prior to the survey going out.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
5. Review of Overheads Comments
The overheads are now being logged as projects on Sage - they were reviewed and have been deemed as 'sensible' and not over the top, we have saved where we can but do not want to compromise on quality on the areas that we need good quality. The service dept have been asked to continue to get the best deal where they can when buying tools etc.. but not to compromise on quality as we dont want ot end up buying something twice.
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016
6. Review of Facilities - Offices Comments
Some of the PC';s are being updated and there is a re-distribution of Lap Top assets. * All other areas of the office are fine. A new cleaner has been found and she is proving to be very good.
Action Required
None
Actionee
No Action Required
Due Date
09-30-2016
7. Review of Facilities - Workshop Nothing required at the moment. - Comments
Action Required
None
Actionee
No Action Required
Due Date
09-19-2016 If we take on a new engineer a new van will be required in a couple of months.
8. Review of Faclities - VANS Comments
Ongoing issue with Regal motors regarding Johns Fuel Cooler cover - they reckon its grounded - John swears blind he didnt ground it - TB to call Regal motors and complain.
Action Required
TB to call Regal motors and question the repair. It should be a warranty.
Actionee
LP
Due Date
09-23-2016
9. Review of Facilities - IT / Software - Comments
ACT - Most issues with ACT seem to have been resolved - just the final training that is required now. Scheduled for 30th Sept.
Action Required
Continual monitoring of the new ACT cloud software and its performance.
Actionee
No Action Required
Due Date
09-30-2016
10. Training Requirements Comments
Victoria and Lucja require traiing in the filling in of the UKAS Calibration certificate Spreadsheet. Victoria needs to go to Dini for further training. Potential New Engineer will require training.
Action Required
Mitch to assess the requirements
Actionee
MB
Due Date
09-30-2016
11. Review of UKAS 17025 Comments
Next Audit on 8th November.
Action Required
Ensure all systemsa re up to date and ready for Audut
Actionee
TB
Due Date
11-08-2016
New Telesales position being advertised 12. Potential changes that could affect the Management System Comments
New Engineer Position being advertised Both positions to be filled ASAP.
Action Required
Carry out the interviews and recruit as requried.
Actionee
LP
Due Date
09-30-2016
13. Any other Business. Comments
None
Actions Required
None
Actionee
No Action Required
Due Date
09-19-2016