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SOP03-Conduct of Meeting

This document outlines the standard operating procedure for conducting meetings at MBA Palm Trade Sdn Bhd. It describes the notification, logistics, and conduct of meetings. Key steps include issuing a meeting notice and agenda via email, arranging the meeting room and facilities, having attendees sign an attendance sheet, taking and distributing minutes within 14 days, and filing related records. The meeting discusses project progress, performance standards, customer feedback, audits, corrective actions, and quality/safety matters.

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Ana Hidayah Syuhada
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122 views5 pages

SOP03-Conduct of Meeting

This document outlines the standard operating procedure for conducting meetings at MBA Palm Trade Sdn Bhd. It describes the notification, logistics, and conduct of meetings. Key steps include issuing a meeting notice and agenda via email, arranging the meeting room and facilities, having attendees sign an attendance sheet, taking and distributing minutes within 14 days, and filing related records. The meeting discusses project progress, performance standards, customer feedback, audits, corrective actions, and quality/safety matters.

Uploaded by

Ana Hidayah Syuhada
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
You are on page 1/ 5

MBA PALM TRADE SDN BHD Doc. No.

: MBAPT/SOP-03
Rev. No. : 0
STANDARD OPERATING PROCEDURE Issue Date : 1 April 2021
CONDUCT OF MEETING Page : 1 of 5

MBA PALM TRADE SDN BHD


CONDUCT OF MEETING
MBAPT/SOP-03

REVIEWED BY APPROVED BY

Azizi bin Ibrahim Fakurzaman bin Mohamad


Quality Management Representative Managing Director
MBA PALM TRADE SDN BHD Doc. No. : MBAPT/SOP-03
Rev. No. : 0
STANDARD OPERATING PROCEDURE Issue Date : 1 April 2021
CONDUCT OF MEETING Page : 2 of 5

REVISION CHANGE HISTORY

DCN No. Revision Pages Date Remarks


Affected
MBA PALM TRADE SDN BHD Doc. No. : MBAPT/SOP-03
Rev. No. : 0
STANDARD OPERATING PROCEDURE Issue Date : 1 April 2021
CONDUCT OF MEETING Page : 3 of 5

1.0 SCOPE

This procedure shall apply to all records related or relevant to the Quality
Management System (QMS) MBAPT Sdn Bhd.

2.0 PURPOSE

The purpose of this procedure defines the procedure to conduct meeting

3.0 DEFINITIONS

Record Document stating results achieved or providing


evidence of activities performed

4.0 ABBREVIATION

Abbreviation/Term Description
MD Managing Director
QMR Quality Management Representative
QMS Quality Management System
TO Technical Officer
SE Senior Engineer
MBA PALM TRADE SDN BHD Doc. No. : MBAPT/SOP-03
Rev. No. : 0
STANDARD OPERATING PROCEDURE Issue Date : 1 April 2021
CONDUCT OF MEETING Page : 4 of 5

5.0 PROCEDURES

5.1 Notification of meeting

Notice of the meeting and the agenda shall be issued via e-mail to confirm the
meeting and attendance.

5.2 Logistics

The appointed secretary or the assigned personnel shall make necessary


arrangements for room and facilities needed for the meeting.

5.3 conduct of meeting

5.3.1 The meeting shall be chaired by MD/ SE or the assigned personnel.

5.3.2 Each member is required to sign up the attendance sheet before starting the
meeting.

5.3.3 Minutes of the meeting or notes of discussion shall be prepared by the


appointed secretary or the assigned personnel within 14 working days after the
meeting and distributed to all members for their information and follow-up actions.
The minutes shall be confirmed in the next meeting by the members. The minutes of
meeting shall consist of the responsible person for the action(s) to be taken and the
timeline

5.4 Section meeting the meeting shall discuss on the following matters:

1) Project or activity progress


MBA PALM TRADE SDN BHD Doc. No. : MBAPT/SOP-03
Rev. No. : 0
STANDARD OPERATING PROCEDURE Issue Date : 1 April 2021
CONDUCT OF MEETING Page : 5 of 5

2) Internal Service Standard (ISS) achievement

3) Customer feedback & complaint

4) Internal audit

5) Corrective action status (i.e from nonconforming output, audit, survey, feedback
or complaints)

6) Quality/OSHE matters (e.g documentations/sop, green 5s, kaizen etc)

5.5 filing

Tthe minutes of the meeting, notes of discussion, attendance sheet and other
related reports shall be filed.

6.0 LIST OF QUALITY RECORDS

a. MBAPT/Form/SOP-03/01 – Attendance Sheet


b. MBAPT/Form/SOP-03/02 – Minutes of Meeting

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