Problem and Change bi Monthly Meeting Procedures
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Information
Overview
This article is an overview of the Bimonthly Problem and Change meeting held with all managers. The meeting is currently scheduled every other Monday from 2-3pm pst. New series will need to be started on August 4th. The meeting is held for 1 hour, and covers any new Change Request Intake, All Changes and All Problems from the following analytic reports:
Meeting Agenda and Approach
The below agenda is pulled from the meeting invites for 2025. The reports should walk through naturally by each tab and status. The status for Pending Review, In Progress, and Awaiting Approval focus on changes with an end date in the next two weeks. This was built to align with Bi-Monthly meetings and to stay focused on what is needing review. The Planning tab has this as well as any changes with a start date in the past to help move them to In Progress status.
Overdue tab shows any open change with a Planned end date in the past. These either need closed or push the end date to the future.
Important Resources (Changes):
Fresh Service Analytic Report https://support.swinerton.com/analytics/reports/OTMwMTY0/page/1
Solution Definitions and Lifecycle https://support.swinerton.com/a/solutions/articles/1000058525
Agenda:
- General review of Change Request Intake
- Review change by status and planned end date
- Review how you are aligning your team and stakeholders.
- Open questions
Important Resources (Problems):
Fresh Service Analytic Report https://support.swinerton.com/analytics/reports/MTAyNzE5NQ==/page/1
Solution Definitions and Lifecycle https://support.swinerton.com/a/solutions/articles/1000059899
Agenda:
- General review of basic Problems standards
- Review Problems by status and Due By date
- Open
- Change Requested
- With Vendor
- Monitor
- Review how you are aligning your team and stakeholders.
- Open questions
Follow Up
Take notes during meeting and send any follow up to specific change or problem owners using the reply to all in the meeting invite. I would recommend SnagIt shots with quick notes.