8D Gate

Quality system · Excel

Management review minutes and action log: free Excel

The record of the meeting after it took place: who attended, the topics discussed, the decisions, and each action with an owner, a due date and a status. The file shows actions past due and gaps worth a check.

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Own structure and wording. Tested in LibreOffice. Advisory only.

The checklist is for before the meeting; the minutes are for after

The management review checklist lists what to prepare and who brings which data. This file records what happened: attendance, what was discussed and decided, and the actions that came out of it, followed until they are done.

What is in the file

  • Settings: an as-of date (blank means today), and a due soon window (5 working days is our own default, not from a standard; set your own).
  • Attendance: meeting ref, name, role, and Present, Apologies or Absent.
  • Minutes: meeting ref, meeting date, topic, discussed, decision, action, owner, due date, done date, evidence ref. One row per topic, or one row per action when a topic has several.
  • A separate check column. The status never hides it, and a row can show several notes, joined with a semicolon.
  • Counts under each sheet: rows logged, rows per status, rows with a check note, rows past due (any status), rows due soon, and a line that should read 0 (rows not in any status). No score and no ranking.

How the status is worked out

In this order; the first match wins. A row with a blank input never shows Done or Open:

StatusWhen
Enter meeting refThe row has an entry but no meeting ref. It still counts.
Enter meeting dateMeeting date is blank.
Enter topicTopic is blank.
Enter discussion or decisionDiscussed and decision are both blank.
Topic recorded, no actionAction, owner, due date, done date and evidence ref are all blank.
Enter actionAction is blank, but owner, dates or evidence are filled.
Enter ownerOwner is blank.
Enter due dateDue date is blank.
Done, evidence ref blankDone date is filled, evidence ref is blank.
DoneDone date and evidence ref are filled.
Action past dueNo done date, and the as-of date is after the due date.
OpenNo done date, due date not passed.

Check column notes, each followed by "worth a check", on any row whatever its status:

  • Action past due, not done
  • Due soon, not done
  • Due date before the meeting date
  • Done date before the meeting date
  • Done date after the as-of date
  • Meeting date after the as-of date
  • Decision with no action
  • Owner not on the attendance list for this meeting
  • Owner not marked present at this meeting
  • Evidence ref filled, done date blank

So a row still waiting for its meeting ref shows in the check column when its action is past due.

Example (fictional)

Made-up names and topics, extract, as of Thursday 22 October 2026, Settings 5 working days due soon window:

Meeting refMeeting dateTopicActionOwnerDueDoneStatusCheck
MR-26-1Thu 9 Jul 2026Customer complaintsAdd complaint count to KPI boardA. HorakFri 31 Jul 2026Thu 30 Jul 2026Done
MR-26-1Thu 9 Jul 2026Supplier performanceVisit Beta PlastP. KralWed 30 Sep 2026Action past dueAction past due, not done: worth a check
MR-26-1Thu 9 Jul 2026Internal audit resultsTopic recorded, no actionDecision with no action: worth a check
MR-26-2Thu 8 Oct 2026ResourcesRaise purchase requestJ. NovakTue 27 Oct 2026OpenDue soon, not done: worth a check
MR-26-2Thu 8 Oct 2026Quality objectivesDraft the planM. VeselyFri 13 Nov 2026OpenOwner not on the attendance list for this meeting: worth a check
MR-26-2Thu 8 Oct 2026Customer feedbackPresent at shift meetingA. HorakFri 16 Oct 2026Thu 15 Oct 2026Done, evidence ref blank
MR-26-2Thu 8 Oct 2026Process changesEnter discussion or decision
Thu 8 Oct 2026TrainingRun induction trainingJ. NovakFri 20 Nov 2026Enter meeting ref
MR-26-2Thu 8 Oct 2026RisksQualify a second resin supplierFri 11 Dec 2026Enter owner
MR-26-2Thu 8 Oct 2026ImprovementPlan the kaizen weekL. BartosEnter due dateOwner not marked present at this meeting: worth a check

Worth a check before the next review

  • Actions past due (marked in red), and any row whose check column says past due.
  • Actions whose owner was not at the meeting, and decisions with no action.
  • Actions marked done with no evidence ref.

Related

Advisory template, in English. Not a customer decision.