{"id":5868,"date":"2016-05-03T14:52:52","date_gmt":"2016-05-03T14:52:52","guid":{"rendered":"https:\/\/multiacademstg.wpengine.com\/20000academy\/?p=5868"},"modified":"2026-03-02T19:28:32","modified_gmt":"2026-03-02T19:28:32","slug":"what-should-be-on-the-sms-management-review-agenda-according-to-iso-20000","status":"publish","type":"post","link":"https:\/\/advisera.com\/20000academy\/blog\/2016\/05\/03\/what-should-be-on-the-sms-management-review-agenda-according-to-iso-20000\/","title":{"rendered":"What should be on the SMS management review agenda according to ISO 20000?"},"content":{"rendered":"<p>There are a lot of people interested in the Service Management System (SMS) based on <a href=\"https:\/\/advisera.com\/20000academy\/what-is-iso-20000\/\" target=\"_blank\" rel=\"noopener noreferrer\">ISO 20000<\/a>. But, there are also a lot of people who don\u2019t like meetings. I understand them, but there is one meeting (required by ISO 20000-1, SMS requirements) that connects those two groups and their top management \u2013 it\u2019s a management review meeting. I will say that, although it is mandatory, it\u2019s not \u201cjust another meeting\u201d that needs to be held.<\/p>\n<p>I have to emphasize that the standard itself regulates quite well the content of the meeting. Meaning, you will find many direct inputs as standard requirements, so there will be no doubt as to whether some item is needed on the agenda or not. And, if you are involved in the meeting organization \u2013 that will make your life easier.<\/p>\n<h2><strong>What are the inputs?<\/strong><\/h2>\n<p>ISO 20000 contains quite an extensive list of mandatory inputs (one of the \u201cshall\u201d statements) \u2013 consider it as a help while preparing the meeting. So, the requirements are:<br \/>\n<div id=\"middle-banner\" class=\"banner-shortcode\"><\/div><script>loadMiddleBanner();<\/script><br \/>\n<div id=\"side-banner-trigger\" class=\"banner-shortcode\"><\/div><\/p>\n<ul>\n<li><strong>customer feedback<\/strong> \u2013 exists in various forms, e.g., annual <a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/?rel=relationship-and-agreement-processes&amp;doc=customer-satisfaction-survey\" target=\"_blank\" rel=\"noopener\">customer satisfaction survey<\/a>, customer\u00a0<a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/?rel=relationship-and-agreement-processes&amp;doc=customer-complaint-report\" target=\"_blank\" rel=\"noopener\">complaints<\/a>\u00a0and\/or compliments, or feedback received as a short survey contained in <a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/?rel=resolution-and-fulfillment-processes&amp;doc=incident-record\" target=\"_blank\" rel=\"noopener\">incident tickets<\/a>\u00a0(read the article\u00a0<a href=\"https:\/\/advisera.com\/20000academy\/blog\/2014\/07\/08\/itil-customer-satisfaction-design-driven-outcomes\/\">ITIL Customer satisfaction \u2013 Design driven by outcomes<\/a>\u00a0to learn more).<\/li>\n<li><strong>service and process performance and conformity<\/strong> \u2013 most probably you use some of the tools to measure your organization\u2019s activities and compliance to, e.g., <a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/?rel=relationship-and-agreement-processes&amp;doc=service-level-agreement-sla-\" target=\"_blank\" rel=\"noopener\">Service Level Agreement (SLA)<\/a> requirements. Well, that\u2019s your input, particularly if you can proudly present compliance with all set targets.<\/li>\n<li><strong>resources and capabilities<\/strong> \u2013 these include analysis of current and forecasted needs for human, technical, information, and financial resource levels. The management review meeting is an excellent place to get confirmation for, e.g., new hiring. One of the most interesting capabilities are know-how requirements compared to the organization\u2019s needs. For example, new technology in place showed that there is a gap in knowledge needed to fulfill <a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/?rel=relationship-and-agreement-processes&amp;doc=service-level-agreement-sla-\" target=\"_blank\" rel=\"noopener\">SLA<\/a> requirements. So, know-how buildup can be agreed on at the meeting (in the form of education, which requires financial resources).<\/li>\n<li><strong>risks<\/strong> \u2013 this is one of the critical elements of the meeting. Technology and people (both internal employees as well as external) are the biggest source of risk. So, thorough risk analysis and suggested mitigation actions should be prepared and their mitigation defined and confirmed (particularly when, e.g., financial resources are needed).<\/li>\n<li><strong>results and follow-up actions from audits, previous meetings, and preventive and corrective actions<\/strong> \u2013 this includes audits and previous management meetings and represents one of the must-do activities at the meeting. Namely, be it from an internal or external audit, non-conformities and\/or observation are important information regarding what needs to be corrected, i.e., improved. By putting it on the management review meeting agenda \u2013 the importance of resolving those non-conformities gets full attention inside the SMS, i.e., the IT Service Management organization. By going through the AI (action item) list from previous meetings, management gets direct input about the SMS efficiency (fulfillment of agreed AIs and implementation of corrective and preventive actions).<\/li>\n<li><strong>changes that could affect the SMS and the services and improvements<\/strong> \u2013 here we talk about important <a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/?rel=service-design-build-and-transition-processes&amp;doc=request-for-change-and-change-record\" target=\"_blank\" rel=\"noopener\">changes<\/a>. Due to their influence on the company\u2019s operational activities, services offered and resources involved, they have management\u2019s attention. When the meeting comes to service improvement initiatives, you will notice managements\u2019 faces start to smile. They are highly interested in things that can be done better, and I\u2019m sure you will get their full attention and support. Read the articles <a href=\"https:\/\/advisera.com\/20000academy\/knowledgebase\/itil-v3-change-management-at-the-heart-of-service-management\/\" target=\"_blank\" rel=\"noopener noreferrer\">ITIL V3 Change Management \u2013 at the heart of Service Management<\/a>\u00a0and <a href=\"https:\/\/advisera.com\/20000academy\/blog\/2014\/04\/15\/itil-continual-service-improvement-dont-lose-momentum\/\">ITIL Continual Service Improvement \u2013 don\u2019t lose the momentum<\/a>\u00a0to learn more.<\/li>\n<\/ul>\n<div class=\"responsive-video-wrapper\"><iframe loading=\"lazy\" title=\"The Crucial Role of Management Review in Cybersecurity Governance | Interview with Carlos Cruz  EP27\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/YIYVZGBW-2o?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n<h2><strong>Here are the outputs<\/strong><\/h2>\n<p>OK, these were the inputs, but how about outputs? What does the standard require? Well, the focus is on improvements and resources. The standard requires that the meeting results in \u201c<em>decisions and actions related to resources, improvement of the effectiveness of the SMS and improvement of the services<\/em>\u201d (quote from ISO 20000-1). Let\u2019s clarify them:<\/p>\n<ul>\n<li><strong>resources<\/strong> \u2013 management is the one who approves resources; therefore, it\u2019s logical that decisions related to resources are documented. Resources could include human resources (e.g., internal or external, like hiring a consultant company for an important project, money or investment in, e.g., hardware or software.<\/li>\n<li><strong><a href=\"https:\/\/advisera.com\/20000academy\/documentation\/service-improvement-plan\/\" target=\"_blank\" rel=\"noopener noreferrer\">improvement<\/a>\u00a0of the SMS<\/strong> \u2013 management is responsible for the effectiveness of the SMS. Therefore, they will do whatever is possible to make it better. Another factor that influences the SMS are customers (remember that customer feedback is one of the inputs for the meeting \u2013 that could trigger SMS improvement initiatives).<\/li>\n<li><strong>improvement of the services<\/strong> \u2013 services bring financial resources, which are needed for the company to operate and exist. Sometimes, internal initiatives are started for service improvements, sometimes improvements trigger some malfunction of the service, and (quite often) changing business requirements are the trigger for improvement initiatives. No matter what is the trigger, management has its eyes wide open when services are in question.<\/li>\n<\/ul>\n<p>Additionally, outputs of the management meeting include some form of an AI list and respective responsibilities. In that way, the SMS Manager (usually taking care to follow-up on those activities) uses this list and proves to the management that all AIs have been taken care of (as input for the next management meeting).<\/p>\n<h2><strong>Burden or<\/strong>\u2026?<\/h2>\n<p>The management meeting, like most meetings, can be seen as \u201cjust another meeting.\u201d From my experience, it should be considered with particular care \u2013 firstly, because it involves top management of the company. Secondly, it\u2019s an excellent place where most important decisions are made. Everyone should benefit from those decisions \u2013 management, people involved in the SMS, and (particularly) the SMS Manager. That means that there are no open questions after the meeting, just work on the AIs and decisions.<\/p>\n<p>The management meeting should take place regularly, like once or twice a year. Good preparation and efficiency in the period before the meeting are prerequisites for qualitative inputs. The SMS Manager gets a chance to gain all necessary decisions and to show the result of his work \u2013 a chance that should not be taken for granted.<\/p>\n<p><em>To implement ISO 20000 easily and efficiently, use our<\/em> <a href=\"https:\/\/advisera.com\/20000academy\/iso-20000-documentation-toolkit\/\" target=\"_blank\" rel=\"noopener\">ISO 20000 Documentation Toolkit<\/a> <em>that provides step-by-step guidance for full ISO 20000 compliance.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>There are a lot of people interested in the Service Management System (SMS) based on ISO 20000. But, there are also a lot of people who don\u2019t like meetings. I understand them, but there is one meeting (required by ISO 20000-1, SMS requirements) that connects those two groups and their top management \u2013 it\u2019s a &#8230;<\/p>\n","protected":false},"author":32,"featured_media":17252,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[404,279,366,187,529,204],"class_list":["post-5868","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","tag-customer","tag-improvement","tag-iso-20000","tag-management-review","tag-meeting","tag-service"],"acf":[],"_links":{"self":[{"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/posts\/5868","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/users\/32"}],"replies":[{"embeddable":true,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/comments?post=5868"}],"version-history":[{"count":3,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/posts\/5868\/revisions"}],"predecessor-version":[{"id":18702,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/posts\/5868\/revisions\/18702"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/media\/17252"}],"wp:attachment":[{"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/media?parent=5868"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/categories?post=5868"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/advisera.com\/20000academy\/wp-json\/wp\/v2\/tags?post=5868"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}