Production Planning Meeting Agenda and Minutes Template
A planning meeting is only useful if it ends with decisions and named owners. This template provides a fixed agenda and an action table so the meeting stays about exceptions.
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Production Planning Meeting Agenda and Minutes Template
Production Planning Meeting
Acme Precision Ltd Date: 2026-10-20 Planning week: Week 43 Chair: Production manager Attendees: Scheduler, materials planner, quality lead, maintenance lead, shipping
1. Last week results
Schedule attainment: 91 percent (target 95 percent) Review misses by cause: material, machine, labor, quality, planning.
2. Late and at-risk jobs
WO-100431 (bar stock short), WO-100420 (waiting on tool), SO-8841 ship date at risk.
3. Capacity and load
CNC-02 loaded at 112 percent next week. Options: Saturday overtime or outsource 2 jobs.
4. Material and tooling readiness
Review shortages against the next 5 working days. Confirm kits, fixtures and gauges.
5. Decisions
Approve 8 hours Saturday overtime on CNC-02. Expedite bar stock with supplier.
Action items
| # | Action | Owner | Due | Status |
|---|---|---|---|---|
| 1 | Open | |||
| 2 | Open | |||
| 3 | Open | |||
| 4 | Open |
Sign-off
Keep the meeting under 30 minutes by reviewing only exceptions. Circulate the minutes the same day.
Automate the meeting pack
Optional: a review of building the weekly late-job and load summary from ERP data.
Optional. The tool and every export work without this. No spam.
How to run the meeting
Start with last week's attainment, then go straight to late and at-risk jobs rather than reading the whole schedule. Move to capacity for the coming week and finish with material and tooling readiness. Capture each decision as a sentence with an owner and a due date in the action table. Export the filled sheet to PDF or Word and send it before people leave the room.
- Review exceptions only, not every job.
- Every action needs an owner and a date.
- Close the previous actions first.
What to bring
The scheduler brings the load by work center for the next two weeks and the list of jobs past due. Materials planning brings shortages with expected receipt dates. Quality brings holds that block shipment, and maintenance brings planned downtime. In an ERP this usually means a handful of standard reports, such as open production orders by work center and a material shortage report.
Reading the attainment number
Schedule attainment is the share of planned work completed on time. Track the cause of every miss. If most misses are material, the meeting needs purchasing involvement. If most are machine, maintenance needs a seat. If most are planning, the schedule itself is unrealistic and load should be reduced.
Common mistakes
Meetings fail when they become status updates, when nobody owns the actions or when the schedule is not changed after decisions. Always update the plan in the system after the meeting so the floor sees one version.
Frequently Asked Questions
How long should the meeting be?
Aim for 20 to 30 minutes for a weekly meeting and 10 to 15 for a daily stand-up. Longer meetings usually mean the team is reviewing the whole schedule instead of exceptions.
Who should attend?
Production, scheduling, materials, quality, maintenance and shipping. Add sales only when a customer commitment is at risk.
Is this an S&OP template?
No. S&OP is a monthly, cross-functional, volume level process. This template supports weekly execution planning on the shop floor.
How do I keep actions from slipping?
Review open actions first in every meeting and carry unfinished ones forward with a new date and the reason for the delay.
If gathering the meeting data takes hours each week, we can build a read-only summary from your ERP that lists late jobs, loads and shortages.
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