Supplier risk meeting agenda
Use this agenda to run the weekly supplier-risk meeting after the review pack is prepared. The goal is not to discuss every supplier; it is to make visible decisions on open exceptions, evidence gaps, relapse signals and the next purchase-order control.
Meeting objective
End the meeting with a published control state for each risky supplier: normal, watch, capped, conditional release, payment hold, backup split, pause or exit review.
30 minutesevidence firstowner namednext PO protected
Required pre-work
- Freeze the supplier list and open-risk count before the meeting.
- Attach the latest weekly review pack, exception audit and readiness dashboard where relevant.
- Highlight overdue evidence, repeated relapse triggers and any buyer-requested bypass.
- Prepare a one-line recommendation for each supplier before discussion starts.
30-minute agenda
| Time box | Agenda item | Output required |
|---|---|---|
| 0–3 min | Confirm supplier list, meeting owner and decision authority. | Frozen scope and named decision owner. |
| 3–8 min | Review changes since last week: new exceptions, closed proof, relapse signals and bypass attempts. | Delta summary only; no historical rework. |
| 8–18 min | Discuss suppliers with blocked shipment, payment, quality, document or repeat-order impact. | Control state for every high-impact supplier. |
| 18–24 min | Assign evidence deadlines and escalation route for unresolved items. | Owner, deadline, evidence type and escalation trigger. |
| 24–28 min | Approve next-order restrictions, release conditions or backup-source actions. | Clear instruction before any new PO is released. |
| 28–30 min | Archive the summary and schedule next checkpoint. | Review note stored with links to supporting evidence. |
Decision wording
Supplier:
Current status:
Reason for control:
Approved next-order condition:
Evidence required before release:
Owner / deadline:
Escalation if missed:
Anti-drift rules
- Do not reopen closed decisions unless new evidence changes the risk rating.
- Do not allow a new PO when the meeting output says evidence is still required before release.
- Convert any third repeated weekly discussion into a formal restriction, backup-source action or exit review.
- Keep green suppliers out of the meeting unless their status changed this week.
Default rule
If the meeting cannot name an owner and deadline for an open supplier risk, the safe default is to keep the supplier under watch or hold rather than allowing an uncontrolled repeat order.