How do you manage the time, agenda, and expectations of a design review meeting?

1 Define the purpose and scope

Before you invite anyone to a design review meeting, you need to have a clear idea of what you want to achieve and what you want to review. The purpose and scope of the meeting should be aligned with the design control plan and the design inputs and outputs. You should also consider the stage of the design process, the level of detail, and the type of feedback you need. For example, a conceptual design review may focus on the feasibility and usability of the product, while a detailed design review may focus on the specifications and verification of the product.

2 Prepare the agenda and materials

Once you have defined the purpose and scope of the meeting, you need to prepare the agenda and the materials that you will present and discuss. The agenda should include the objectives, the topics, the time allocation, the roles and responsibilities, and the expected outcomes of the meeting. The materials should include the design documents, the drawings, the prototypes, the test results, and any other relevant information that supports your design decisions. You should also prepare some questions and prompts to encourage constructive feedback and dialogue.

3 Invite the right people

The success of a design review meeting depends largely on who you invite and how you communicate with them. You should invite the people who are directly involved in or affected by the design, such as the project manager, the engineers, the quality assurance, the regulatory affairs, the marketing, and the end-users. You should also invite some independent reviewers who can provide an objective and fresh perspective on your design. You should send the invitation, the agenda, and the materials to the participants at least a week before the meeting, and ask them to review them and prepare their comments and questions.

4 Facilitate the meeting

During the meeting, you need to play the role of a facilitator, not a presenter or a defender. Your goal is to guide the discussion, not to dominate it or to justify your design. You should start the meeting by reviewing the agenda, setting the ground rules, and clarifying the expectations. You should then present your design in a clear and concise way, highlighting the key features, benefits, and challenges. You should invite feedback from the participants, acknowledging their contributions, asking for clarification, and addressing any concerns or issues. You should also keep track of the time, the action items, and the decisions.

5 Document and follow up

After the meeting, you need to document and follow up on the results and the next steps. You should prepare a summary of the meeting, including the objectives, the participants, the feedback, the action items, and the decisions. You should also update your design documents, your design control plan, and your risk management plan accordingly. You should send the summary and the updated documents to the participants and any other relevant stakeholders within a few days of the meeting, and thank them for their participation and input. You should also monitor and track the progress of the action items and communicate any changes or issues that may arise.