A recurring review gives the business and its IT provider a shared view of what is working, what needs attention, and what should happen next. Choose a cadence that fits the agreement and rate of change.
Ask for a short summary in advance: recurring support issues, material changes, coverage exceptions, upcoming renewals, and open actions from the previous review. Invite a business decision maker and the people responsible for the affected systems. Keep credentials and confidential employee details in their approved systems.
Start with business changes and previous commitments
Confirm what has changed since the last review: headcount, locations, applications, working hours, customer requirements, or a planned acquisition or move. These changes can alter the support workload and the systems that matter most.
Review the previous action list first. For each open item, record whether it is complete, blocked, deferred by the business, or still in progress. A deferred risk needs a decision owner and a review date; it should not disappear from the report.
- What commitments were completed, and what evidence closes them?
- Which business changes need technical planning?
- Does the current service scope still describe the environment?
Look for recurring interruption, not just ticket volume
Ask which issues repeatedly interrupt work and how they affect staff. Ten similar login tickets may point to a process problem; one prolonged application failure may matter more than many routine requests. Compare like periods and acknowledge changes in staff numbers or reporting.
Separate response from resolution. Review any contractual service measures using their actual definitions and exclusions. Agree which recurring issue deserves investigation, what approval is needed, and how improvement will be checked.
- Repeated symptoms and affected business workflows
- Unresolved incidents, vendor dependencies, and assigned owners
- Proposed preventive work with expected impact and acceptance checks
Review access, device coverage, and recovery evidence
Confirm that the inventory, employee changes, and service coverage remain aligned. Discuss devices or applications outside the agreed scope, privileged access changes, and exceptions that need a business decision. Ask for a plain-language explanation of material alerts and remaining work.
For recovery, distinguish a backup job completing from a restore being tested. Request the date and scope of the latest agreed recovery check, its result, and unresolved limitations. If a restore test is outside the current agreement, establish who will scope and approve it.
- Account departures and role changes requiring follow-up
- Coverage exceptions and unsupported equipment requiring a plan
- Recovery checks performed, results, and next agreed test
Connect spending and the roadmap to an approved need
Review subscriptions, approaching renewals, capacity needs, and equipment replacement decisions. Match proposed spending to a business requirement and clarify whether it falls within recurring coverage or requires a separate estimate.
Put planned changes in an order the business can support. Dependencies, staff availability, budget, and operational deadlines can matter more than the apparent size of a technical task. Identify the next decision needed before an item becomes a scheduled project.
- Renewals or purchases requiring approval before the next review
- License or equipment changes needing further evidence
- Projects, dependencies, budget assumptions, and target windows
Close with decisions and a short action record
Read back the decisions, owners, due dates, and evidence needed to close each action. Record which risks the business has explicitly deferred and when they will be reconsidered. Store the summary where the authorized business and IT contacts can find it.
At the next meeting, use this record as the starting point. A consistent, short record of decisions is more useful than a report that repeats the same unresolved observations every month.
IT review action record
Use one copy per review. Record decisions and references to approved records; keep passwords and confidential data elsewhere.
Illustrative template. Entries stay on this page and are lost when you leave or reload. Print or save a PDF before closing. No information is submitted.
Period covered, participants, systems included, next review
Changes, previous action status, blockers, decision needed
Business impact, evidence reviewed, proposed next step
Check performed, date, limitations, owner of remaining work
Renewal or project, scope, approval owner, target date
Decision / action • owner • due date • evidence needed • review date