# Material Shortage Meetings That End With a Decision

Canonical: https://millbase.ca/blog/material-shortage-meetings-that-end-with-a-decision
Author: [Coby Birenbaum](https://www.linkedin.com/in/cobybirenbaum/)
Published: 2026-10-19
Updated: 2026-10-19
Archive edition: 2026-09-24

A shortage meeting should decide how an affected job will proceed.

A shortage meeting should decide how an affected job will proceed. Bring the exact requirement, usable stock, confirmed supply, and recovery options. A list of red items without ownership simply repeats the problem.

## Prepare the exception

- Identify the job, operation, item, quantity, and required date.
- Check reservations and open orders for duplicate or conflicting actions.
- List approved alternatives and feasible sequencing changes.
- Assign one decision owner and a deadline.

## A decision example

A hypothetical shortage can be resolved by waiting two days, using an approved alternate, or changing the production sequence. Compare the effect on other jobs and delivery commitments rather than choosing the first option that clears today's queue.

## Confirm the outcome

Record the decision in purchasing and production records. Recheck that the promised material or revised release actually arrives as planned.

## Related reading

- [Workstation Queues: Make the Next Job Ready](https://millbase.ca/blog/workstation-queues-make-the-next-job-ready)
- [Production Scheduling for Custom Cabinetry](https://millbase.ca/blog/production-scheduling-for-custom-cabinetry)

## Definitions and further reference

- [Lean Enterprise Institute: standardized work](https://www.lean.org/lexicon-terms/standardized-work/)

## How Millbase can help your shop

### Make production conversations specific

A woodworking schedule is easier to review when the team can see the work already recorded. [Millbase Floor Pulse](https://millbase.ca/#floor-pulse) shows active workers, projects, workstations, and elapsed time. Pair it with [project records](https://millbase.ca/#projects) to discuss a delayed cabinet order with the people and work behind it, and compare logged labour with the estimate.

Ask the [Millbase AI agent](https://millbase.ca/#how-it-works) a question grounded in your workspace records. For example: *“Who is working on this project, at which workstations, and how many hours have been recorded?”* You can select a project or worker, ask follow-up questions, and request [supported reports and CSV exports](https://millbase.ca/#insights).

Use the breakdown to prepare the next production conversation. Current activity and recorded hours are evidence for planning; they do not by themselves prove that an assembly has passed inspection or is ready to ship.

## Explore the wider topic

For the broader workflow and decisions behind this guide, read [Production Scheduling for Custom Cabinetry](https://millbase.ca/blog/production-scheduling-for-custom-cabinetry).

## Frequently asked questions

### Should the meeting include every shortage?

Focus live discussion on decisions requiring coordination. Routine follow-up can remain with the responsible owner.

### Is an expedited order always the best answer?

No. Consider cost, actual delivery certainty, and whether another dependency still blocks the job.