From Project Management Gems

Project Management Guidelines
Managing Project Meetings
By Michael Turner
16 Jan, 2008 - 7:41:12 AM

Managing Project Management Meetings
This guidline is aimed at providing guidlines on how to organise your Project Management Meeting and covers the following items and project meeting check lists:

  • Before the meeting
  • At the meeting
  • After the meeting
  • Provides a Checklist for meeting agenda notice
  • Provides a Checklist for minutes or notes of a meeting

    In this guidline on managing your project management meetings we explore guidlines to use which cover - Before the meeting, At the meeting, and After the meeting, and provide 2 free check lists you can download

    A lot of management time and effort can be wasted at meetings. It is therefore essential that a disciplined approach to conducting meetings is promoted

    Before The Manaagement Project Meeting

    The person calling the meeting should:

  • Fix a venue, date, time and attendance well in advance; keep numbers to a minimum
  • Ensure all parties are represented and have authority / knowledge to take decisions and make valid contribution
  • Set accountability and time limits for each agenda item
  • Issue agenda and written submissions in time to allow preparation

    At The Project Meeting

    The Meeting Chairman should:

    1. Start and finish the meeting on time: censure late arrivals
    2. Stick to the agenda and time table
    3. Ensure there is an agreed process for getting through each agenda item
    4. Keep the meeting focussed
    5. Ensure full, participative discussions take place
    6. Guillotine knotty issues for resolution outside the meeting
    7. Summarise each agenda item at the end and ensure agreements and actions are recorded
    8. Agree and fix date for next meeting, if needed
    9. Seek participant's feedback on effectiveness of meeting

    The Note Taker Should:

    1. Act as the Chairman’s right hand man
    2. Take brief, relevant oriented notes

    Project Team Participants Should:

    1. Keep to the point and be brief
    2. Listen to others and should not hold private meetings
    3. Be constructive, adopting a can do approach
    4. Agree realistic plans / actions
    5. Make a note of their own actions including recipient and date

    After The Meeting

    The Chairman Should:

    1. Review the effectiveness of the meeting and note improvement points for the next meeting

    The Note Taker Should:

    1. Publish and send the notes or minutes to the participants and those who need them within 2 days

    The Participants Should:

    1. Assess their own effectiveness at the meeting and note areas for improvement; make suggestions to the Chairman if appropriate
    2. Read minutes and address all personal actions and note those actions where they are recipient.

    NOTES

    Additional points to hold in mind, Start on time, Switch your mobile phone off, Keep to the agenda, Stick to the point, No private meetings, No interruptions or walk outs,, Be constructive, Listen, Agree conclusions and actions, Finish on time.

    Do not hold a meeting at all if there is a better way of achieving the objective

    And always remember the time taken during the meeting should normally represent only 15% to 20% of the total time needed to prepare for and follow up the meeting



    • © Copyright 2008 by Project Management Gems