Project Smart ~ Exploring trends and developments in project management today

Calendar iconNot recorded
Adobe PDF icon

6 Key Tips For Running Effective Project Meetings

~ By Duncan Brodie

Project team in a meeting

As a manager or leader, chances are that you will be given responsibility for a project at some time in your career. It could be a new computer system implementation, building a new facility, introducing a new piece of equipment or a new product or service.

As part of your role, you will want to make sure that the project is progressing as expected and that any issues are being addressed. Project meetings are one of the most common ways of doing this, so how can you ensure that your project meetings are effective?

1. Set Objectives

Have you ever gone along to a meeting that took two hours out of your day and achieved nothing? If yes, chances are that there were no clear objectives for the meeting. Before calling any meeting, make sure that you have clear objectives that you can measure.

2. Set an Agenda

Meetings without an agenda drift, take longer than they need to and don't get results. Produce and circulate the agenda in advance, at least 1 or 2 days before the meeting, not 30 minutes before the scheduled start time. Give indicative timings for each item and allow for slippage.

3. Keep Meeting Papers Short

Receiving a mountain of papers, filled with page after page of detail is the biggest de-motivator, not to mention a waste of resources for someone attending a project meeting. Try to keep each paper to a maximum of one page. Consider giving people a template to use that might include a simple traffic light system to indicate where things are going well (green), there are some issues (amber) and major issues (red).

4. Get the Right People to Attend

While there is usually a core project team, there might be decisions that require someone more senior from time to time. If you know this in advance, make sure that you get the person who can make the decision along otherwise you will have a frustrated team on your hands.

5. Make Sure the Physical Environment is Comfortable

Have you ever gone to a meeting in the heat of summer where there is no air conditioning and the person chairing has not even thought about having ice cold water available? Effective meetings can only take place if the people attending are comfortable, so take care of this the best you can.

6. Start and Finish on Time

There is nothing more frustrating than people turning up 15 minutes after the scheduled start time and the meeting running over by 30 minutes. Make sure that it is clear to everyone that you will be starting and finishing on time. Encourage them to leave 30 minutes either side of the meeting free to ensure they can get there on time and that if something major arises it can be dealt with.

At the end of the day, running effective meetings is about planning. Make sure you take care of this vitally important area.


Duncan Brodie is a Leadership Development Coach and Management Trainer at Goals and Achievements http://www.goalsandachievements.co.uk. He specialises in helping accountants and professionals to make the transition from technical expert to manager and leader.


Comments

Be the first to comment on this article.

Add a comment



(never displayed)



 
2000
Is it true or false that twenty is a number?
Notify me of new comments via email.
Remember my form inputs on this computer.

Building a Business Case for Your Project

Ball of business documents

To get stakeholders or management to approve your project, you will need to build a solid business case. Here are the basic steps for creating a business case.

Project Plans: 10 Essential Elements

Four colourful tags spelling the word plan

A project plan is more than just a Gantt chart, but do you know what you must have in your plan? This article takes you through the ten essential elements.

How to Build a High-Performance Project Team

Business people and bar graph going upwards

What makes a winning project team? Why do some teams achieve greatness while others struggle? Let's look at the factors present on winning project teams.

Project Management Process Groups Explained

Project management process group icons on a curved line

Project management processes consist of five process groups and a control system used to apply knowledge and skills to a project. This article provides a breakdown of what's involved.

PROJECT SMART is the project management resource that helps managers at all levels improve their performance. We provide an important knowledge base for those involved in managing projects of all kinds. With weekly exclusive updates, we keep you in touch with the latest project management thinking.

WE ARE CONNECTED ~ Follow us on social media to get regular updates and opinion on what's happening in the world of project management.


Latest Comments

Yudi commented on…
MoSCoW Method
- Sat 1 August 10:15am

Takunda Knox commented on…
Project Management Tools
- Tue 28 July 4:09pm

Philip VonSteinmann commented on…
How to Make Changes on a Project
- Tue 28 July 1:11am

Latest tweets

General Project Management • PG Cert/PG Dip Project Management https://t.co/eFDN5b5Ybp about 2 days ago

General Project Management • Re: Project Resource Capacity Planning https://t.co/JkJMQ1nxWd about 9 days ago

RT @StephenRCovey: "You don't manage people; you manage things. You lead people." - Admiral Grace Hopper #management #leadership #Leadershi… about 21 days ago