3 Tips For Running Effective Meetings as a Project Manager

A project management meeting is a great method to keep everyone on the same page and make sure everyone involved in the project knows what the goals are and specifically what they need to do.

This type of meeting should be held frequently during the duration of a project to keep everyone on the same page, find solutions to issues as they arise, and generate fresh ideas. Frequent check-ins on the progress of the project will ensure that the management team is staying within the set budget and timeframe.

Setting aside some time to discuss the team's significant initiatives not only helps keep stakeholders up to speed, but also promotes open and cross-functional communication among team members, and lessens the possibility of problems arising later on. You can gain so much insight and stay on track by giving some thought to your meeting structure, purpose, and scope in advance.

Below is a quick list of what project managers should consider at prior to holding a status meeting:

Create A Project Meeting Agenda

All effective meetings start with an agenda. A well-planned meeting agenda is the foundation of any successful project. It is also critical to start the meeting on time and stick to the main points so that you allow enough time for discussions on all of the agenda topics.

The best strategy to guarantee that all attendees enter the meeting with clear expectations on talking points and action items is to share the agenda with them ahead of time. There's no point in holding a meeting if no one knows why they are there or what they should expect to come out of it.

With sending documents beforehand, every member of your team should leave the meeting with a firm grasp of key takeaways, and no important information will be overlooked. Omitting this step may cause your attendees to be confused and lose focus on the topics being discussed.

Invite Key Players Only

The process of inviting people to participate in project management meetings can quickly spiral out of control. So, to maximize the event's usefulness, make sure to only invite those who truly need to be present.

One important key to Project Manager skills is to identify people who aren't as vital to the project's success. Try to have as few people as possible in the meeting while still moving the project towards success. Everyone attending should know why they're there and how their participation will benefit the project overall.

You also want to remember to reschedule if a crucial member of the project team is unable to make it or fill them in on crucial details afterward. Even consider postponing a meeting in order to maximize its usefulness and productivity with all key stakeholders. However, if you’re on a tight schedule a quick summary of the meeting and what’s needed from them will suffice.

Be cautious when rescheduling. You don't want to postpone or cancel meetings too often because attendees will begin to consider attendance as optional, and participation can quickly decline.

Assign Meeting Roles

Assigning roles in advance is essential for any meeting, that way there won't be any room for people to show up having no idea what they're accountable for. One of your project manager duties will be to delegate tasks to people.

For example you can assign roles like:

• The Meeting Organizer - The person in charge of setting the time and place, sending out invitations, and disseminating information.

• The Meeting Host- The one responsible for keeping it on track and following the agenda.

• The NoteTaker - Someone to take notes during meetings so that everyone can refer back to the decisions taken, key takeaways, questions to be answered after the meeting concludes, due dates, future steps, and more.

• The Time-Keeper - Assign someone to keep track of time to avoid starting and ending meetings late.

• The Decision-Maker - The one who makes the final call should announce it at the end of the meeting so that everyone is on the same page.

• The Customer Advocate - Having a client or customer representative, speaking for the customer's requirements and ensuring that the client's perspective is considered when making choices can be very helpful.

Overall the point is to assess who has done what, what remains to be done, and how you can avoid potential obstacles as a team.

Bonus Tip: Keep in mind the importance of providing your staff with a safe space to voice issues and a chance to relax and bond. Make an effort to praise hardworking team members during each meeting and maintain a positive atmosphere to promote morale.

Whether you hold meetings once a week or once every three months, make sure to set a project schedule with key objectives for everyone to refer to and be clear on the end goal. Planning, collaborating, and thinking about ways to move your project forward are the core of great project management qualities and the essential elements of managing and leading a team.

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