Project Team Meetings from POME by Gautam Koppala
Project Team Meetings
Project Team Meetings
How to Organize and Conduct Productive Meetings
We have all attended meetings where we questioned why we were there. The project manager needs to decide if the meeting is needed. Are there any immediate problems or issues that require resolution? What are the consequences if the meeting is not held?
The project manager also must conduct effective meetings. The project manager should decide what type of meeting to conduct and who should be included, such as upper management, individuals, the entire team, remote team members, and the customer.
Tips for Meeting Organization
Limit discussion to specific topics.
Encourage all members to participate or contribute on topics.
Identify and recap action items.
Always reinforce goals, deliverables, and expected outcomes.
Instill control mechanisms and rules for meetings.
Document the meeting by recording minutes. When topics being discussed are sensitive, there are computer-based meeting technologies by which participants can make anonymous contributions to the discussion that you may want to consider.
Determine your target audience. Is the language (including technical terminology or jargon) appropriate for the meeting members? Eliminate any language barriers so everyone can exchange information. Engage an interpreter if necessary on a multicultural team.
Appoint or hire a facilitator to minimize conflicts and direct the flow and timing of the meeting. It is impossible for the same person to both facilitate and record a meeting; likewise the manager in charge of outcomes should not try to facilitate.
Techniques for Conducting Successful Meetings
Start the meeting at the scheduled time.
Conduct the meeting with an agenda.
Involve team members to report project status.
Ask the team for feedback on discussion points.
Assign action items.
Allow the team to have buy-in on issues and solutions.
Determine the next steps or next meeting time.
End on time.
Here are some considerations to think about for the various target audiences of project meetings:
Senior Management Meetings. What does senior management want to know and hear about this phase of the project? Most executives are involved in many meetings; their time is limited so the meeting content needs to be brief, concise, and light on jargon or technology terminology, and presented on a high-project level. They will have some basic questions, but it an excellent learning tool for them to understand more details of the project. Also, team members want to hear the executive's perspective of what they think about the project and any new direction for the product or corporation. How does this product fit with the company's strategic mission and goals?
Individual Meetings. The project manager should take time to talk with every member privately about the progress and current status of the project. This is a great way to get to know each team member and discover what his or her motivation and contribution will be toward the project. The individual now has the opportunity to discuss any personal issues or problems or any time constraints for completing the work.
Team Meetings. Team meetings promote and provide the chance for team members tobegin establishing relationships and cooperative methods to work on issues, risks, and activities. The project manager can inform the entire team of any project developments and then discuss concerns about the project. They can discuss solutions to problems, any changes, and corrective action for the next phase. It also encourages participation between the team members regardless of attitudes, philosophy, and status within the company. It brings commitment and accountability. Teamwork is essential for successful projects by sharing ideas, instilling integrity and respect for one another, and building synergy and creativity amongst their peers. Team members begin to trust each other and openly share potential risks and project status.
Remote Team Meetings. Distributed team members must conduct business mostly through emails, fax, conference calls, and video conferencing when available. They need to be assured that the other team members hear their issues and consider their solutions. Cooperation may be more difficult in this situation, but buy-in is very important for these team members. They must work harder to build relationships and trust, and the project manager also has a responsibility to make sure that all team members are included in communications, whether remote or on-site.
Customer Meetings. The project manager should schedule periodic meetings with the customer either individually or with the team. It can be done informally or formally by written or verbal communications to discuss the status of the project or to discuss any concerns. A formal presentation with some graphics adds a nice touch and the customer appreciates being kept informed with current updates of the project.
What is the Project Manager's Responsibility in Preparing the Project Meetings?
Set the agenda or compile status reports.
Assign who will make decisions on approving tasks, equipment, and assigning resources.
State the objective and goals for the meeting.
Assign deliverables on a weekly or monthly basis.
Report on the project expectations from the management's viewpoint.
Inform team members on deadlines.
Gautam KOppala,
POME Author
Project Team Meetings from POME by Gautam Koppala
By: GAUTAM KOPPALA
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