Project Management: Meetings

In Project Management, the question of when and how often a team should meet is very crucial. Meetings can help resolve problems, give weekly updates, and encourage feedback. But as a practical hand, when should the team physically meet?

Many businesses and employees try to avoid ritual meetings that serve no purpose, but on the other hand you want to make sure you meet often enough to maintain team identity and spirit.

According to Just Enough Project Management by Curtis R. Cook, a company should follow these general guidelines to strike the right balance:

Meet as an entire group to discuss issues of joint concern and get input from team members
Meet one-on-one to resolve individual problems
The most common type of meeting deals with the status of a project. In this type of meeting, the project manager expects to receive feedback, status, information, and ideas from the team on various aspects of the current project.
Because the project manager is responsible for the overall progress of a project, he or she should ensure that meeting objectives are stated and achieved. The following steps will help run a productive meeting:

Prepare an agenda – be sure to state the purpose of the meeting, its expected duration, a list of attendees, and so on.
Alert employees/attendees at least one week in advance of each project meeting
Be sure to stay on the topics stated on the agenda
Document action items and other decisions arising from the meeting
Distribute the meeting minutes to all invitees (not just attendees)
Ensure that action items, along with the individual responsible for taking action, are recorded on the agenda for the next scheduled project status meeting.
For additional suggestions, please reference back to Just Enough Project Management by Curtis R. Cook.

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