Project meetings are a necessary part of projects. But we waste billions on them every year because we don’t utilize them to their fullest potential. In an article for TechRepublic, Moira Alexander uses her own experience, as well as three other experts, to discuss how to facilitate productivity in project meetings.
Producing More Productivity
According to Skot Carruth, the CEO of software company Philosophie, a meeting can be broken down into three categories: decision meetings, work sessions, and team health meetings. The decision meeting is to make a decision, the work session is only complete when there is a deliverable, and the team health is to build morale. He states that filing meetings into these categories gives each one a purpose and allows for more productivity in each meeting.
Alexander calls on Mateusz Warcholiński of Brainhub to talk about how to decrease the length of meetings by 70%:
- Advanced access to agendas ensures that everybody can review what’s going to be discussed and can add a point to discuss it. If it’s not on the list, don’t discuss it.
- Meeting timers are turned on during a meeting for each discussion point, and this works well. “If it takes longer, we ‘park’ a topic and discuss later or next week, ” said Warcholiński.
- Assignment of responsibilities ensures that each point on the agenda has a person responsible to deliver or solve the problem and deadline.
Keir Hart, an independent product developer at Flying Pig Designs LLC, has five strategies that help make the most of project team meetings. He states that keeping it simple, remembering the Golden Rule, acting with urgency, daring to be different, and making sure things works are some of the easy ways to improve on a meeting.
Alexander also adds some of her own strategies. Her strategies mainly pertain to sending out agendas, which she recommends to do five or so days in advance. She says to include the specifics about the meeting, such as time and location, as well as the goals for those involved. A breakdown of the time spent on each topic and what will happen with topics outside the agenda are also covered in Alexander’s list. She wraps up by stating to limit the goals and the amount of meetings you schedule to respect those who would attend.
You can view the original article here: http://www.techrepublic.com/article/how-to-facilitate-more-productive-project-meetings/