Meetings are the lifeline of every project and bane of every project manager’s life. Those who attend it daily often wish they were somewhere else, doing something extraordinary. The feeling is mutual for all individuals in the project delivery space.
In this article at Liquid Planner, Christian Knutson shares some solid ways of making project meetings effective. After spending almost 70 percent of his life in attending meetings, Knutson has developed a great understanding of what works well for project managers if they wish to put across their viewpoints.
Productivity Needs Planning
To make the best benefit out of each meeting you conduct or attend, make sure you and your team have well planned for it. Productive project meetings are the outcome of effective planning. Here are some ways to make each next meeting effectively planned:
- Well-Defined Purpose: Any meeting you enter, be ready with a well-defined agenda in hand. Make sure you know the purpose of the meeting and have a clarity of putting your thoughts forward in a much productive or result oriented manner.
- Terms of Reference: Keep a framework in which the meeting operates. Using the ‘terms of reference’ (TOR) in standup meetings will help in clearly defining the purpose and meeting structure. Also, it helps in avoiding complexities.
- Be a Facilitator: Any meeting may turn effective if it has a facilitator who serves a purpose of keeping everyone updated and everything on track. It is the facilitator’s job to ensure if each member attending the meeting gets a chance to share opinion.
- Actions & Decisions: If a meeting lasts for over an hour with 20 people, half of the week’s productivity is invested in it. This proves inefficiency of time management. Hence, always keep ROI in mind as each minute invested in the meeting is worth a huge amount. Also, make sure the meeting time is short, and the discussion points are crisp.
- Commit to Prepare: It is the responsibility of the facilitator and the other participants to come prepared for the meetings. Motivate the meeting participants to remain proactive by sharing a structured agenda with them. Also, be an active listener or a leader who can draw valuable inputs from each individual attending the meeting.
Click on the following link to read the original article: https://www.liquidplanner.com/blog/5-steps-to-making-your-project-meetings-effective/