Meetings often seem like more of a chore than an actual part of work. It’s incredibly easy to take a laptop in to “take notes” when in reality you’re doing everything besides taking notes because there is no way you are going to pay attention to this meeting. But if you trade places and are now the one presenting, how can you get people interested in a meeting? In a post for the Association for Project Management, Brad Egeland gives some tips on how to get people to pay attention in your meeting.
Making the Most of Meetings
Before the meeting itself even begins, make sure you know who might have something to gain by attending. Most of the time this will be both sides of your project team, but also consider if certain stakeholders or senior management may wish to attend. They can give valuable feedback and information to the project to help optimize everyone’s time spent in your meeting. In this similar vein of not wasting time, you can distribute the materials and agenda ahead of time so they can be up to date before attending.
When it comes to the meeting itself, you need to make sure you never cancel, start late, or run over. Even if there aren’t any major developments to talk about, you can still have everyone in the room give a relevant status update. This may prove useful as it might bring up something that was otherwise unknown to others. And by not going off track to bring late attendees up to speed, you also increase the amount of people who will try to be on time to not miss any important information. As a general rule of thumb, don’t have meetings after lunch when everyone is carbed up and sluggish.
Egeland also says to have a proper follow-up to each meeting:
This step is critical to ensuring everyone is on the same page. You may think you covered everything but there is likely someone out there who interpreted what you, or someone, said differently than you did. Distribute the agenda with updated notes and assignments/outcomes to everyone and ask for their feedback/revisions or concurrence within 24 hours. Then, if appropriate, redistribute. This is the best way to make sure everyone has the same information when the meeting is over.
You can view the original post here: https://www.apm.org.uk/blog/pm-basics-make-your-project-meetings-work-for-you/