Advanced Project Management

Planning and Running Effective Meetings Meetings are necessary for exchanging information and coordinating activities, but ineffective meetings are one of the most common sources of frustration on a project. Learning to plan, conduct, and participate in meetings well is a skill every project manager must develop. Before the Meeting Effective meetings begin long before anyone enters the room. Start by holding brief individual meetings with team members to: Explain why they were selected for the project Clarify their performance expectations Discuss their individual priorities From there, gather the who, what, where, when, why, and how for the project. Then plan the team meeting itself by: Confirming the right people are invited Developing a clear agenda with defined objectives Sending the agenda and any information requests in advance Booking an appropriate space During the Meeting Start on time — every time. Then: Set ground rules and introduce team members Encourage open communication and take notes Cover one agenda item at a time Review project priorities, goals, budget, and completion date Discuss individual plans for getting work started Agree on methods and tools for managing the project Establish the time and place for the next meeting Reiterate any follow-up actions and owners before closing Making Committees Work When a committee is formed for a specialized task — such as expert analysis or