Meetings are inevitable in all types of projects and programs. Meetings are useful when sharing information or discussing issues and problems with team members and stakeholders. Meetings can be between internal team members, progress updates provided to senior management, vendor meetings, and others.
However, the many numbers of meetings can lead to a misuse of this useful tool and is known to impact a project’s or program’s performance. The project or program manager should, therefore, control a number of aspects to maximize the effectiveness of meetings. Here are some of those factors that can be controlled to make the most of project and program meetings:
- Frequency – The frequency of meetings on the project should be controlled and minimized to ensure team’s time is not wasted
- Duration – Similarly, the duration of the meetings should be controlled as well. The longer the meeting, the more time is used for all those who are attending the meetings.
- Attendance – The PM and others that call for the meeting should determine the attendance and invite only those who would be needed to make the meeting useful.
- Agenda – The meeting agenda should always be set and communicated to all parties before calling the meeting.
- Documenting the outcomes – The meeting outcome should always be documented by issuing “meeting minutes” our actions points and decisions to ensure that vital discussion points are preserved.
Rules of the meeting can be documented in a communication management plan.
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