Running a meeting as a Project Manager

Meetings can be a good communications tool, dealing with problems efficiently and effectively, but they need planning as well

Meetings are often considered a waste of time, but in fact, they can be a very efficient way of communication. Done properly they are an excellent tool for Project Management.

Follow recognised guidelines and set a proper meeting structure by:

• Notifying all parties well in advance of time and place

• Having regular meetings.

• Issuing a full agenda prior to the meeting – just a simple email listing each item.

• Stick to the agenda!

• Circulating full minutes asap, including:

o what tasks were decided

o who is doing them

o deadlines

• Resolve outstanding issues first.

• Detail new unresolved issues in the meeting minutes.

• Encourage all attendees to actively contribute to the meeting - provide opportunities for anybody to propose items or topics for discussion

• Ensure absent members are suitably represented and/or personally get the necessary meeting information.

Doing this will open up discussions for frank and honest comments that will resolve and often anticipate problems and will help ensure a smoothly run project.