Generally speaking, Project
meeting is very important factor in Project. Sometimes, team members feels it
time wasting and bore, but as a Project Manager it’s necessary to held meeting
at regular interval to keep project momentum continue in whole team. Meeting
can be Scheduled meeting, Ad hoc meeting or meeting with top management for
project status.
Before any meeting, it’s very
important to make agenda for it to manage time and interest of all attendees.
If possible, try to distribute meeting agenda between all attendees, so all
members can keep their points ready to present. Meeting should always start on
time and end on time. Long meeting can loss the concentration of attendees and
make it bore. Try to note down all the points during meeting, if possible any
scribe can be appointed for it. Focus on main points of meeting, means manage
to loss the main way so within limited time meeting can cover maximum points. Make
Minutes of meeting after completion of meeting and distribute to all to keep
them updated.
Scheduled meeting can be held at
regular interval by Project Manager with team members to get the knowledge
about any issue they have or discussion on flow of project. This regular
meeting can keep in touch all team members with each other and project manager
can have an idea about any hidden problem with the members.
Ad hoc meeting can be called by
project manager if any issue arise suddenly and it’s require to focus
concentration at high priority. In this meeting, Project manager can invite those
team members who are working on that issue or related with that issue. Explain
main points of issue during meeting and give your opinions about it. Try to get
their opinions also to make it resolve if possible.
Project status meeting with top
management is necessary to keep upper management updated about project status. Try
to explain your point of view for the current project status and how you are
trying to achieve the next milestone of the project. They can also have some
query regarding the project so it can be cleared by project manager during this
meeting.
To sum up, Project meeting is
very important as per perspective of the project and keep updated to all team
members about the project. Also all the members can have a chance to interact
with each other. Junior team members can also get chance to present their view
so they can feel that their voice have also some value and it is heard by
management. So, in the short project meeting can keep all the team members
updated about project status, make their communication skill better, hidden
issue can be resolved and finally, these all points together act main role to
make project success.
