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8 Tips on How to Manage Your Project Status Meetings

June 24, 2012 | Author: PM Hut | Filed under: Communications Management

8 Tips on How to Manage Your Project Status Meetings
By Cora Systems

We constantly get feedback that a project status meeting can be sometimes overrated in the eyes of the project team members.

The way in which the project status meeting is planned and organized will directly impact the flow and the end result of the meeting. Prior to any project update meeting taking place, agenda, action points and decision points should be circulated so to involve everyone and gain as much as possible from the time allocated.

I have outlined some pointers that should be followed before, during and after a project status meeting which will aid your project management.

  1. Purpose: Outline the purpose of the meeting prior to its commencement. It is essential for all involved to know and understand the clear objectives of the discussion. Clearly stating the objective and outcomes will help with the running and timing of the meeting’s agenda.

  2. Attendance: Ensure that everyone who should be there is invited and in attendance. Those who cannot be there in person should (where possible), be conference called into the meeting. Having key decision makers absent from the meeting can affect the outcome of any decisions that need to be made.

  3. Details: The project manager should have all the necessary information associated with the tasks and projects up to date. It would be advisable for the project manager to meet with the senior project team member prior to the meeting to gather their thoughts and any concerns that they may have. This will help lead the conversation in a controlled way, generate the necessary questions throughout the meeting and also keep any nasty surprises at bay.

  4. Identify problems: Any updates or issues affecting the delivery of the projects should be addressed during this time. A project status meeting gives an opportunity to reach an adequate solution for any problem that has been raised.

  5. Time: Set a time and day each week/ fortnightly (whatever preference you have) to hold the project status meeting and stick to it. Preferably it would be ideal to have the meeting in the morning as the attendees would be most attentive at this time. If there is no set structure on the time and day of the project status meetings it is of upmost importance to send notice to all involved at least 24 hours in advance. Start and finish on time, this may seem simple but failing to follow this can put a black mark on your professionalism.

  6. During the meeting: Keep to the agenda set prior to the meeting, avoiding any unnecessary changes or additions during this time. It is very easy to get side tracked by a topic not on the agenda during the meeting. It is recommended that any slides in the agenda should be avoided. Have a designated individual appointed to take the minutes of the meeting.

  7. To end: Have an adequate amount of time at the end of the meeting to allow for any questions to be asked. Conclude the meeting by summarizing the points identified during the meeting. It is important to end on a positive note to keep all involved optimistic in their job.

  8. Follow up: Post meeting ensure that the minutes and any other correspondence be communicated to all involved.

Project status meetings give project team members the opportunity to have their voices heard in a controlled environment. The time and effort put into these meetings will pay off as decision making and possible solutions to project management problems will be made by taking on board all suggestions from the attending participants. Do not over estimate the power that a project status meeting can hold.

Established in 1999, with over 12 years of experience in Project Management Software, Cora Systems have developed a highly functional, web-based system. Our skills and knowledge have enabled us to become a world leader in Project, Portfolio and Performance Management Software. We value our extensive client base and provide a comprehensive range of services to ensure our customers gains the full value and benefits from using ProjectVision. www.corasystems.com

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