5 Types of Meetings in Project Management

      

Successful project managers have extraordinary meeting skills. Learn how to handle these five essential types of project meetings to improve your meeting skills. When you master the basics you are ready to move on to more complicated ways of meeting.

1. The Kick-Off Meeting Of The Project

If you start a project on the right foot, then it will be easier to navigate all subsequent steps. Using the following tips to plan a successful kickoff meeting for the project.

Timely: Plan to hold a project meeting within 48 hours as soon as possible.

Introduction by the team. Take the time to go around the table, and introduce each person.

In-Person: If the staff is dispersed around various offices and places, it can be difficult to bring the staff together for a meeting. The cost of the project launch meeting is well worth helping the team connect and working well together.

Share key facts about the project you know, such as the due date, the budget (if applicable), the estimated size of the team, and some of the challenges you expect. The project manager should have a chance to start learning about them by raising suggestions and questions early on.

Provide a high-level summary of the project's next steps, such as the next steps in the development process and what further information the team may expect to learn.

2. Project Status Meeting

The status meeting is the fundamental tool of the project which keeps a project moving towards success. Many project managers consider using a fairly defined agenda and time to use this meeting. Be transparent on the agenda to keep the team updated, and conduct the meeting on a tight schedule.

State of Project Planning. Review the timeline of the project so that the team can consider the effect of the challenges or opportunities created by undertaking work in advance of time.

Explain how much work is being done, with a focus on crucial project milestones.

Inform the team about the budget status of the project.

Questions and Risks. Risks ought to be measured and addressed constantly. Invite the team during this phase of the meeting to discuss issues, questions, and concerns, so that they can be addressed.

Updates to Team Leaders. Each item on the agenda allows everyone on the project team to share some ideas and feedback about the project not discussed elsewhere.

3. Meetings With Stakeholders

Winning and retaining stakeholder interest is a major contributor to the success of your project. When you have a large number of stakeholders interested in managing your project, concentrate on the most important participating stakeholders in this conference. Identify relevant stakeholders to convey "high touch." You may, for example, concentrate the meeting on the senior executives from each of the groups you need to be involved in. Other stakeholders can be updated through other methods such as newsletters via telephone.

Send the group an Update. Start the meeting with five to ten minutes of brief overall project status update. Hold the jargon around "project management" to a minimum, taking the help of popular project management tools. Learning received value-management steps is unrealistic for stakeholders: bring these data points into words they can understand.

Look for feedback, and listen. Many stakeholders will make their voices known without warning, while others will tend to communicate quietly. The stakeholder meeting reflects the ability to engage fully with stakeholders.

4. Switch Supervisory Meetings

Notwithstanding the world's best preparation, mistakes are experienced on the projects. There could be a dangerous accident. Or you could get a new chance on a project to push faster. Yet these adjustments must be handled in a controlled, systematic manner. While as a project manager you may have the authority to approve minor change requests, most change requests will need to be reviewed through a mechanism and meetings of governance.

Initial Agenda. Provide an agenda in advance so that the participants can know what improvements will be discussed. The best practice is to send the agenda at least one business day before the meeting date (together with supporting documentation like copies of a change request)

Present your professional opinion about the effect of the change on the project for every proposed change request.

Request that a sponsor of a project approves, deny, or comment on a request for a change.

Explain how to communicate the decision on the change request, and outline how you will describe the project's impact.

5. Meeting on Plan Review

The project's conclusion (or process of the project) is an ideal opportunity to examine how the research proceeded. In a few days of completion of the project, schedule this meeting with the project team leaders for the best performance.

Basic Rules. The team will be stressed out from working on the project for long hours upon completion of a project. Explain your expectations and the purpose of the meeting, before the meeting begins.

Learned lessons-Keep doing. What practices and approaches have added value to the project? The project team, for example, responded to all requests for improvements within two business days.

Learned lessons-Changes. What in future projects will you and the project manager do differently? Encourage us to search for ideas that can be applied and used by people inside the business. This is a celebration. Take the time to celebrate the success of a project! Bring the project team out for lunch when the budget allows. Now it is your turn.