Project Management Meetings 101: The Essential Guide (+7 Free Agendas)

November 14, 2022
project-management-meetings-guide

How many project management meetings are you going to hold for one project? Well, before you answer that question, first, we need to tell you these mind-blowing statistics.

According to Monday.com, only 15% of project managers work on only one project at a time.

59% of project managers run between two and five projects. 11% run six to ten projects, and 15% run more than ten at a time. 

So, you get the picture. If you want to successfully execute your projects, use your precious time wisely, and to do so, you need to know how to run your meetings.

That's why we bring to you this all-encompassing project management meetings guide. In this guide, we've covered all the common project management meetings and their agendas with tips and best practices you won't find anywhere else.

Not only that, but you'll get access to seven free meeting agenda templates that you'll find extremely useful, and a free trial for 14 days on adam.ai, a second-to-none meeting management platform.

Using this guide and the previously mentioned tools, you'll be that project manager who gets headhunted every day!

So, let's dive in.

 

Feel free to jump to any section in the guide:

What are project management meetings?

Project kickoff meeting

Project status review meeting

Stakeholder review meeting

Change control meeting (contingency meeting)

Project review meeting (end project meeting)

Agile scrum meetings

How exceptional project managers lead project management meetings

Eight unforgivable project management meetings mistakes

Eight tips for productive project meetings

Five things to avoid in project management meetings

Tips to make your hybrid or virtual project management meetings more effective

 

What are project management meetings?

Project management meetings are meetings that serve one purpose: successful, quick, and smooth project delivery. Project managers are common participants in all meetings, while the core project team and the stakeholders attend some of the meetings.

Such meetings involve an exchange of critical information and updates, discussing risks and issues, and finding solutions. Thus, they are held regularly to ensure the project is on track.



What are project management meeting types?

Those are the types of project management meetings that are normally required:

  1. Project kickoff meeting
  2. Project status meeting
  3. Project stakeholder review meeting
  4. Project change control meeting
  5. Project review meeting
  6. Agile scrum meetings

Project kickoff meeting

A project kickoff meeting is held at the start of a project. It is one of the most common project management meetings and is used to get everyone on the same page about the project's objectives, timeline, and what should be done during the project.

For a project lead, the project kickoff meeting is a critical building block because it clarifies the client's expectations and the course of the project. 

Besides the project manager, the meeting includes the project sponsor, business relationship manager, key stakeholders (board members), team leaders, and project team members.

Kickoff meetings have two types: internal and external. Internal kickoffs are meant to kick off the project with only the core project team, while external kickoffs include the client.

The meeting usually starts with an introduction, followed by a goal-setting session. The latter can include setting deadlines, creating milestones, and assigning tasks to team members.

The last step is a summary of what was discussed, and any action items agreed upon.

Now, let’s dive deeper into some crucial tips and the meeting agenda.

 

 

Project kickoff meeting tips

  • Preparation is key. Take your time to prepare all project specifications from core objectives, scope, and deliverables to end goals. Get agreement on the team meeting schedule.
  • Document the client’s demands and priorities. This is important to help keep your eyes on what’s important and remain in control when demands develop or change.
  • Eliminate any chance of miscommunication. Decide on a framework for communication and accessing project documentation, status reporting process and guidelines, change control requests, and escalation guidelines.
  • Be highly detailed. The more the details, the easier the execution. Discuss the project’s scope, budget, and schedule.
  • Send the meeting agenda and the project plan beforehand. Sending them beforehand will save time for questions and correcting/updating the plan.  
  • Use icebreakers. If people work together for the first time, breaking the ice would help get the project started on a great note.
  • Be clear about who’s involved and who’s informed. Since this is the start of the project, it’s important to highlight who’s involved and in what way and who will only be informed about updates.
  • Make sure the conversation is two-way. Ask questions: Has anyone worked on a project like this before? How will we assess our progress? Has anyone got obligations that will prevent them from contributing fully?
  • Give your team reasons to be excited. Encourage your team by highlighting why the project is important and what problems it is solving.

 

Project kickoff meeting agenda

A typical kickoff meeting agenda includes:

  • The purpose of the meeting
  • Project overview
  • Team introductions
  • Project timeline and milestones
  • Assigned tasks
  • Expected outcomes

 

Project kickoff meeting best practices

Now, let’s dig deeper into best practices for this meeting.

 

First, focus on meeting goals:

  1. Deciding on a path with milestones and deadlines
  2. Correcting misguided assumptions
  3. Uncovering missing requirements or key details that may impact your approach

 

Second, divide your meeting into five parts: introductions to the project and team members, discussions to identify what success looks like, discussing the plan, highlighting risks, and closing. Here's how.

 

Start your meeting on a great note

Begin with a quick overview of the project’s scope and goals and why it matters to the organization. Have your participants state their names and roles and share one key outcome they expect to have in this meeting. Confirm the agenda and make sure to cover all the important questions. 

 

Drive productive discussions

Ask the right questions in the right way. Michael Wilkinson, a renowned meeting facilitator, introduces a robust framework when asking questions in meetings.

He says, instead of asking "how do we measure the success of this project?" Try rephrasing the question to be more specific, include the word "you," have a vocabulary all your attendees understand, and offer a scenario they can visualize.

Start your question with an image-building phrase "think about; imagine; consider." Then, extend the image with at least two more phrases, and finally, ask your what, how, and why.

So, try something like this: "Imagine your project was a tremendous success, and people are flooding into your office to congratulate you on the project's success and want to hear about how you did it. What are the highlights you would be most proud to share? How would you explain what helped you get there?" 

 

Let the planning begin

Now that you’ve got a sharp vision of what success looks like, it’s time to talk about logistics. Your aim is to get everyone on board and agree on initial outlines. This should not take more than 20 minutes.

It’s best if you send the initial outlines with the agenda so you leave time in the meeting for amendments and questions.

So, start the planning talk by mentioning the scope of the project. You need to remind everyone that success starts with sticking to the project scope.

Then, mention important dates and get a consensus. Don’t worry about dates for the detailed parts of the project; you’ll get to those later as the project progresses.

Use any kind of framework you like to explain who does what, for example, the RACI matrix, and present that in the meeting.

Highlight where everyone can access all project information and what modes of communication you’ll be using.

 

Outline the risks

This may sound depressing but it’s important to highlight the constraints that the team may meet.

But don't worry about that. You started the meeting by helping everyone connect to the project and mention their goals. You've succeeded in establishing positive ties to the project. So, it’s easy to guide your participants to do their best to protect this vision of a successful project.

Asking shocking questions, like what can make this project fail, will help people come up with all sorts of expected and unexpected issues.

 

Close the meeting and set the next steps

So how do you close a kickoff meeting?
1. Make sure you’ve covered all the important topics people brought up during the introductions.

2. Review your action items. Make sure that the action item has a clear and correct description, is assigned to the right person, and has a suitable due date.

3. Thank everyone, prepare a survey for quick meeting feedback, and confirm the next meeting’s date and time according to each person’s role in the project.

 

Meeting agenda templates are your shortcut to productive project management meetings

Use this kick off meeting agenda template and customize it to your needs.

It's free.

It's editable..

It's inclusive...

 

 

 

 

Project status review meeting

A project status meeting is a meeting where updates on the current state of the project are shared. The project lead meets with the core project team leaders to highlight what has been completed so far.

On a larger scale, besides the project manager and core project team, participants may include project sponsors, subteam owners, supporting functions such as quality professionals, legal, and compliance, representatives, and subject matter experts.

They work together to point out planned tasks that were not executed, give an update on any outstanding problems, highlight problems that, if left unresolved, will prevent the project from moving forward, and decide what details should be shared with the stakeholders.

Status review meetings fall under the category of project execution meetings, which include stakeholder review meetings, executive overview meetings, risk identification meetings, team development meetings, and individual development meetings.

It's an efficient means of tracking a project's progress. It is held at least once per week, but ideally twice per week.

 

Project status review meeting tips

  • Start with the end in mind. This meeting should help you create one list for all cross-functional issues and roadblocks and another for the next steps. By the end of the meeting, you should have all the necessary information to prepare a consolidated status report and highlight roadblocks that require stakeholder and executive decisions. 

 

  • Ask the meeting participants to be ready. The core team should prepare status reports that include accomplishments, scheduled but unfinished tasks, issues, roadblocks impeding progress until resolved, and next steps. Make sure all reports are in the same format.

 

  • Don’t discuss issues. Establish at the beginning of each meeting that this is an exchange of information meeting. There is no room for discussing issues or different viewpoints. Add the issues to the parking lot. This helps keep the meeting on track.

 

  • Celebrate accomplishments. Accomplishments should also be mentioned and celebrated (for example, we ran the test and got zero defects, or we’re two weeks ahead of schedule). 

 

  • Focus on what’s ahead. Make sure everyone understands that the meeting isn't going to be a time to rehash old arguments or debate past decisions. Instead, focus on what's ahead and what you expect to happen.

 

  • Aim for regular and short status meetings. Infrequent status meetings tend to be long and boring. Since this is an exchange information meeting with no opportunity for extended discussions, keep it brief and frequent; it’s only a presentation of the current project status.
  • Tweak the meeting’s frequency as appropriate. If you have action items with due dates that may exceed one week or more, then change the meeting cadence from weekly to biweekly or as you see fit. The aim here is to achieve a balance between collecting updates and saving time.

 

  • Identify when status meetings can be canceled. You may come to a point in the project where updates can be shared using other means than meetings. If so, don’t hesitate to cancel status meetings; you’ll save everyone’s time.

 

Project status review meeting agenda

A typical weekly status meeting agenda includes

  1. Status update on the project

- What have we done so far?

- What's left to do?

- How much time do we have to finish?

- Who is working on what?

- What's the status of our budget?

- What's our current funding situation?

- Is there anything else I need to know about the project?

  1. This week’s updates

- What's been happening since last week?

- What did we learn?

- What's going well?

- What's not going well?

- Any issues?

  1. Next steps

- What should we focus on next?

- What's next on the list?

- Anything else?

 

Project status review meeting best practices

  • Keep your meeting short and efficient. This shows that you respect everyone’s time. To make your meetings short and efficient, use timed agenda items. Send pre-reads. Invite the relevant people only. Send a standard status report to all team members to complete before the meeting.

 

  • Learn the lessons and move forward. Make sure you don’t get caught up with what happened such that you don’t focus on the upcoming tasks. Encourage your team to focus on the current status of the project and relevant issues.

 

  • Create detailed action items to increase accountability. Lack of accountability in the core project team results in schedule delays, breeding destructive patterns that impact the team and the project, and your credibility being questioned. All action items should have an owner and a due date. The owner should have a full understanding of what the task requires and update the task as the project progresses.

 

💡Pro tip: Your action items need to be as detailed as possible and you need to have a bird's-eye view, especially if you're running more than one project at a time. Use adam.ai, an all-in-one meeting management platform, to have a central database for all action items across all projects. You can create action items with priority levels, owners and watchers, and relevant files and discussions.

 

  • Have a simple and consistent agenda. Get approval on your status meeting agenda in the initial stages of the project, so everyone knows what to expect each week. A simple agenda includes a review of the last meeting’s action items, discussing tasks that are completed so far and what's left to do, and updating the action items, risks, and issues.

 

  • Focus is key. Use timed agenda items. Have time-boxed discussions. Remind your attendees that this is an exchange of information meeting; ask them to raise flags if the discussion goes off-topic and send issues to the parking lot. 

 

Meeting agenda templates are your shortcut to productive project management meetings

Use this status review meeting agenda template and customize it to your needs.

It's free.

It's editable..

It's inclusive...

 

 

 

💡Pro tip: Use the above template in adam.ai for maximum benefit! You can add notes and comments while discussing the agenda; add sub-agenda items and attach files; edit, delete, and re-order agenda items inside the meeting room; set a timer for each agenda item; and much more.



Project stakeholder meeting

A stakeholder meeting is an event for updating the stakeholders on the project status, highlighting problems that need stakeholders’ input and intervention, and collecting their feedback, resulting in their support, interest, and commitment throughout the project.

Participants include the project manager, key investors, project sponsors, and business stakeholders.

When kicking off a project, you usually include all stakeholders. Stakeholders are either actively involved in the project or have interests that the project's results might influence.

In the stakeholder review meeting, you should include highly influential stakeholders. Some of them might choose to attend the status update meetings, while others would prefer to hear about the updates in the stakeholder review meeting.

 

Project stakeholder meeting agenda

A typical stakeholders’ meeting includes:

  1. Updates on the current project status and next phase
  2. Presenting roadblocks, issues, or risks that require the stakeholders’ intervention
  3. Answering the stakeholders’ questions or concerns
  4. Highlighting the information that needs to be presented to the executives

 

Project stakeholder meeting tips and best practices

  • Understand each participant’s requirements. To run a successful meeting, make sure you have a complete understanding of the requirements and level of influence and involvement of each participant to discuss relevant topics (before starting the project, you should prepare a stakeholder engagement matrix that includes all the previous information).

 

  • Revisit your stakeholder map. At crucial stages in your project, you might need to review your map since important stakeholders might change (a stakeholder map helps you prioritize and focus your energy on key stakeholders).

 

  • Identify who needs to attend this meeting. Projects often involve many stakeholders. You need to identify the key players whose decisions and visions impact the project.

 

  • Focus on the meeting’s objective. This meeting is held to update the stakeholders on the project's status, highlight problems that need stakeholders’ input and intervention, ensure that the project is on track according to the stakeholders' overall vision, and decide what information needs to be presented to the executives if their input is required.

 

  • Be prepared. You should prepare a consolidated status report that includes relevant information discussed in previous project status meetings, a list of issues and risks that require stakeholder and executive management input, and a document detailing the next steps in the project.

 

  • Think about what you want out of this meeting. By the end of the meeting, you should have a summary of the decisions made by the stakeholders about the topics and risks discussed at this meeting, as well as a list of any outstanding issues that will necessitate executive intervention.
  • Send a detailed MOM document right after the meeting. While everything is still fresh in the participants' minds, send your meeting minutes as soon as possible so they can approve or amend them, and you get everyone to be on the same page.


💡Pro tip: Take advantage of the "automatically generated meeting minutes" feature in adam.ai. You'll have a MOM document ready to send after the meeting. It includes the attendees' names, the agenda, your public notes, votes and decisions, action items, risks, and issues.

 

Meeting agenda templates are your shortcut to productive project management meetings

Use this stakeholder meeting agenda template and customize it to your needs.

It's free.

It's editable..

It's inclusive...

 

 

 

 

 

 

 

Project change control meeting (contingency meeting)

A change control meeting is a meeting where project managers submit change control requests to a change control board for review. Most change requests will have an impact on time, cost, or resources.

As is the way with everything, surprises (change control) happen despite perfecting planning. And in projects, you need to have a solid system to handle them. The change control process and change management plan are created in the early phases of the project.

To define a change control process, you need the following: agreeing on a standard change control request form and where to find it, identifying who is responsible for submitting the requests, setting a deadline for submissions and their turnaround times, identifying a change control board, and identifying the frequency of change control meetings.

A contingency meeting follows the pre-determined change management and change process guidelines. In the meeting, a change control board approves, defers, or denies your change control requests, and this happens in coordination with the stakeholders.

Change control requests can be initiated by both the stakeholders and the project team.

 

Project change control meeting tips

  • Build a clear change control process. To have a productive meeting, you need clear guidelines (in the early phases of the project) on how change control requests are going to be handled.
  • Update key project deliverables. Approved requests may impact many agreed-upon key deliverables, so don’t forget to do the necessary updates to reflect the requests that have been approved.
  • Be mindful of an increase in requests. An increase in change control requests may reflect a fundamental change in the original project goals. If that’s the case, you might need to revisit the original project requirements rather than handing the requests through the usual change management process.
  • Focus on the why. Control change meetings are intended to guarantee that the project follows the schedule, stays on budget, and avoids scope creep. So, keep your focus on them.
  • Don’t change the meeting participants. People that serve on the change control board should be present in every meeting. Unless there is an urgent need for that, bringing new people to such meetings can invite friction and complications.

 

 

Project change control meeting agenda

A typical change control meeting agenda includes:

  1. Presenting all change control requests
  2. Discussing what each request is about, if it needs additional information, if it is critical to the project or not, how it will impact the project, what will happen if it is denied, and the final decision
  3. Listing all decisions

💡Pro tip: This meeting is heavily anchored on decision-making and votes. Use adam.ai, an all-in-one meeting management platform, for a strong and smooth voting system that clearly shows who's voting for what and includes all relevant documents that help voters decide.

 

 

Change control meeting best practices

  • Send the agenda beforehand. It’s best to distribute the agenda in advance so that participants can prepare any relevant documents or queries that will speed up the decision-making process. By doing this, you'll save time and keep the meeting's focus on what matters.

  • Prepare all relevant pre-reads. Pre-reads are especially important in this meeting. Make sure you send them with the meeting’s agenda.
  • Have a strong voting system. A big part of the change control meeting is dedicated to voting on decisions for the change control requests. Make sure you have a smooth voting system that allows people to see who is voting on what and what their reasons are as well as a complete description of the vote subject and access to relevant documents.

  • Send a detailed MOM document right after the meeting. While everything is still fresh in the participants' minds, send your meeting minutes as soon as possible so they can approve or amend them, and you get everyone to be on the same page.

 💡Pro tip: Take advantage of the "automatically generated meeting minutes" feature in adam.ai. You'll have a MOM document ready to send after the meeting. It includes the attendees, the agenda, your public notes, votes and decisions, action items, risks, and issues.

 

Meeting agenda templates are your shortcut to productive project management meetings

Use this change control meeting agenda template and customize it to your needs.

It's free.

It's editable..

It's inclusive...

 

 

 

 

Project review meeting (end project meeting)

A project review meeting, also called a project retrospective or project evaluation meeting, is a session that reflects on lessons learned during all the phases of the project you’ve just closed. 

The main purpose is to identify which strategies are successful enough to integrate into your next project and improve project management practices across the organization. 

Unfortunately, organizations resistant to change may designate a limited time for such a meeting or skip it altogether. In such cases, you may focus on applying improvements to your next project.

Project retrospectives are also run when the project is on hold or canceled. In this scenario, you may reflect on the lessons learned during the planning, execution, and cancelation of the project.

To have a successful project review meeting, you must be mindful of who to invite. Focus on people who had strong ties with implementation throughout the project. 

Meeting participants include you as a project manager, the project core team, including team leaders and team members, the subject matter experts, and the technical personnel. 

 

Project review meeting tips (aka, retrospective)

  • Prepare your documents. Before the meeting, prepare a comprehensive list of the lessons learned during the different phases of the project. Send it out as a pre-read to get the conversation flowing during the meeting.

 

  • Categorize the lessons. List the lessons learned in the form of categories to better direct your conversation and encourage productive discussions. You can categorize the scenarios into those that impacted people, processes, budget/cost, and technology.

 

  • Ask for participants’ input. Invite your meeting participants to share their ideas and thoughts before the meeting. 

 

  • Focus on the meeting objective. The overarching goal is identifying which mitigation tactics were successful, which were not, and why, and how to apply lessons learned to upcoming projects.

 

  • Know what you need to accomplish at the end of the meeting. At the end of a retrospective meeting, you should have a finalized list of lessons learned and another for the best mitigation strategies to implement in upcoming projects.

 

  • Create detailed action items. Actionable meetings have action items with designated owners and due dates, which can be easily tracked.



💡Pro tip: Your action items need to be as detailed as possible and you need to have a bird's-eye view, especially if you're running more than one project at a time. Use adam.ai, an all-in-one meeting management platform, to have a central database for all action items across all projects. You can create action items with priority levels, owners and watchers, and relevant files and discussions.

 

Project review meeting agenda

A typical project review meeting agenda includes:

  • What worked well? (Focus on achievements.)
  • What needs to be improved? (Identify areas for improvement and process gaps.)
  • What roadblocks derailed progress? What went well? (Identify challenges or issues that should be resolved promptly in future projects.)
  • What successful strategies should we repeat and how? What should be changed in upcoming projects? (Finalize the lessons learned list and have a list of the best mitigation strategies.)
  • Our action plan and next steps

 

Project review meeting best practices

  • Have your KPIs list ready so you can measure what went well. Your KPIs should cover budget, timeliness, how satisfied the project team was while working on the project, and managing the client's expectations. 

 

  • Stick to the meeting’s goal. An effective retrospective is one that comes up with a plan to improve processes and tools. These meetings are not for team members to air out dirty laundry and attack other team members' behaviors. Nor are they for blaming or finding fault.

 

  • Divide the meeting into four parts. Set the stage (introductions and confirming the agenda, gather the data (what happened), analyze the data (find patterns and root causes and generate suggestions for improvements), and set the action plan (turning improvements into actions).

 

 

Agile scrum meetings

Scrum meetings, also called scrum events, are a set of meetings that are held for the purpose of planning, executing, and reflecting on work. The term "agile scrum" refers to a specific type of meeting that is used in agile project management.

 

Types of scrum meetings are as follows:

 

Daily stand-up

The most popular agile scrum meeting is the daily stand-up meeting. This meeting has one goal: to provide everyone with an update about what they did yesterday, what they plan to do today, and any potential obstacles they may face. These meetings usually last no more than 15 minutes and can be conducted in person or remotely.

 

Sprint review

The sprint review is another type of agile scrum meeting that is often used in conjunction with the daily stand-up meetings. This meeting takes place at the end of each sprint (a set period of time). It serves as a time for stakeholders to review the progress made over the course of the sprint and decide whether it was worth continuing this path or if there needs to be a change.

 

Sprint planning

A sprint planning meeting is one of the most important agile project management meetings. In this event, a scrum team meets to plan the next sprint. So, what is a sprint?

According to the scrum guide, sprints are the heartbeat of scrum. They're where ideas are turned into values. They are fixed-length events of one month or less to create consistency. A new sprint starts immediately after the conclusion of the previous sprint. In other words, it's the time during which a certain product goal is achieved.

The most important outcome of the sprint planning meeting is that the meeting attendees (scrum team) can describe the sprint goal and know how they will work towards that goal. 

Participants include the scrum team, including the product owner, scrum master, and developers.

 

Sprint retrospective

A sprint retrospective meeting is held at the end of sprints or iterations, which are short time periods determined for the team to achieve small goals in the project.

These sprints make it easier for team members to manage their time and work on attainable objectives as building blocks of the final project.

Here's how you can create the most efficient structure for a retrospective meeting:

  • Determine the main theme of the retrospective.
  • Mention the project's highlights and memorable sprints during the project.
  • Analyze these highlights to come up with work patterns.
  • Create an action plan to optimize the work process and eliminate time-consuming, faulty patterns.
  • Wrap up the meeting.


Three valuable meeting agenda templates in one click

 

Our agenda templates not only give structure to your meetings but also serve as mini-guides for best practices throughout the meetings. Fill in the below to access free agenda templates for daily stand-ups, sprint planning, and sprint retrospective.

 

 




How exceptional project managers lead project management meetings 

 

  • They understand that they’re both project leads and meeting facilitators.
  • They know when meetings are required and when they should be canceled.
  • They get the right people in the right room to talk about the right things.
  • They educate themselves on the technical aspect of the projects to facilitate discussions among the experts on their team. 
  • Before the meeting, they ask the attendees three to five questions about the expected meeting outcomes. They collect the answers for idea generation throughout the meeting.
  • They send important pre-reads to encourage the participants to prepare for the meeting.
  • They know that details matter and capture meeting notes properly.
  • They make sure everyone is on the same page and has an opportunity to share their thoughts and ideas.
  • They make sure everyone knows the purpose of the meeting and what they are expected to do.
  • They facilitate discussions and make sure everyone has a chance to speak.
  • They keep track of time and make sure the meeting doesn't run too long.
  • They ensure that everyone follows up on any action items that are generated during the meeting.



Eight unforgivable project management meetings mistakes

  1. The meeting is directionless because you didn't prepare a meeting agenda.
  2. Participants come unprepared for the meeting. They don't have access to information including a meeting agenda, the scope of the meeting, the required goals, and relevant materials.
  3. Important ideas and decisions are lost or misremembered because there is no one tasked with taking notes or each meeting participant is taking notes according to their understanding.
  4. You vote on important decisions in a complicated and unorganized manner.
  5. You use many tools to run the meeting and present the required materials.
  6. Meeting content is scattered between different channels.
  7. You don't send out detailed meeting minutes to the meeting participants after the meeting.
  8. You fail to follow up on the meeting results, leading to inactivity and lack of progress. You didn't assign actions to relevant people and decided on a deadline.

 

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Check out how adam.ai can help you manage meetings and skyrocket your meetings' productivity.

 

 

 

Eight tips for productive project meetings

  1. Have an agenda in place before the meeting starts.
  2. Take effective meeting notes.
  3. Send pre-reads before the meeting and be prepared with your presentation materials.
  4. Ask questions that will help others understand what you are trying to accomplish.
  5. Don't be afraid to ask for feedback from those who were not involved in the project.
  6. Remember to thank people when they contribute their time and expertise.
  7. Always end the meeting on time.
  8. Send the meeting minutes as soon as possible.

 

Five things to avoid in project management meetings

First, don't let the meetings get off track by letting people wander off-topic. Stay focused on the agenda and make sure that everyone is on the same page.

Second, don't allow a few people to dominate the conversation. Let everyone have a chance to share their thoughts and ideas, and make sure that everyone is heard.

Third, don't let the meetings drag on for too long. Keep it short and concise.

Fourth, don't allow disagreements to turn into arguments. Keep things civil and stay focused on finding a solution to the problem at hand.

Fifth, don't forget to recap the meeting and send the meeting minutes as soon as possible.

 

 

Tips to make your hybrid or virtual project management meetings more effective

For several reasons, project meetings can be virtual or hybrid, and you need to be prepared for any of the two scenarios. Here are some excellent tips that work for virtual and hybrid meetings.

Everyone sees; everyone hears

Your setup should guarantee that all participants hear and see each other clearly. The quality of your video and audio should serve this purpose. Never use poor-quality video or audio; or else, you'll jeopardize your meeting.

 

Attendees should say their names before speaking

Whether it is an in-person or a remote meeting participant, everyone should say their name before making their contribution. Some people might be familiar with other attendees' voices if they deal with them on a regular basis, but that is not the case for everyone.

 

When someone speaks, ask them to be closer to the microphone

Unless you have a naturally resonant voice, most people require some form of sound amplification to guarantee that everyone can properly hear them.

Make sure that, before your meeting, you ask in-person attendees to move closer to the microphone when speaking. This is to avoid having participants ask each other to repeat their talking points or having to move closer to the microphone during a heated discussion or having someone else who is closer to the microphone repeat the talking points.

This can waste everyone's time and will eventually cause your remote meeting participants to lose interest and resume whatever they were doing before the meeting.

 

💡Pro tip: Use adam.ai, an all-in-one meeting management platform, to generate automatic audio transcription, so meeting participants can easily follow what's being said.

 

Virtual attendees are a priority

Being on the other end of the call is a disadvantage compared with being present in the hybrid meeting room. To balance this, in every activity, you should first start with your virtual attendees. Instating a feeling of inclusion for virtual attendees should be a priority in hybrid meetings if you don't want them to lose interest.

Always include them in the conversation and ask about their opinions. You don't want your in-person attendees to forget that they have other people attending this meeting. If you forget about your virtual attendees, you'll risk that they'll be occupied with things other than actively participating in the meeting.

 

Everyone should have access to all documents that will be used during the meeting

You need to remember that, if you are commenting on handouts or any other slide shows in the room, remote meeting participants need to see everything to follow the discussion. Everyone needs to be on the same page if you want to run a successful and engaging hybrid meeting.

 

💡Pro tip: Use adam.ai, an all-in-one meeting management platform, to upload all the files you'll need during your meeting. Before the meeting, participants can access the meeting room and download the files. 

 

Side discussions should not be allowed

Side discussions can be very confusing to virtual attendees. Remember they can't easily interpret the side conversations. They can't know whether they missed a critical point, if they were the only ones who didn’t hear, or if this was a private conversation among a few people in the hybrid meeting room, not intended for them.

Help virtual attendees understand what's going on. If you must have side discussions, then explain what has just happened so they don't feel left out. What's even better is eliminating side discussions as a rule that everyone should follow.

 

Wrapping up

Mastering project management meetings empowers you to become the best version of yourself as a project manager. And mastering meetings isn't an easy task. It's a mess, especially if you're managing more than one project at a time.

But here is your cheat code. Besides understanding the objective of each meeting, use a meeting management platform that enables you to run meetings in the most organized fashion and is integrated with all your favorite project management tools, like Jira and Asana.

 

Forget about unproductive project management meetings

 

Let us show you how adam.ai helps thousands of project managers transform their meetings into anchors that promote full control and successful delivery of projects.

 

Book a Demo

 

Sources:

https://www.pmi.org/learning/library/secrets-running-project-status-meetings-7009

https://www.quora.com/How-important-is-a-retrospective-at-the-end-of-every-sprint-And-how-do-you-conduct-these-retrospective-meetings-i-e-any-useful-tools-and-techniques-you-use-to-conduct-retrospectives

The Project Meeting Facilitator Facilitation Skills to Make the Most of Project Meetings (Tammy Adams, Janet A. Means, Michael Spivey)

 

adam.ai meeting management platform

 

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