Make Your Project Management Meetings Sucessful



Posted: Thursday, June 04, 2009

by
Project Agency

Everyone was in the room waiting for the project manager to chair the project meeting. Five minutes went by, then ten minutes. Eventually he rushed in, covered in sweat, with papers under his arm.

He settled into his chair, fussed over his papers and then said: "Look, we do not have much time, so I think we had better cut to agenda item 5

"What about items 1-4" asked a team member? "There is some important stuff in them. We need an answer to the budget issue for the new equipment. If we delay beyond the end of this week then the price goes up and this will increase the budget by 7%." Silence

"Look, this is something you need to deal with. I need to sort out the conference venue and speakers."

"Umm, I thought I was sorting out the conference venue", said another team member. Silence, (again)

The project manager looked at the 4 people around him and seemed lost and in a panic. He said, "It looks like we will have to skip this meeting, sorry." He collected his papers and ran out of the door. The others looked around and one person summed it up by simply shrugging his shoulders.

Well, hardly a very productive meeting and while some of this may seem far fetched, it is not according to people who come on our project management training courses, far from the truth.

The problem is that people who attend our project management courses say there are so many meetings that are unsatisfactory. They waste time and money, do not make decisions and are poorly planned - a big error for someone involved in projects!

Project managers need to develop their meeting skills. This includes chairing meetings as well as the skills of being a participant. Preparation is needed and often lots of it.

I recently went to a meeting run by a person who spent three hours in preparation, looking at how to introduce the subject, when to introduce others as well as setting the overall tone. She normally prepares for a meeting and said that this was especially true of this meeting as she expected it to be difficult. By spending time planning she felt that she avoided the possible confrontation.

Now I am not suggesting you need to spend 3 hours preparing for your project meetings but prepare you must as a person who attends a meeting or as the person who chairs the meeting. If you have not, you need to be trained to play your part effectively and you need to obtain some feedback on the effectiveness of your meetings. Interestingly, few project managers have had any formal training in chairing skills but chair several meetings including project management ones.

"A committee is a group that keeps minutes and loses hours." Milton Berle

Ron Rosenhead is an author, trainer, consultant, speaker and coach - all in the area of project management. He has vast consultancy and training experience and you can read his blog at www.ronrosenhead.co.uk

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Top-level comments on this article: (2 total)
» left by Danny Davids
 2 years 238 days ago.
74 fans.
Ron, you've been sneaking into our meetings? Or are you running a hidden Webcam through our network? I see a lot of this going on every day, and not just in official meetings. Communcation is another important key in getting things done. Thanks for sharing this information!
» left by Ron Rosenhead from UK 2 years 238 days ago.

Yes Danny, I was there...

 

Seriously so many people have told me about poor meetings - not necessarily project meetings either! Several years ago I used to run meeting skills courses and the content was based on my experience of the many meetings I attended. We waste so much time with ineffective meetings.

 

Thanks for the comment 

 

 

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