Going into a project management meeting with no agenda is a recipe for failure! An agenda sets the tone of a meeting by identifying the meeting’s purpose and outlining its objectives. The objectives may include a status update from team members or focusing on milestones and deadlines that are due. Show
Why do you need a meeting agenda?Without an agenda, people might think the meeting is just a box-ticking exercise. Creating an agenda ensures every important question gets answered and meetings don’t drag on for hours. With an agenda, attendees can coordinate with each other and work more in sync. Coordinated project meetings provide other team members with updates and can resolve issues affecting their work. It also means meetings are only as long as they need to be. Focused meetings are part of fostering a focused project team. They’ll be much more likely to start on time and finish by the deadline when status update meetings follow an agenda. Certain issues will arise during a discussion that weren’t on the agenda. However, with an agenda in place, those issues won’t become the sole focus of the meeting. If further discussion is needed on the problem, the project manager is then able to either schedule a meeting to specifically discuss that issue, or add it to the next agenda for a status update. 12 tips for preparing a team meeting agenda
Typical project management meeting agenda sampleMeeting title – make sure it’s concise but has enough information to tell team members what the meeting is about. Meeting date, location and time – if the meeting is taking place in a particular room, make sure this is included, particularly if it’s not taking place in a regular location. Team members required to attend – add the team members requested to join the meeting. Ensure that only the people who need to attend are invited. Meeting overview – this is a broad description of the meeting’s purpose, plus outcomes expected from the discussions. Minutes from the last meeting – review, adjust if necessary, and approve the previous meeting’s minutes. Agenda 1: news and updates – this will include the team’s status and any new external issues that may affect the project. Agenda 2+: main points – pose the topics as questions for the team to answer and allocate tasks based on their answers. Use this opportunity to review progress on action items, plans and commitments. AOB (Any Other Business) – it’s at this point that any other questions or topics may be raised. Wrap up – confirm the agreements made during the meeting and set a date for the next meeting. Daily Scrum sampleMade for agile teams, this template is a lot simpler than the previous one. It’s updated every day in 15 minute stand-up meetings. 1. What have you done since yesterday? 2. What are you planning on doing today? 3. Any impediments/stumbling blocks While there are variants on these questions, this information is essentially what each team member has to provide, but keep a time limit on the answers! If you’re using a project management tool, and you should be, make sure it’s visible throughout the Daily Scrum. For example, use a Kanban board or have the project management software displayed on a big screen. It’s important that all team members can see progress, milestones and deadlines, and what’s been completed. Following this advice can break the habit of having a ‘meeting for a meeting’s sake’. You can even combine the use of both templates on this page, with regular status update meetings once a month and Scrum stand-up meetings every day. This will help you maximise team communication and keep the project on track. What are the 5 phases of a project?Five stages of project management. initiation.. planning.. execution.. monitoring and control.. closure.. What is the first step in project planning?Project Planning 101: 6 Steps to a Foolproof Project Plan. Step 1: Identify and meet with stakeholders. ... . Step 2: Set and prioritize goals. ... . Step 3: Define deliverables. ... . Step 4: Create the project schedule. ... . Step 5: Identify issues and complete a risk assessment. ... . Step 6: Present the project plan to stakeholders.. What are the 4 phases of project management quizlet?Identify the client's need. Undertake a feasibility study. Identify the scope of work to be done. Identify deliverables.
What are the five stages of project management quizlet?The processes are guided through five stages: initiation, planning, execution, controlling and closing.
|