Communication is the cornerstone of success for modern businesses. You need clearly defined PM communication strategies to grow as a team. That’s what makes project management meetings so crucial to get right. \nBusiness projects are a constant interchange of information and updates. There are multiple tasks that need to be accomplished, many of which might be interlinked. \nRecognizing this interdependence and understanding how to manage the process is key. \nWith so many moving parts and people, there’s really only one way to keep a project running smoothly from start to finish: project management meetings. \nThis article breaks down the different types of project management meetings and how to conquer them with some practical tips.\nWhy meetings fail\nIt takes skill to conduct meetings that achieve the desired results. All too often, these meetings become unbearably ineffective and unpleasant for attendees. Without a plan in place for every meeting, project goals are lost, conversations can take a turn toward tangents, and everyone leaves feeling, well, a little unaccomplished with no clear path forward.\n\nIn a survey of 182 managers across a range of industries, 65% said that meetings hinder their work, 71% stated that meetings are unproductive and inefficient, and 62% said they fail to bring the team closer.\n\nIf you lead teams, project management meetings could be one of the most powerful weapons in your arsenal. \nBut, you need to know how to manage them.\nThe first step is to understand that there are various types of meetings and choosing the right one could be the key to achieving your goals on time.\n\n5 types of project management meetings\n1. Project management kickoff meetings\nA project kickoff meeting is the first step toward the alignment of project goals. \nThe purpose of this meeting is to introduce the team, understand the project background, and lay out what needs to be done from start to finish. \nThe kickoff meeting helps to establish project goals and understand how team members will work together to achieve them. \nThese meetings usually take place after contracts have been signed and there is a general consensus on costs, timelines, and statements of work (SoW) with the client or decision-maker. \nEvery project is unique, but there are some basics you need to cover in order to start on a good note and get everyone on the same page. \nI recommend following an agenda like this one to get everyone familiar with each other and the challenge ahead.\nProject kickoff meeting agenda template:\n\nIntroductions: Explain why everyone is there and introduce any new team members. (15 mins)\nReview client background, if applicable: If this new project is for a client instead of for an internal project, this is the time to introduce the client, their industry, and their goals. (5 mins)\nScope of the project: What are we doing and why are we doing it? (25 mins)\nApproach: How will we get this done? (15 mins)\nRoles: Who will do what? How will we work together?(10 mins)\nNext steps: What should be done next and by when? (5 mins) \nQ&A: Answer any questions that are standing in the way of team members getting started on their respective parts. (10 mins)\n\nRemember:\nAs a project manager, you should already have a plan for the project kickoff meeting.\nYou are discussing it with the team only to get their nod on it and provide a context or sense of urgency for what’s coming next. It’s essential that you are confident, motivating, and encouraging.\n\nIt’s also helpful to document the meeting, or have meeting notes prepared ahead of time, so you can send them to everyone involved for reference and guidance as the project moves ahead.\n2. Project status meetings\nProject status meetings keep the pace of the project. \nRegular status meetings not only keep people informed, but they also hold each role accountable for completing their part.\nTry to keep to a fixed agenda and timeline with this meeting, and systematically follow it to keep the team engaged and participating throughout. \nTangents make these meetings inefficient and unsuccessful.\nProject status meeting agenda template:\n\nReview project schedule status: Take time to acknowledge accomplishments and discuss what’s pending. Make sure the team understands the impact of delays and opportunities. (15 mins)\nProject scope status: Provide visibility into activities and events in the upcoming days and weeks. Give a quick run-through on pending action items. Discuss upcoming project milestones. (5 mins)\nReview the budget: Discuss how much has been spent compared with the original plan. (5 mins)\nRisk assessment: Invite team members to express concerns and raise issues, and get their input if they are finding certain things difficult to accomplish. (5-10 mins)\nFollow-up discussions: Identify points where a follow-up discussion is needed. Schedule separate meetings for those or delegate responsibility to someone to take the issue forward. (After the meeting)\n\nRemember:\n\nMonday mornings are full of productive energy, and Friday afternoons are full of weekend daydreaming, which makes these times not ideal for conducting these (or any) meetings. \nTuesdays around 2:30 pm is the most ideal time to meet with your team, as it’s still early in the week and falls at a time of day where people are still focused and productive. I can’t prove it, but there may be a special place in hell for project managers who schedule Friday afternoon meetings.\n\n\nSource\n\nMake sure everyone is engaged. If someone is not participating, encourage them to speak by asking questions. Over 39% of people doze off during meetings, while 91% admit to daydreaming. Engagement could keep these hurdles at bay.\n\n3. Agile Scrum meetings\nAn Agile framework, called Scrum, has become a popular method for managing projects. \nThis framework helps teams deliver value at short intervals. \nFixed time iterations, called sprints, last 1-4 weeks. The purpose of Scrum meetings is to set yourself and your team up for the work ahead.\n\nScrum has roles, responsibilities, and meetings that are never changed. \n\nProduct Owner\nThe PO is responsible for prioritizing and streamlining the Team Backlog (the list of tasks or projects yet to be started) and the execution of program priorities while maintaining the conceptual and technical integrity of the Features or components for the team.\nScrum Master\nThe Scrum Master runs Agile meetings. They ensure the agenda is being followed, and priorities and information are being exchanged between participants to maximize time, flow, and engagement. Outside of meetings, the Scrum Master clears roadblocks and keeps the team focused by responding to anything that comes up.\nScrum team\nThe Scrum team is, well, everyone on the team. It’s everyone working toward the successful completion of any given product, and it’s pretty much everyone in these meetings.\n\nThere are four obligatory components, also known as Agile Scrum ceremonies. \nBefore getting on to them, let’s understand the template for this Agile project management meeting.\nStand-up meeting agenda template: Spend 1-2 minutes per person\n\nBlockers: Is anything preventing contributors from getting work done? This includes technical limitations, personal setbacks, and departmental and team interdependencies. \nWhat did you do yesterday: Quick rundown on what tasks were accomplished the previous day, and what didn’t get done, and why? \nWhat are your goals for today: How will each team member be made accountable for the next day’s Scrum meeting? \nHow close is the team to hitting the sprint goals: What are contributors feeling about the pace of the sprint?\n\nRemember:\n\nTry to hold them at the same time every day, and don’t be late!\nKeep the technology for the meeting consistent. There are plenty of Slack apps, bots, and tools like Flow, SoapBox, and Pocket that can help.\n\n\nMake your meetings count\nStart managing your projects with Hubstaff Tasks and get more done.\n\n\nNow, it’s important to understand the components of Scrum meetings, since each of them holds incredible value for teams.\n\nSprint planning: Sprint planning meetings give the Scrum Master a sense of who’s doing what. These meetings help provide perspective on the existing timeline and clarification on what is pending.\nDaily Scrum or stand-up: The product owner and stakeholders participate in this meeting to answer questions raised by the team. Everyone is kept on the same page. For an Agile daily Scrum, we recommend following the agenda suggested above. \nSprint\/iteration review: How much work has the team accomplished in the last sprint? This session takes 1-2 hours, where stakeholders can give necessary feedback on the sprint demo. After the team gives a demo of work progress, it receives feedback from stakeholders.\nSprint retrospective meeting: These are meetings to determine what went well and what didn’t throughout the sprint, so that the next sprint can be improved.\n\n\n4. Stakeholder meetings\nThese meetings are usually for the most influential stakeholders, such as shareholders, partners, or senior leadership. \nA well-organized meeting is key to making a positive impression. Winning their attention and support are important factors in your project’s success and any future funding.\nHere are some tips to conduct effective stakeholder meetings: \n\nIdentify the appropriate stakeholders: High-touch communication can be reserved for top management while others can be informed through emails. \nStick to the agenda: Determine what issues you will be talking about and how you will present them. Create an agenda covering each portion of the meeting. Be clear about the list of questions you might want to ask and discussion topics that will facilitate feedback from the stakeholders. \nPresent project updates: Anticipate questions. Have all relevant metrics and documents handy to show the progress of the project. Determine what information you want them to have before the meeting begins.\nSeek feedback: Fully engage with the stakeholders and listen to their inputs or concerns. \n\nRemember:\n\nFollow the agenda and stay within the schedule. These meetings tend to digress from vital points.\nSend a copy of the minutes to participants for follow-up. Encourage them to contact you and resolve any queries.\nUse efficient technology to increase engagement. Today’s presentations are way beyond PowerPoint. Use Learning Management System (LMS) tools that can allow them to graph information in real time or see visual content as they go. \n\nLeading a remote team? Check out our helpful article on how to be as effective as possible.\n\n\n\n5. Project review meetings\nAt the end of each project, you can engage with your team members by reviewing how the work unfolded. This gives insights into the strengths and weaknesses of the team, and helps you plan better in the future.\nProject review meeting agenda:\n\nReiterate the objective: Reiterate the goals you and your team were working on, the duration of the project, and other details. (2 mins) \nRound table project update: Focus on each team member. What they found difficult, and what was the high point of the project. (15 mins)\nFocus on roadblocks and risks: This is to find out where the company stands on future projects. Focus on how to solve existing problems. (15 mins)\nMajor milestones: Celebrate accomplishments with the team. Applaud people who did exceptional work. (5 mins)\nBudget: Let the team know how much of the budget was utilized or whether any additional procurement was required. It’s important for the team to understand the importance of meeting targets within a designated budget. (5 mins)\n\nRemember:\n\nDon’t be afraid to reward your team. Whether it’s coffee and donuts or a team lunch, it’s essential to recognize good work.\n\nSet up every project for success with the right project management meeting\nWhether you enjoy them or they’re the bane of your workweek, meetings aren’t going anywhere anytime soon.\nKnowing this, meetings need to be optimized since time is precious and everyone is bound to tight schedules. \nBy choosing the right type of meeting to hold and sticking to an agenda, your team will feel more productive instead of feeling like they’re wasting their time. Ensuring meetings aren’t something your team dreads is another milestone in the career of a project manager.\nStreamlined Agile project management tools can help you achieve such a feat easily. Keep projects moving with automated workflows, Stand-ups, Sprints, and tracking tools to help save time and promote engagement throughout every phase of a project.\nDid you find this article useful? 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