The project is a set of tasks. Unlike most business systems, one of its key features is that it has a specific beginning and end. A project is defined as a sequence of tasks that must be completed to attain a certain outcome. According to the Project Management Institute (PMI), the term Project refers to ” to any temporary endeavor with a definite beginning and end”. Not only is any project a way to create or do something, it is also an opportunity to achieve some of the desired results by implementing a systematic management approach. The project is a great opportunity for organizations and individuals to achieve their business and non-business goals more effectively by implementing change. Projects help us to make necessary changes in a planned way and with less risk of failure. Projects are different from other types of work. Meanwhile, in the broadest sense a project is defined as a specific, finite activity that produces an observable and measurable result under certain preset requirements. It is an attempt to implement the desired change in an environment in a controlled manner. By using projects we can plan and do our activities.
Some examples of a project are:
§ Developing a new product or service
§ Constructing a building or facility
§ Renovating the kitchen
§ Designing a new transportation vehicle
§ Acquiring a new or modified data system
§ Organizing a meeting
§ Implementing a new business process
In organizations, a project is defined as a job that is planned to be implemented in the current business environment.
Project Meeting
Project meeting is an effective way to disseminate information and communicate with the project team and stakeholders. This is done at regular intervals throughout the project life cycle, ensuring that everyone interested in the project is appropriately involved in addressing issues, suggesting ideas and solving problems. The goal of the project meeting is to reach conclusions that lead to completed projects that meet their needs and objectives on time and on budget.
A project meeting facilitates collaboration, leadership, and high quality decision making. A well-organized meeting at each critical stage of the project is the best way to keep projects on track. Successful project meetings are the hallmark of the best project managers.
Understanding project meeting types is key to developing agendas that cover all the topics needed for each meeting without being tracked. In this article, we will discuss project meeting types, agendas, and key tips to consider for meetings throughout the project life cycle.
Project Meeting Types
Project meeting types include:
· Regular team meetings
· Stakeholder meetings
· Change control meetings
· Status review meetings
· Project review meetings
Regular Team Meetings: This project meeting is the most common and regular meeting type in the project life cycle. They are scheduled daily, weekly or monthly in the Communication Management Plan.
Stakeholder Meetings: This is an important type of project meeting because partner support is important for project success. Stakeholder meetings help maintain interest and commitment to the project. These meetings are a great opportunity for the project manager to provide a project update and hear feedback from those involved.
Change control meetings: The purpose of this meeting type is to review change requests, organized by a change control board. The Board approves or rejects the changes in order to transfer information and ensure follow-up. At this project meeting, the project manager should be prepared to present and recommend their professional opinion on the impact of the proposed change and to discuss the steps to communicate and implement the change.
Status Review Meetings: Generally, this project meeting follows a consistent agenda and frequency. This is done to discuss and analyze information about current project progress. The project manager provides performance reports to give the team and participants an idea of the performance level and progress of the task.
Project Review Meetings: This project meeting discusses the lessons learned, what needs to be continued, and what needs to be improved, at the end of the project or project phase. Before team members move on to other tasks, make sure the project is done as soon as the meeting is over before leaving them behind. This project meeting is also a great opportunity to acknowledge and appreciate the excellent work of the team.
Project Meeting Tips
1. Plan well and set objectives.
2. Create an agenda.
3. Include the right attendees.
4. Start and finish on time.
5. Encourage participation.
6. Take good notes.
7. Follow up.
8. Never cancel.
Holding a project meeting allows you to set expectations, communicate details, report progress, or resolve an issue. During a project meeting, team members contribute their opinions, expertise and advice based on their roles and play a critical role in the project’s successful outcome. Successful project leaders create a responsible matrix for accurately tracking and smoothing out project roles in the meeting. The project manager typically schedules meetings with team members, sponsors, stakeholders and other personnel.
Project meetings are a powerful way to communicate with your team, solve problems and develop skills. Meetings can also be used as a tool to boost morale and create a sense of camaraderie in your team, which increases productivity. However, in order for meetings to produce the desired results, they must be effective.
