Meetings Flow in a Project management office

Communication is the cornerstone of success for modern businesses.

Project meetings are events that tend to shed light on open questions and be on the same page when making decisions. That’s what makes project management meetings so crucial to get right. The purpose of the project meeting is to arrive at decisions that result in completed projects that meet their requirements and goals, on time and on budget.

A project meeting facilitates collaboration, leadership, and top-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 a hallmark of excellent project managers.

By failing to prepare, you are preparing to fail. There’s nothing worse than showing up to a meeting with people who have not taken the time to prepare for it. Make sure to avoid losing face by planning any type of meeting.

Each Meeting Has An Agenda

• List items to discuss.
• Add additional info and attachments for better collaboration and review before the meeting day.
• Participants should prepare any questions in advance so that they can be addressed properly.
• Define participants who can contribute.
• Action items are meeting outcome (responsible person and deadline if applicable).

Optionally:

• Notify other people that they may be invited if needed so that they can plan their schedule accordingly
• Feel free to involve any teammates if they can contribute
• If you feel your presence is not required, ask an organizer to skip the meeting.

Example

For daily meetings with the Client at 3:30 p.m. UA / 8:30 a.m. EST

• Participate only if you can contribute or have a question to ask
• Stay around to catch up if needed
• These meetings are designed to discuss

-the Support tasks and

-any major changes (Environments, processes)

-urgent questions

• sprint pulse: Any delays or blockers/Ad-hoc requests

-People availability — vacations, sick leave, unexpected time off

DevCom is a trusted technology partner for many of the world’s leading enterprises, SMEs and technology innovators. Through every stage of the product life cycle, DevCom is a brain-trust dedicated to forward-thinking.

In case you don’t know where to start your project, you can get in touch with us.

Our Blog: https://devcom.com/articles/