PM Meetings Policy Statement

We would like to establish a policy on holding project meetings. Any suggestions?

Project meeting policy background

·      Background

·         Not everyone thinks of establishing a policy statement on holding meetings

·         But considering the frequency and cost of meetings on most projects

·         We think some guidelines, or criteria, are worth it!

·         A modest meeting of 7 people paid $4000/month average

·         Is costing about $3 per minute!

·         That's $3 every time someone sneezes!

·      Policy Objective

·         To use meetings cost-effectively

·         And eliminate those that are not necessary

Policy standards

Some suggested policy statements

·         Meetings shall be held only when project coordination, decision making or problem solving is called for

·         The meeting date and agenda shall be set in advance, and distributed to all attendees

·         In sufficient time to prepare for the meeting

·         A coherent meeting summary shall be recorded and circulated to all those who need to know

·         Within two working days of the meeting

·         The summary shall focus on decisions reached, basis of decision

·         And explicit action assignments

Definition and Approach

·      Definition

·         Project Meeting

·         A gathering of two or more people

·         Assembled to discuss project business

·      Policy Approach

·         Differentiate between two basic types of meeting

·         Progress meeting

·         Problem-solving meeting

Progress meeting

Progress meeting guidelines

·         Includes discussion of progress status, obstacles to progress and steps to alleviate

·         Ideally, all input should be future oriented

·         The great things that happened last week are only relevant if they contribute to next weeks work!

·         Only those who have something to contribute should attend

Problem solving

Problem-solving meeting guidelines

·         Applied when the pooling of ideas will improve results

·         And project coordination is necessary

·         Problem-solving meetings are less structured

·         The problem to be solved must be clearly articulate

·         Well in advance of the meeting

·         And the type of meeting clearly stated

·         Only those with the necessary expertise should attend

·         For the purpose of active participation

·         Consider using the "brain-storming" technique

·         See Issacon #1446

Expectations

·      Expectations of participants

·         Know why they are attending

·         Read back ground material

·         Prepare information necessary for the meeting

·         Contribute to the discussion

·         Take on appropriate project responsibilities

·         For required action

·         Report progress and results of designated actions

·      Good information

·         Is an essential prerequisite

·         To successful project management