Project Meetings

Liaqat Javed
Objectives
• People in a Project (Team)
• System approach
• Components of a system
• People (Team)
• Team Communication
• Project Meetings
Project as a
System
• People
• Procedure/ Process
• Equipment, machinery,
infrastructure
• Common Objective
• System boundaries
Project

• Project team
• Resources
• Phases /modules/ Tasks
• Deliverables
• Timeline
• Boundries
Project Teams – Critical Areas
• Team Leadership
• Power in a fluid situation
• Developing and managing teams and teamwork
• Team Communication
• Managing Conflicts
Team Communication
• Project Information System
• Project Standard Documentation
• Project Reporting
• Project Meetings
• Project Reviews
Project Meetings
• Objectives of Project Meeting
• Types of Project Meetings
• Roles in a meeting
• Procedure of a Meeting
• Technology /IT usage in Meetings
• Meeting challenges and Problems
 • Planning Meetings • Periodic Meeting
Types of
• Kick-off meeting • Project Life Cycle Position
Project Meeting Meeting
• Project Status/ Progress
monitoring Meetings • Various Levels of Hierarchy
• Feedback Meeting Meeting
• Board of Directors
• Change control meetings
• Project Team Leaders
• All-hands meeting • Project Task-members
• Brainstorming meetings • Specialized Objective
• Innovation meetings Meetings
• Contingency Meeting
Roles in a meeting
• Meeting Organizer/Chairperson
• Attendees/Participants
• Note-Taker/Secretary
• Presenter/Presenter(s)
• Subject Matter Experts (SMEs) /Discussion Leaders
• Facilitator (if separate from the Chairperson)
• Timekeeper
• Remote/Technical Support
• Observers/Audience
Meeting Organizer/Chairperson
• Sets the agenda and goals for the meeting.
• Starts and ends the meeting on time.
• Keeps the discussion focused and on track.
• Ensures participation from all relevant parties.
• Facilitates the meeting and manages any conflicts.
Attendees/Participants
• Prepare in advance by reviewing the agenda and relevant materials.
• Actively participate and contribute to the discussion.
• Respect others' opinions and avoid dominating the conversation.
• Stay engaged and attentive during the meeting.
• Follow up on assigned action items after the meeting.
Note-Taker/Secretary
• Record meeting minutes, including key discussion points, decisions,
and action items.
• Ensure accurate documentation of the meeting's proceedings.
• Distribute the minutes to all participants after the meeting.
Presenter/Presenter(s)
• Prepare and organize the content or presentation for the meeting.
• Clearly communicate key points, ideas, or updates to the participants.
• Engage the audience and encourage questions and discussions related
to the presentation.
Subject Matter Experts (SMEs)
• Provide expertise and insights on specific topics or areas.
• Clarify and answer questions related to their expertise.
• Contribute valuable input and recommendations to the discussion.
Facilitator (if separate from the
Chairperson)
• Guides the flow of the discussion and ensures inclusivity.
• Encourages participation from quieter or less vocal attendees.
• Manages time and helps the group adhere to the agenda.
Timekeeper
• Monitors and manages the time allocated for each agenda item.
• Provides time warnings to the Chairperson or Facilitator to stay on
schedule.
Remote/Technical Support
• Ensures smooth technical functioning for virtual meetings (e.g., video
conferencing, screen sharing).
• Assists attendees with any technical difficulties they may encounter
during the meeting.
Observers/Audience
• Listen and observe the discussion without active participation unless
invited to provide input.
• Respect the meeting's rules and guidelines for participation.
The procedure of convening a meeting
1. Define the Purpose and Objectives
2. Identify Participants
3. Set a Date, Time, and Location
4. Create an Agenda
5. Distribute Pre-Meeting Materials
6. Send Invitations and Reminders
7. Prepare Meeting Resources
8. Assign Roles and Responsibilities
9. Conduct the Meeting
10. Document Meeting Minutes
11. Follow Up
12. Solicit Feedback
Define the Purpose and Objectives
• Clearly understand the reason for the meeting and what you hope to
achieve.
• Define specific goals, outcomes, or decisions that need to be made
during the meeting.
Identify Participants
• Determine who needs to attend the meeting based on the purpose and
objectives.
• Invite key stakeholders, decision-makers, and relevant team members.
Set a Date, Time, and Location
• Choose a date and time that works for the majority of participants.
• Ensure the location is appropriate and conducive to the meeting's
purpose, considering both in-person and virtual options.
Create an Agenda
• Develop a detailed agenda outlining the topics to be discussed and the
order of discussion.
• Allocate specific time slots for each agenda item to ensure the meeting
stays on track.
Distribute Pre-Meeting Materials
• Share the agenda, any relevant documents, and background
information with participants in advance.
• Request that participants review the materials before the meeting to
facilitate informed discussions.
Send Invitations and Reminders
• Send formal meeting invitations, including the agenda and any pre-
meeting materials, to all participants.
• Send reminders closer to the meeting date to ensure attendance and
preparation.
Prepare Meeting Resources
• Arrange necessary equipment, materials, and technology for the
meeting (e.g., projectors, whiteboards, video conferencing tools).
• Ensure all technical aspects are set up and tested in advance.
Assign Roles and Responsibilities
• Determine who will fulfill key roles in the meeting (e.g., Chairperson,
Note-Taker, Presenter) and communicate their responsibilities.
• Ensure everyone is clear about their roles to facilitate a smooth
meeting process.
Conduct the Meeting
• Start the meeting on time, welcoming all participants and introducing
the agenda and objectives.
• Facilitate the discussion according to the agenda, allowing input from
all participants and managing time effectively.
Document Meeting Minutes
• Assign a designated person to take accurate meeting minutes,
documenting key discussions, decisions, action items, and
responsibilities.
• Circulate the meeting minutes to participants after the meeting for
review and approval.
Follow Up
• Send a follow-up email summarizing the meeting outcomes, decisions,
action items, and responsibilities.
• Ensure any agreed-upon actions are executed, and deadlines are met.
Solicit Feedback
• Seek feedback from participants on the meeting's effectiveness and
areas for improvement.
• Use this feedback to enhance future meetings and ensure continuous
improvement in the meeting process.
Technology/ IT usage in Meetings
• In-person meetings • Project Management
• Virtual Meetings Collaboration Tools
• Mixed Meetings • Asana
• Conference Calls • Trello
• Video Conferencing • Jira
• Zoom • Mobile Apps
• Microsoft Teams • Audio Visual Aids
• Cisco Webex
• Google Meet
• Skype
Virtual Reality Platforms
• VRChat
• AltspaceVR
Problems in Meetings
• Meeting length/ Time management
• Lack of preparation
• Overloaded agenda
• Too many talking points
• Dominant participants
• Lack of employee participation
• Ignored meeting agenda
• Conflicts and disagreements
• Technical difficulties
• Lack of clarity or purpose
• Off-topic discussions
• Late start and end times
• Poor communication between
meeting attendees
• Lack of accountability
• Various time zones
• Too many meetings
Effective Meetings panacea
• Define clear objectives
• Develop a clear agenda
• Preparation is the key
• Relevant participants
• Time management
• Effective facilitation
• Encourage Participation
• Keep the discussion focused
• Manage conflicts effectively
• Document decisions and actions
• Review action items
• Follow-ups
• Feedback and continuous
improvements
• Adapt and iterate
Project Life Cycle Initiating /Conceiving

Planning

Execution and completion of tasks

• Monitoring and Controling

Closing