How to Conduct an Effective Project Meeting

Look at almost any project post mortem data and you will find “Bad Project Meetings” toward the top of the list. Most team members are just watching the clock and waiting to get back to the “real work.”

Let’s assume that you know enough to hold meetings on your project only when there is important business to discuss or group decisions to be made. Even then, your project meeting effectiveness is not guaranteed.

In order to ensure that meeting participants emerge feeling well informed, that their time was well spent and with a clear idea of what they are to do next, follow these simple tips for effective project meetings: 

1. Begin with a statement of the meeting’s purpose. This will focus the ensuing discussion and keep people on track from the onset.
2. Solicit everyone’s thoughts. Though some participants may not jump in on their own, their opinions and ideas are valuable. Call on them to share their perspectives.
3. Summarize. Recap what was discussed, what was decided and what is next. The agreed-upon action steps—who is responsible and when they are to be completed—should be reiterated and documented for the entire team.

Keep your project meetings brief, to the point, and all-inclusive…with clear documentation of accountability for next steps. This is what constitutes a successful project team meeting.