As a project manager responsible for meetings during a Netsuite implementation, I know firsthand how crucial effective meetings are to the project’s success. But not all meetings are created equal. Some can be productive and lead to positive outcomes, while others can feel like a waste of time.
That’s why I take a proactive approach to project meetings. Here are some of the fundamental principles that I follow:
1. Being Prepared: Before scheduling a meeting, I ensure everyone has the necessary information to contribute to the discussion. This includes providing relevant materials and setting clear expectations for what will be covered.
2. Set Rules and Agenda Up Front: I always establish clear rules and guidelines for discussion, including setting a clear agenda.
3. Distribute Agenda Up Front: I ensure all attendees have access to the agenda ahead of time. This allows them to prepare and contribute more effectively during the meeting.
4. Keep it Focused: During meetings, I ensure we stay on topic and avoid distractions. It is essential to use everyone’s time effectively. For example, if the meeting is intended to discuss the chart of account imports, there is no reason for customer service personnel to attend.
5. I stick to the allotted meeting timeframe to respect everyone’s time, avoid losing focus, and avoid adding hidden costs to the project.
After the meeting has concluded, I evaluate its effectiveness. Here are some things that I take into consideration:
1. Everyone had an opportunity to contribute – not just the executives. As a project manager, I know that everyone’s input is valuable. That’s why I make sure that everyone has a chance to share their thoughts and ideas during the meeting.
2. The environment was safe for all to speak up: I created a safe and inclusive environment where attendees could share their thoughts without fear of judgment or ridicule. This helped ensure that everyone felt comfortable contributing to the discussion.
3. Next Steps and Action Items are Clearly Communicated: I make sure to communicate what’s expected of everone after the meeting. This includes outlining any action items that need to be followed up on.
4. Reviewed Action Items from Last Meeting to ensure Progress was Made: If we’ve had previous meetings on the topic, I make sure to review any action items from those meetings and ensure that progress has been made.
Effective meetings are crucial to the success of any project. As a project manager, it’s my responsibility to ensure that meetings are productive, inclusive, and lead to positive outcomes. By following these key principles, I can ensure that our meetings are effective and help us achieve our project goals.