Are You Overdoing Project Meetings?

 

Quality project meetings occur when communications and collaboration take place. A good project manager knows just the right number of meetings to hold during a project to fulfill information exchange requirements without wasting the project team members' and clients' time.

How Much Is Enough?

Each project must have a regularly scheduled project status meeting. The frequency of these meetings depends on the size and complexity of the project along with the number of project team members. A weekly status meeting usually is sufficient for most projects. You really need to have your client's involvement and direction setting occurring at these meetings for the benefit of the project team members.

Exceptions to the regularly scheduled status meetings should represent unique requirements to meet. For example, completing major milestones, major scope changes, significant priority shifts and introduction of new team members are just a few exceptions that might require a formal project team meeting.

Some examples of "Don'ts" when it comes to calling the team together are as follows:

1. Don't hold a project meeting if you can accomplish the same thing via a teleconference or e-mail to the group. By carefully considering the meeting objectives and agenda for your meeting, a good project manager can quickly decide whether a formal get…

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