I need to make this Meeting happen
From the Project Management in Real Life Blog
by Drake Settsu
Sharing my Project Management adventures and some tips.
I like to keep my articles brief and to the point.
Project Management is an Art, Science, and Discipline.
Just keep it simple and have fun!
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Date
You need a meeting scheduled with a short notice. You are dealing with project team members on campus, different locations, and remote team members in different time zones. Sounds like fun.
Make a checklist of who needs to attend this meeting and who is an optional nice to have if they can attended.
Start selecting all the players for the meeting on the calendaring software that your company uses so you can see the date / times that they are available. Indicate required attendee or optional attendee. You will see a lot of meeting conflict dates and times because this is a short notice meeting. Just press on with the best date / time to schedule your meeting.
Select an appropriate meeting subject name to express the urgency of the short notice meeting. Give a brief summary of the reason for the meeting. Create an agenda and attach it to the meeting invite. Provide the conference call number for team members that will not be able to attend the meeting in person.
I call this the take no prisoners approach to scheduling a short notice meeting. If you try to accommodate everyone, it will not happen. The clock is ticking and you need answers and resolutions to issues. Explain to your Sponsors and Stakeholders that you are dead in the water because you can't schedule a meeting. People will juggle their schedules when you make an urgent compelling reason for the meeting.
That's why you are the Project Manager. Your job is to make things happen.
Posted on: June 15, 2018 08:30 AM |
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Comments (13)
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates
New Westminster, British Columbia, Canada
Good Points - Meeting Ground Rules are very important.
Anish Abraham
Privacy Program Manager| University of Washington
Auburn, Wa, United States
Ground rules for meetings are very important, personally I have tried this and it worked well. Thanks for sharing, Drake.
Thanks Eduin, Rami & Anish!
Nice meeting room; we just need a straight jacket. Nice reminders for effective team meetings Drake.
Drew Craig
Sr. Agile & Product Coach| Vanguard
Philadelphia, Pa, United States
That looks like my office...well not my office, but the meeting rooms in our office.
Karen Rowson
Senior Project Management| Elevance Health
Richmond, Va, United States
It happens at least once a project.
Manfred Kress
Senior Project Manager, PMP| Atos Information Technology GmbH
Taunusstein, Germany
Drake,
"Your job is to make things happen." is the essential of this post.
Organizing a meeting as described should not be the daily way of working, but doing as an exception it works.
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"One of the symptoms of approaching nervous breakdown is the belief that one's work is terribly important."
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