Meetings, meetings ... and more meetings!
From the Support to Develop Blog
by Luis Branco
This blog addresses management-related topics and has three areas of focus: 1. Technical skills; 2. Competencies in the field of interpersonal relations and communication (including personal organization and delegation, leadership, teamwork, conflict resolution, conducting meetings, and negotiation); and 3. Strategy (including diagnosis, strategic guidelines, and implementation).4.Technology
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Introduction
The PMBOK Guide 6th edition has an appendix dedicated to the techniques and tools that are grouped together for their objectives.
In a total of 132 techniques and tools, 72 of which are grouped into 6 groups according to the intention of what should be done and the different methods to achieve that intention.
The remaining 60 tools and techniques are not grouped
This grouping is performed in a table that crosses the process and area of knowledge with the techniques and tools
Groups of tools and techniques
The groups integrate a set of tools and techniques and have the following designations
- Data collection techniques - 9 tools and techniques
- Data analysis techniques - 27 tools and techniques
- Data representation techniques - 15 tools and techniques
- Decision making techniques - 2 tools and techniques
- Communication skills - 2 tools and techniques
- Interpersonal and team skills - 17 tools and techniques
As mentioned, there are 60 techniques and tools not grouped
One of the techniques and tools not grouped, but used in all processes and areas of knowledge is meetings.
"Chronic reunit": a disease that affects many organizations
There are companies and, therefore, project managers who suffer from “chronic reunit”.
Some symptoms of “chronic reunit”:
- Meetings scheduled at the last minute
- Meetings on everything and nothing
- Meetings without a previously defined and distributed agenda
- Meetings without support information
- Meetings where no decisions are made
- Meetings that last for hours
It is important to combat this "disease" as it affects proficiency in project management and, consequently, the results
Aspects to consider about the meetings
Before scheduling and / or organizing a meeting, check if it is essential to hold it.
If you think it is essential, organize it taking into account the following activities
- Before the meeting
- During the meeting
- After the meeting
Let us analyze each aspect in detail
- Before the meeting
Before organizing the meeting, it is important to:
- Clearly define objectives (SMART) and topics to be addressed
- Collect the necessary information to support the themes
- Identify the people who will attend the meeting
- Organize and prepare the agenda
- Define roles to be played at the meeting (time controller, meeting coordinator and minutes editor)
- Distribute in advance all the information collected
- Diagnose the necessary equipment to support the meeting
- Set the date and place for the meeting
- Convene the meeting
- Confirm the presence of all those invited to the meeting
- Check if the room is available and equipped for the meeting
- During the meeting
Ensure that:
- The topics are addressed according to the agenda and the expected times
- Moderation / facilitation allows all participants to give their opinion
- The minutes are drawn up, approved and signed before the meeting is concluded
- After the meeting
Remember of:
- Archive all information
- Check that all the defined actions are being correctly executed and with commitment
- Fix what needs to be fixed
Today, with technology at our disposal, it is possible to:
- Draw up the minutes of the meeting and ensure its signature before it is completed
- Ensure the participation of all stakeholders (including members of virtual teams)
Conclusion
Proficiency in the exercise of the Project Management profession depends on the approach chosen in relation to some techniques and tools.
What is your opinion about the suggestions covered in this article?
Posted on: February 22, 2020 11:26 AM |
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Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Karolina
Thank you for participating in this reflection and for your opinion
It seems to me an excellent suggestion to separate the agenda from the informalities to be shared
Thanks
Do you think it is feasible to implement the suggested activities in a systematic way?
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Jacob
Thank you for participating in this reflection and for your opinion
An important point he mentioned: "I focus more on the symptom linked to the follow up for the meetings' deliberations. If we compared the decisions made during meetings against those implemented, the difference is considerable"
Do you think it is feasible to implement the suggested activities in a systematic way? (including the implementation of the deliberations of the meetings)
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Joaquim Kiteculo
Thank you for participating in this reflection and for your opinion
Despite the pointed difficulty, do you think it is feasible to implement the suggested activities in a systematic way?
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Tiago
Thank you for participating in this reflection and for your opinion
What can be done to end what you mentioned: "The hardest experience I have in meeting is with hidden agendas, especially in steering committees meetings."
Dear Luis
I do believe that we can implement this methodology in the company culture even considering that it will definitively face a lot of obstacles but resilience will help to get it done for the best of the organisation.
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Joaquim Kiteculo
Thank you for sharing your opinion with us
Alisher Aliev
Planning Manager| Enter Engineering Co Ltd
Tashkent, Tashkent, Uzbekistan
Thank you for the article, very informative.
I had experience several times in EPC project to participate in the meeting which started at 9 am and finished at 12 pm. It was terrible and from that time i hate meetings and try escape them. By the way it was monthly meeting.
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Alisher
Thank you for participating in this reflection and for your opinion
These meetings must be a nightmare :-)
Do you think it is feasible to implement the suggested activities in a systematic way? (including the implementation of the deliberations of the meetings)
Henry Hattenrath
Project Consultant| Tectonic Engineering MSA LLC
New York, Ny, United States
Luis
As you suggested, this article complements your discussions and recommendations.
https://www.projectmanagement.com/blog-post/36026/Good-Practices-for-Project-Progress-Meetings
Henry
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Henry
Thank you for sharing this article of yours
Is complementary to my publication
I strongly recommend reading the article
Dear Luis,
1- I really appreciated the way you structured your publication, starting with the appendix X6 of the
PMBOK Guide Sixth Edition.
Your publication is supported by a focus on three areas: 1. Technical skills; 2. Competencies in the field
of interpersonal relations and communication; and 3. Strategy (including diagnosis, strategic guidelines,
and implementation).
2- I believe in striving to realize the value of the content of these three areas, over time we will improve
the quality of the meetings as described. Naturally, the professional level of each organization will make
a difference ...
Congratulations!
nowadays companies that really want to overcome challenges must adopt the most efficient techniques and this is one of them if you do not update the way to get together in ways that are truly efficient at the end of the regular work year they will be in the running without know what to do to achieve goals and some departments will be overwhelmed because they simply do not adopt efficient practices
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Hermenegildo
Thank you for reading this article and for your comment
We agree on the 3 areas of competence of the Talent Triangle
A new area needs to be added: digital skills
Is it feasible to implement these processes when calling, holding and monitoring meetings?
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Adalberto
Thank you for reading this article and for your comment
Is it feasible to implement these processes when calling, holding and monitoring meetings?
Hi Luis,
Interesting topic!!! I am facing the same challenge in my organization, and I decided to address it to other managers. Every month I share with them the time I spent in meetings versus the time I spent doing other things. The aim is to convince my colleagues to reduce the number of meeting to the strictly necessary. The approach you suggested to organize meetings is excellent. Thanks for sharing.
Best regards
Guilherme Ventura
Luis Branco
CEO| Business Insight, Consultores de Gestão, Ldª
Carcavelos, Lisboa, Portugal
Dear Guilherme
Thank you for reading this article and for your comment
Is it feasible to implement these processes when calling, holding and monitoring meetings?
What is the impact of organizational culture on this change process?
Simao Pedro Bessala
Chief Project Controls Engineer// Trainer Primavera P6/Risk Analysis// Power BI| Ekton, LLC.
Luanda, Luanda, Angola
Can I throw in a challenge?
Meetings are not boring. It may seem counterintuitive, but a 3-hour meeting can be more interesting than the best movies that would last 3 hours.
Check out "Death by meeting" by Patrick Lencioni
I agree with everything in the article.
I faced this film last year, mainly because we received a new chief of staff who is not culturally prepared to work in the country and uses it to demonstrate his power. And it was anecdotal all the time.
Fortunately, Covid-19 helped me!
But meetings are important when you are preparing to manage a project, know business and enjoy your good work!
Bob Macaia
Gestor de Talento| Unitel
Luanda, Luanda, Angola
Bob Macaia
Gestor de Talento| Unitel
Luanda, Luanda, Angola
LB,
Totalmente de acordo!
actualmente estas abordagem já é posta em práticas na organização onde trabalho... só posso dizer que faz toda a diferença, embora existir sempre uma margem de melhoria.
Muito obrigado pela partilha!!!
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