If team members think that they are wasting their productive time in project status update meetings ? In this case what should Project Manager do ? Saving Changes...
Dear, first you should share an updated status Agenda prior to your recurrent meeting highlighting those Tasks that are required for progress update; having your prioritized list, buy in those members that are key stakeholders thru an interactive communication; ask for justification for tasks behind schedule, involve their team leaders in all you communications. Then you will make your project status meetings count.
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1 reply by SHADAV MOHAMMAD ANSARI
Nov 20, 2018 12:13 AM
SHADAV MOHAMMAD ANSARI
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Thanks for your points.
Saving Changes...
Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
Potentially look to make the meetings, shorter, more frequent, and concise. Look at ways to allow your team to continue with where their needs are. Further communications can be shared through other channels with those required avoiding dragging the entire team in.
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1 reply by SHADAV MOHAMMAD ANSARI
Nov 20, 2018 12:10 AM
SHADAV MOHAMMAD ANSARI
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Hi,
Well Noted. Very Good point . it should be shorter and concise.
Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
Stop to perform those meetings. I am working in highly distributed virtual environments from log time ago and because we use vitual tools to meet that is one of the concerns people have and most of the time I have to agree with them. It is not the case with programas/projects under my supervision. The worst thing to do, in my personal opinion, is trying to bring to the table to people that you need to work with you and they are thinking is a wasted of time to have the meeting. What I do is put clear the groundrules about the team dynamic in program/project kickoff and put that dynamic inside business caess and project charter too. Saving Changes...
As @Sergio says, if the sole purpose of the meeting is to create a shared understanding of the current state of the project, then it won't be perceived as valuable by team members as the primary audience is other stakeholders. Eliminate their participation and hold such reviews with external stakeholders only using information gathered from the team.
Kiron
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1 reply by SHADAV MOHAMMAD ANSARI
Nov 20, 2018 12:11 AM
SHADAV MOHAMMAD ANSARI
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Hi,
Completely agree . thanks..
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Sarah SwarthoutProject Manager (IT)| ThryvSt Clair Shores, Mi, United States
I am currently leading a handful of projects with lots of shared resources between the projects. I have been working to free up the resources from meetings. I ensure to prep before each meeting. Depending on the agenda items, I may disinvite certain attendees from that occurrence of the standing meeting, if they are not directly involved. When it comes to my weekly status meetings, I make the meetings power point before hand to ensure to run a meeting that finishes early. After the meeting I fill in the updates discussed in the meeting directly in the PPT in a different color. When I distribute, I provide the PPT and a high level summary in the body of the email. This helps attendees who cannot make it-almost like a transcript of the meeting. I have found that if I am organized and provide value in the meetings and keep them brief, my attendance rate is high. Saving Changes...
Anish AbrahamPrivacy Program Manager| University of WashingtonAuburn, Wa, United States
I concur with Sergio on this.
In some cases these status meetings become unbearably inefficient, ineffective, and at times painful. PM should manage time appropriately during status meetings, otherwise team members often become tempted to skip the meeting because they suspect it will be a waste of time and their time will be better spent other ways.
I work very hard to make my meetings crisp and valuable. I became so irritated at unproductive meetings many years ago that I wrote up this based on what I saw in unproductive meetings:
The Productive Meeting Manifesto
- We will not hold meetings for the sake of holding meetings.
- For the meetings that are necessary, we will know what will be discussed and when, so that we can be prepared and present for topics that affect us but not sit through parts that don’t.
- We will provide coverage for our teams when we can’t attend. If a team is not represented, someone will take responsibility to fill in for the missing member on the topic discussed that involves their team. If a key representative of our team cannot attend, we will notify the person scheduling the meeting so that we can reschedule to a time where the meeting can be productive and everyone else can use the time for other productive things.
- We will be prepared to discuss the topic and provide a duration we believe it will take to discuss the topic.
- We will start on time and end on time so we can plan our day and others impacted by our own schedules.
If it merits more discussion than the time allotted, we will not hold everyone else hostage and get together with the people involved to explore deeper.
- We will plan a realistic time to discuss the topic and plan to end each meeting early. There will be overflow sometimes. We WILL NOT hold hostage everyone who was courteous enough to attend for extended discussions.
- We will be courteous in the meeting, try to stay on track, try to remember that not everyone is involved in a deep dive of every topic at hand.
- We will try to respect that the person trying to keep the meeting on track is not disregarding the topic but acknowledging that numerous attendees are not involved in the topic and trying to save the time of everyone attending for their team’s coverage
- Sometimes, being courteous to the meeting attendees involves shutting down a deep dive so as not to interfere with their other obligations.
- We will have fun and remember to respect each other even when we are passionate about something and disagree.
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1 reply by SHADAV MOHAMMAD ANSARI
Nov 20, 2018 12:13 AM
SHADAV MOHAMMAD ANSARI
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Hi Keith,
Thanks for well explained your points.
Saving Changes...
Michael HanafinProject Manager| Life Sciences industryCork, Ireland
If there is value in having team members attend but they resent the distraction from more productive activity, you could ensure they contribute to the meeting by giving the status of their responsibilities. It may be more efficient if one person (PM e.g.) speaks to the status but the round table approach helps buy-in and accountability.
Ensuring the meeting starts on time and does not over-run tells people that you value their time also. Thanking the team (individually if necessary) for attending despite being busy is also a good idea. Again that is if you feel attendance is the best use of their time!
Potentially look to make the meetings, shorter, more frequent, and concise. Look at ways to allow your team to continue with where their needs are. Further communications can be shared through other channels with those required avoiding dragging the entire team in.
Hi,
Well Noted. Very Good point . it should be shorter and concise. Saving Changes...
As @Sergio says, if the sole purpose of the meeting is to create a shared understanding of the current state of the project, then it won't be perceived as valuable by team members as the primary audience is other stakeholders. Eliminate their participation and hold such reviews with external stakeholders only using information gathered from the team.
