Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Let us assume that the regular working hours are 40 Hrs. How many hours of the latter should be spent on internal meetings regardless what thr meeting is for ( It might be for progress, look ahead schedule, quality, management weekly meeting, etc). Saving Changes...
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Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
My answer, Rami, has to be: as little as you can get away with.
I know I'm not giving you a number but then it depends on how many projects you work on or how many managers you have to report to and so on.
My rule of thumb is that the meeting time gets bundled into whatever activity the team member is currently working on.
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1 reply by Rami Kaibni
Dec 15, 2015 11:56 AM
Rami Kaibni
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Thanks Stephane.
Let us assume its One Project only amd you report to the Project Sponsor. I understand meetings can go forever unless you are firm in the agenda and discussion. I would say 10% of the Weekly Hours Would be a reasonable figure to engage all staff in the different meetings ? I just would like to know your point of view from your experience.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Dec 15, 2015 10:58 AM
Replying to Stéphane Parent
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My answer, Rami, has to be: as little as you can get away with.
I know I'm not giving you a number but then it depends on how many projects you work on or how many managers you have to report to and so on.
My rule of thumb is that the meeting time gets bundled into whatever activity the team member is currently working on.
Thanks Stephane.
Let us assume its One Project only amd you report to the Project Sponsor. I understand meetings can go forever unless you are firm in the agenda and discussion. I would say 10% of the Weekly Hours Would be a reasonable figure to engage all staff in the different meetings ? I just would like to know your point of view from your experience. Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
I've been dedicated to projects where I spent upwards of 25% on meetings because the project team was well over 100 members strong. So much of the communication has to happen in meetings.
On the other hand, I've gotten away with 5% on meetings when I was able to introduce agile components into the project. (Sometimes you are stuck with a prescribed methodology.)
For the project manager, I would say 10% (4 hours) is probably a bit light. Don't forget you'll be spending time with various stakeholders like functional managers, CCB and suppliers.
For a project team member, 5% (2 hours) is probably reasonable. It may be slightly higher if they are a team lead.
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1 reply by Rami Kaibni
Dec 15, 2015 12:55 PM
Rami Kaibni
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Thanks for the feedback Stephane - Appreciate it and what I had in mind in terms of figures is more or less in line with what you've said.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Dec 15, 2015 12:35 PM
Replying to Stéphane Parent
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I've been dedicated to projects where I spent upwards of 25% on meetings because the project team was well over 100 members strong. So much of the communication has to happen in meetings.
On the other hand, I've gotten away with 5% on meetings when I was able to introduce agile components into the project. (Sometimes you are stuck with a prescribed methodology.)
For the project manager, I would say 10% (4 hours) is probably a bit light. Don't forget you'll be spending time with various stakeholders like functional managers, CCB and suppliers.
For a project team member, 5% (2 hours) is probably reasonable. It may be slightly higher if they are a team lead.
Thanks for the feedback Stephane - Appreciate it and what I had in mind in terms of figures is more or less in line with what you've said. Saving Changes...
Michael AdamsSolutions Architect| LANLLos Alamos, Nm, United States
I think it is really difficult to quantify how much time is spent in meetings...that also depends on your definition of meeting.
Is a conversation at the water cooler about the project a meeting?
How about a one on one discussion in someone's office?
Going to lunch with a co-worker, where the project may be discussed among other things?
Popping by someone's desk to talk over aspects of the project?
Beyond that, it really depends on the project, as Stephane said. I've often heard it said that a project managers job is 90% communication. So where to meetings fit into your communication plan? Do you need a daily 5 min status meeting with the team?
Do you need weekly meetings with the sponsor and/or steering committee?
What kinds of communication are best for different stakeholders? Some might like one on one meetings, while others want emails with bullet points.
What phase of the project are you in? Execution or planning? If you're in planning, meetings are a huge part of that process. You'll be meeting to gather requirements, meeting to examine potential solutions, meeting to get agreement form team members, stakeholders, etc...
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1 reply by Rami Kaibni
Dec 15, 2015 1:01 PM
Rami Kaibni
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Hi Markus,
Thanks for your feedback. Your answer is concentrated around the time a PM should spend on meetings. My questions specifically tackles the time you should engage your staff on meetings.
I understand 90% of PM's role is communication, and you can't control sometimes the amount of meetings you have to attend so this is another story which is difficult to quantify, I agree.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Dec 15, 2015 12:57 PM
Replying to Michael Adams
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I think it is really difficult to quantify how much time is spent in meetings...that also depends on your definition of meeting.
Is a conversation at the water cooler about the project a meeting?
How about a one on one discussion in someone's office?
Going to lunch with a co-worker, where the project may be discussed among other things?
Popping by someone's desk to talk over aspects of the project?
Beyond that, it really depends on the project, as Stephane said. I've often heard it said that a project managers job is 90% communication. So where to meetings fit into your communication plan? Do you need a daily 5 min status meeting with the team?
Do you need weekly meetings with the sponsor and/or steering committee?
What kinds of communication are best for different stakeholders? Some might like one on one meetings, while others want emails with bullet points.
What phase of the project are you in? Execution or planning? If you're in planning, meetings are a huge part of that process. You'll be meeting to gather requirements, meeting to examine potential solutions, meeting to get agreement form team members, stakeholders, etc...
Hi Markus,
Thanks for your feedback. Your answer is concentrated around the time a PM should spend on meetings. My questions specifically tackles the time you should engage your staff on meetings.
I understand 90% of PM's role is communication, and you can't control sometimes the amount of meetings you have to attend so this is another story which is difficult to quantify, I agree. Saving Changes...
Tiago MateusSenior PM | Author of the book "Project Your Life"| Volkswagen Financial ServicesPortugal
In my opinion, there is no fix time duration for project meetings. It depends of the project type, of the available capacity and of the stakeholders. The project team meetings are very important because it is the easier way for a overall alignment and to take the pulse of the project. Risk management, asking mode and active listening should be applied in each of these meetings. It should vary from 2,5% up to 15%.
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1 reply by Rami Kaibni
Dec 21, 2015 10:25 AM
Rami Kaibni
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Thanks for your input Diago. Yes, a range makes more sense than a fixed figure. No one can set a fixed figure for this.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Dec 21, 2015 5:23 AM
Replying to Tiago Mateus
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In my opinion, there is no fix time duration for project meetings. It depends of the project type, of the available capacity and of the stakeholders. The project team meetings are very important because it is the easier way for a overall alignment and to take the pulse of the project. Risk management, asking mode and active listening should be applied in each of these meetings. It should vary from 2,5% up to 15%.
Thanks for your input Diago. Yes, a range makes more sense than a fixed figure. No one can set a fixed figure for this. Saving Changes...
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