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What should you do when key stakeholders don't attend your meeting

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Mengshi Xu PM II| Infosys Technologies(China), Co.Ltd Shenzhen,Guangdong, China, Mainland
Within an organization,the charter has set the rule that project work group leader should attend all the review meeting and approve the reviewed documents.
However most of the time,the work group leader don't have time to attend the meeting,thus the progress is delayed.
What should you do when key stakeholders don't have time to attend your meeting,and the key stakeholders play a decisive role in the project?
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Mengshi Xu PM II| Infosys Technologies(China), Co.Ltd Shenzhen,Guangdong, China, Mainland
Oct 18, 2016 6:40 AM
Replying to Madhieu Achuil M. Maluak
...
When the key stakeholders didn't attend the meeting due to the time, you should address the following:
1. Meeting time schedule;
You have to inform the key stakeholders at lest a week prior to the meeting, in order for them to plan a head for the scheduled meeting and set their priorities.
2. The importance of the stakeholders to attend the planed meeting (Prioritization);
Meeting agenda should be made clear and the importance of the meeting attendees since it's related with decision making and project constraints.
3. Root cause of unavailability of key stakeholders, if it's frequently.
Time isn't an excuse since the meetings is one of the tools and techniques to address and resolve the issues (Review, Change request, Constraints, etc.) during project lifecycle.
I believe if you communicate effectively the importance of the meeting to all project team, definitely they will priorities there activities and adjust their time. Other wise you have to amend the organization reviewing procedure to enhance with your project requirements.
Best Regards,
Thank you so much for detailed strategy, good points.
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Maria Kaufmann Project Manager| Carnival Corporation Doral, Fl, United States
Do you have a Steering Committee for your project? If you don't, you may want to consider creating one composed of the Project Sponsor(s), Business Owner, Technical Owner, etc. to review project progress, issues, risks, financials, etc. Bring the issue of stakeholders not attending meetings to the Steering Committee to request their assistance in removing these roadblocks.
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Elizabeth Harrin Director| RebelsGuideToPM.com London, England, United Kingdom
I don't have much to add to the discussion apart from to share that this happens to me too, and I'm looking forward to reading all these ideas! Unfortunately, the whole 'inform them in advance and escalate to their manager if they don't attend' doesn't work with my stakeholders as the people who don't turn up are generally senior managers in the organisation. It can be frustrating but all I end up doing is living with it, and catching up with them outside of the meeting.
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