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Topics: Career Development, Communications Management, Leadership
Are your meetings effective?
Network:7398



I am building a presentation to share at my local PMI chapter in a few months. The presentations is on Effective Meetings. The topics I've addressed so far in the presentation include: Sending out an agenda in advance, appropriate amount and style of communication, take some subjects offline, take/distribute timely and clear minutes with action items, your PM leadership style/encoding/decoding, your influence and how to build your reputation, are the right people at your meetings? Stop/let/make/help - how are the people sitting in the chairs contributing? Protecting time, combining meetings when possible, let team out of the meeting early to return to work when appropriate, meeting type alternatives (phone, Skype, in person, etc), inspiring your team and team building ideas. The advantages of taking minutes during the meeting for efficiency, how to deal with negativity, ensuring our projects create efficiencies vs. adding complexity. Have I forgotten anything? Is there anything you would like me to consider on this topic?
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Network:9718



Hi Lory, It seems a complete agenda to build your presentation, there are a lot of great questions and options to discuss during the presentation.

Allow me to ask you one question. How long are you planning for this presentation?

I've seen that you had participated in the discussion that I've posted yesterday. Anyway, I include here for the people interested in the topics about meetings.


https://www.projectmanagement.com/discussi...etween-meetings

Anupam recommended me following blog entry where the author noted 10 ground rules. Did you check it? Maybe will be useful.

https://www.projectmanagement.com/blog-pos...-Worth-The-Time

Also, I've checked the on-demand webinars and there are great contributions about meetings. You only need to use the search content and filter by webinar.

Hope it helps and good luck
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1 reply by LORI WILSON
Jan 19, 2017 5:21 PM
LORI WILSON
...
Maria, I just had an opportunity to read the article you sent the link on about MEETINGS ARE JUST NOT WORTH THE TIME by Sean Whitaker. I agree with Sean's remarks and that is why I wanted to put together this presentation on making sure our meetings are effective. Thank you so much for sharing his article with me. It really resonated with me! The items he listed should be included in our ground rules as we set up recurring meetings. Great reminders!
Network:7398



Hi Maria - so nice to hear from you. The presentation will be between 1.5 - 2 hours. I know there is a lot packed into the presentation, but I hope to address what will helpful to those joining the meeting. Thank you for sharing some links for me to review and perhaps incorporate into my presentation. I appreciated the feedback from my peers!
Network:1882



For me is simple: I ever plan the meetings and my team too. Plan is related to work a piece of paper where you ask the following questions: What? / Who? / When? / Where? / and sometimes How much it cost?. That´s all you need to be effective. Obviously to ask those questions you have to take your meeting objectives clarelly defined.
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1 reply by Cliff Gardner
Jan 18, 2017 8:37 PM
Cliff Gardner
...
Sergio,

You've touched on a key part of every meeting I plan these days—cost. In my experience, this is one of the most commonly overlooked factors but it matters. If you don't carefully plan and structure your meetings using many of the topics Lori outlines, you can end up leaving a meeting that costs the company (and maybe your project) thousands of dollars with no decisions, action items, or clear understanding of what comes next.

Lori,

I feel as if you have a comprehensive list and hope the presentation goes well. One thing that might be worth covering near the end is the fact that sometimes the most effective meeting is the one that never occurs.
Network:9718



Sergio, good point the cost!

Do you know that Harvard university published an article about the cost of the meetings and a calculator? I found the article very interesting.
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1 reply by Markus Kopko, PMP
Jan 19, 2017 8:24 AM
Markus Kopko, PMP
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Hi Maria,

very interesting! Do you have the link for us or what should i searching for to found it fast?
Thanks in advance.

Regards,

Markus
Network:7398



Hi Sergio - I use those questions to help me write e-mails as well. When I am trying to announce an upcoming go-live or plan a meeting, I often use those very questions to help make sure I didn't accidentally leave something out.
Network:7398



Hi Maria - Thanks for the tip about the Harvard University article - I will check that out. Sure appreciate you letting me know about it.
Network:78



Jan 18, 2017 2:34 PM
Replying to Sergio Luis Conte
...
For me is simple: I ever plan the meetings and my team too. Plan is related to work a piece of paper where you ask the following questions: What? / Who? / When? / Where? / and sometimes How much it cost?. That´s all you need to be effective. Obviously to ask those questions you have to take your meeting objectives clarelly defined.
Sergio,

You've touched on a key part of every meeting I plan these days—cost. In my experience, this is one of the most commonly overlooked factors but it matters. If you don't carefully plan and structure your meetings using many of the topics Lori outlines, you can end up leaving a meeting that costs the company (and maybe your project) thousands of dollars with no decisions, action items, or clear understanding of what comes next.

Lori,

I feel as if you have a comprehensive list and hope the presentation goes well. One thing that might be worth covering near the end is the fact that sometimes the most effective meeting is the one that never occurs.
...
1 reply by LORI WILSON
Jan 19, 2017 4:57 PM
LORI WILSON
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Hi Cliff: I really liked your point about sometimes the most effective meeting is the one that never occurs. You are exactly on point! Thanks for bringing that up. I think I will add that to my presentation.
Network:4568



Hello Lori,

Not much to add, most of the points already covered. Adding to @Maria, here are few more links you can consider -

Project HEADWAY: Managing the Team Status Updates: Making It More Than A Bored Meeting - Featuring Craig Curran-Morton PMP

https://www.projectmanagement.com/videos/2...A-Bored-Meeting

Fixing Bad Meetings: Make Your Meetings Effective and Interesting - Featuring Mark Waldof

https://www.projectmanagement.com/videos/2...and-Interesting

10 Minutes a Week to Great Meetings - Featuring Joel Levitt

https://www.projectmanagement.com/videos/2...-Great-Meetings

Project Team Meeting Evaluation Form

https://www.projectmanagement.com/delivera...Evaluation-Form

Project HEADWAY Project Meeting Agenda By Interthink

https://www.projectmanagement.com/delivera...-Meeting-Agenda

Taking Effective Minutes by Kenneth Darter

https://www.projectmanagement.com/articles...fective-Minutes


Good Luck!! & Please let us know how the presentation went.
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2 replies by LORI WILSON
Jan 19, 2017 4:58 PM
LORI WILSON
...
Thank you for your notes, for replying to this post and for making me feel supported. It is important for all of us to support each other as PM's and that is one of the things I appreciate the most about this website!
Jan 20, 2017 6:20 PM
LORI WILSON
...
Anupam, I have been checking out these links - they are very helpful! Thanks again for sharing!
Network:2278



Yes, please share your presentation experience. I would be interested in seeing the presentation if you were willing to. Many great points shared. From my perspective
- restrict attendees to those required,
- consider those that need to remain informed, though not required in the meeting,
- cater to the audience, keep notes succinct and centralized with a hyperlink - SharePoint (Maria, are you surprised?) :)
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2 replies by LORI WILSON and Markus Kopko, PMP
Jan 19, 2017 8:31 AM
Markus Kopko, PMP
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me too! i do echo Andrew here;

may be you could contribute your presentation afterwards as a deliverable here at pm.com as well?!

or may be you even doing a webinar based on your presentation here at pm.com?! how about that?

back to topic:
You already got a lot of great inputs here and Meetings are a wide area, i guess.
Maybe fortuity but i just got a mail from the great Elizabeth Harrins blog (Girls Guide to PM); - i do love her blog btw - and yes, it is about Meetings and includes some very interesting links which might be interesting for you too; here we go:

http://www.girlsguidetopm.com/2015/04/4-st...ctive-meetings/

http://www.girlsguidetopm.com/2015/01/how-...nt-to-everyone/

http://www.girlsguidetopm.com/2015/08/5-ti...meetings-video/

http://www.girlsguidetopm.com/2015/01/5-th...nference-calls/

http://www.girlsguidetopm.com/meetings-templates

All the best for your presentation.

Regards,

Markus
Jan 19, 2017 5:01 PM
LORI WILSON
...
Hi Andrew: I would be happy to share my presentation experience - it will be on April 18th at the INW PMI Chapter. I would be happy to post the presentation, I just need to figure out how to that. Thank you for the points you listed. I really appreciated them all.
Network:128105



Jan 18, 2017 2:36 PM
Replying to Mayte Mata-Sivera
...
Sergio, good point the cost!

Do you know that Harvard university published an article about the cost of the meetings and a calculator? I found the article very interesting.
Hi Maria,

very interesting! Do you have the link for us or what should i searching for to found it fast?
Thanks in advance.

Regards,

Markus
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