Chairing a meeting
Contents |
Abstract
In project management, an important but often neglected skill, is chairing an effective meeting. Having ineffective meetings is a waste of organizational resources and can also lead to the wrong decisions being made. As a project manager, or the person chairing the meeting, it is important to note that doing a good job starts before the meeting itself. This starts with determining the 5 W's: who (should be a the meeting), what (should be discussed at the meeting), when (should be meeting be), where (is the meeting held) and why (are we having this meeting). During the meeting the focus is on making sure the meeting proceeds as expected. This includes following the agenda, making sure that sufficient discussion is allowed for each item, without also spending too much time either. It is also important that every person at the meeting gets a chance to state their opinion, so no person feels they are left outside the decisions. The work of the project manager is not done when the meeting concludes. After the meeting the project manager has to make sure that the decisions taken in the meeting are actually carried out after the meeting. This also includes following up on tasks given to specific persons in the meeting and ensuring they are done as planned.
Contents of article:
- Short explanation of the relevancy
- What to do before the meeting
- What to do during the meeting
- What to do after the meeting
- Mistakes to avoid
Key references:
https://emj-bmj-com.proxy.findit.dtu.dk/content/14/2/119
https://www-tandfonline-com.proxy.findit.dtu.dk/doi/pdf/10.3109/01421598909146275?needAccess=true
https://www.targettraining.eu/the-why-when-where-who-what-and-how-of-the-meeting-agenda/
The Essential Managers Handbook
https://www.lifesize.com/en/video-conferencing-blog/types-of-business-meetings
No More Muddling Through Mastering Complex Projects in Engineering and Management
Portfolio Management: The standard for portfolio management
Program Management: The standard for program management
PMI Standard for Risk Management
Big Idea
When managing a project, portfolio or program, an essential requirement is communicating with relevant people. As a project manager it is important to make sure the projects become a succes through effective and efficient management. In order to make sure that the project is moving forward according to the planned schedule it is necessary for the people executing the project to know when and what they have to do. To do this many project managers use meetings as a tool to inform multiple members of the team at once, while also getting updates from the same members if things are not going to plan.
- Projects get delayed, exceed expenses etc.
- As a project manager you should be able to handle the large scale resources and time scales, which starts with the small things
- Too many meetings can be a waste of time and resources and lead to delays
- Too few meetings can make members of the team unsure of their tasks and leading to stops in the project which ultimately leads to delays
For this specific wiki article the perspective of a project manager is used, however many of the things explained here can also be attributed to managing a portfolio or a program.
Application
-- Before meeting -- 5 w's (why, who, when, where, what) Maybe how
- Set the agenda
- Call the meeting
-- During the meeting -- - Pick a secretary to write minutes
- Make sure that proper time is allocated for each item
- Make sure everyone are heard
-- After the meeting --
- Make sure that the responsibilities and duties assigned during the meeting is carried out
- Consider when the next meeting should be
Limitations
- Every organisation is different
- Different fields require different meeting type
- Sometimes meetings doesn't go as planned
