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A project meeting consists of bringing together different participants in order to achieve certain predefined objectives.
A meeting is only necessary when there is a need for exchange when a group dynamic is required. Except in special cases, avoid organizing a meeting with the aim of passing on information in a "top-down" manner. In this case, a simple email may suffice.
Once you have clearly defined your objective, you are in a better position to understand the direction your project meeting will take, what type of meeting it will be.
The content of the meeting determines its type. Some of the most common ones are the following:
Because a successful team meeting is a well-prepared meeting, take the time to follow the simple steps below for effective project management.
There is nothing more frustrating than the feeling of having lost time with a project meeting for which our presence was not required.
This is why you need to select the participants carefully. Always ask yourself the question: Which employees will be essential to achieve the previously defined objective?
You should also make sure that you collect confirmations of attendance from all participants well in advance. This will enable you to anticipate possible absences and reorganize accordingly.
Find a date that suits everyone. And avoid, as far as possible, meetings between 2 p.m. and 4 p.m.: because of digestion, the brain is much less receptive in this time slot. It is better if a meeting starts in the morning.
Just as you have chosen a suitable time slot, make sure you select a suitable meeting place. It must offer sufficient capacity for all participants.
We also recommend that you avoid blind rooms, as artificial light is much more tiring on the brain than daylight. It becomes more difficult to solve problems and perform at a high level.
Organizing an effective and fluid working meeting necessarily involves drawing up a plan. This is similar to a meeting preparation sheet.
We suggest that you build it in this way:
At this stage in the preparation of your meeting, and if you feel it is necessary, call on a project team prior to the meeting to work on the themes to be discussed. Plan the agenda in advance. Make the purpose of the meeting clear for every participant.
To do this, send them your agenda, and indicate the topics for which you would like them to take the lead in the meeting.
Finally, take the time to carefully prepare your working documents. They are the ones that make the meeting more dynamic and efficient.
If you wish to use more impactful work supports, turn to presentation software.
Also, always check in advance the availability and functionality of the equipment you plan to use (pens, flipchart, extension cord, etc.). Who has never lost precious time because of a video projector that wouldn't turn on?
Finally, if you know that the meeting is likely to drag on for a long time, the presence of a snack or bottles of water for team members is always appreciated.
There you have it, you've taken the time to organize this working meeting. Now it's time to take an interest in how it goes.
Running a working meeting requires the implementation of a certain number of good practices:
The introduction is important. In order to do it well, you must :
Has your working meeting started? As the organizer, it is up to you to ensure that it runs smoothly by following these few tips:
Time to finish your team meeting?
Conclude it by summarising the discussions and recapitulating the decisions taken.
Make sure you always send a report to the participants of the meeting afterward: it is based on your notes or those of your secretary and summarises the progress and conclusions.