What are project meetings?
Project meetings are face-to-face or virtual meetings held to make decisions, respond to Stakeholder Requests, discuss Project matters of mutual interest with suppliers, vendors, and other project stakeholders. Following meetings are held on a project:
Like Pre-Bid Conference, Bid Opening, Contract Negotiations, Contract Review Meetings, Procurement Review Meetings, etc.
Project Status Meetings
Review the status of the project; held at a frequency specified in the Communication Management Plan
Meetings in which attendees participate while standing. Some software projects envision daily Standup meetings to help team-members coordinate efforts to resolve difficult and/or time-consuming issues
What is a ‘standup meeting’?
Short meetings, briefing day to day activities.
Project Meeting Rules
Project Meetings, other than Standup Meetings, are conducted in accordance with the following rules:
- Formulate Rules of Business (ROB)
- Schedule recurring meetings in advance
- Have a purpose of each meeting
- Create an agenda with the team input; distribute it well in advance
- Bring the right people together
- Let people know their responsibilities in advance
During the Meeting Rules
- Chair, manage and lead, with authority
- Communicate for Effect/Impact
- Stick to the agenda and the ROB
- Assign deliverables and time limits
- Record minutes of meeting (MOM)
- Finalize & publish MOM asap
- Follow up on deliverables and time limits
Here are some dos and don’ts:
Ensure: The Right Message, the Right Content, the Right Audience, the Right Channel, and at the Right Time.
Follow 7 Cs of Effective Communication:
- Correctness (in grammar, spelling & punctuation –beware of autocorrection horror)
- Concision (KISS: Keep It Simple & Short)
- Clarity (in purpose and expression directed to the needs of the reader)
- Coherence (logical flow of arguments)
- Control (of flow and words)
- Courtesy (in choice of words and in salutation)
- Completeness (in format)
Don’ts for Effective communication
- Do not deliver Bad News in written message or by Email
- Be Assertive (stating what you need, while considering the wants and needs of others); do not hesitate to say “No”, and timely “No”
- Respond (to petitions, applications, inquiries, etc.); do not React
- Do not “fit-one-size-to-all” in comm modes/methodologies
- Seek acknowledgement to important messages; do not assume that Your Message has been Received, Read and Understood, or you have understood Other’s Message
- Be mindful of Violating Others’ Privacy accidentally through wrongly addressed email
- Do not communicate too little; it leads to Anxiety; see 7th ‘C’
Managing Project Communications
Communication is key to the success of a Project. To that end:
- The principle “The Right Message, with the Right Content, to the Right Audience, through the Right Channel, and at the Right Time” is followed
- Petitions, applications, queries, inquiries, etc. are promptly Responded to; tendency to React is curbed
- “One-Size-Fits-All” Approach to Communication is avoided
- New people are met with an Open Mind
- Miscommunication and Violation of others’ Privacy are avoided
- Balance is maintained in communication: neither too little, nor too much
Documents both the communications need of stakeholders and a strategy to meet those needs. Contains:
- what Communication should be prepared, disseminated, and received among all project stakeholders
- how Communication should be named and stored
- who has access to the Communication?
- who has the ability to edit Communication?
- who has responsibility for sending and receiving Project Communication?
Measures of Effectiveness (MOE) of Communication