Project status meetings are an important part of managing and tracking project performance. They are designed to review and update the core team on all project-related items, to ensure the project stays on time, on track, and is delivered within the scope defined in the project charter. In order to hold effective project status meetings, the following tips should be considered:
1. Hold Project Status Meetings at Predetermined Intervals:
For internal meetings, this allows team members to come to the table prepared and gives them an opportunity to work proactively. This is especially important for project status meetings with clients as well.
2. Agenda Setting – Build a structured agenda AND send it out in advance:
An effective status meeting agenda might include:
RAID Log (Risks, Actions, Issues, Decisions)
3. Maintain Meeting Facilitation:
Keep the meeting running smoothly and flowing with the predetermined agenda. Any topics that need to be discussed that were not on the agenda should be tabled until all agenda items have been covered.
If team members will be asked to provide updates on their tasks, ensure they are notified in advance so they have adequate time to prepare.
4. Keep Detailed Meeting Minutes:
Keep track of a parking lot for anything that was off the agenda
Make sure the RAID log is updated with any new information discussed during the meeting
Assign a member of the project team who is not facilitating the meeting to take note of key updates, action items, and takeaways for the group.
Email the Meeting Minutes to all status meeting attendees following the meeting so that those who missed the meetings can read the minutes, and so that everyone is aware of the action items.
As an essential part of facilitating project processes, the project status meeting is a tool that shouldn’t be overlooked. In our upcoming Elire Learning Lab webinar session “Project Management Success – Tools and Templates to Drive Performance”, join us in learning more about project status meetings and other tips and tools for managing projects effectively projects. Registration and further information is available here.