{"id":422,"date":"2018-08-13T18:47:53","date_gmt":"2018-08-13T18:47:53","guid":{"rendered":"https:\/\/www.projectmanagementdocs.com\/?p=422"},"modified":"2023-02-04T21:55:03","modified_gmt":"2023-02-04T21:55:03","slug":"tips-for-effective-project-meetings","status":"publish","type":"post","link":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/","title":{"rendered":"Tips for Effective Project Meetings"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >TABLE OF CONTENTS:<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#Before_the_Meeting_Takes_Place\" title=\"Before the Meeting Takes Place:\">Before the Meeting Takes Place:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#During_the_Meeting\" title=\"During the Meeting:\">During the Meeting:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#After_the_Meeting\" title=\"After the Meeting:\">After the Meeting:<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>This week we&#8217;ve put together a list of tips for conducting effective project meetings. These tips will help you avoid the pitfalls of a long and unproductive meeting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-before-the-meeting-takes-place\"><span class=\"ez-toc-section\" id=\"Before_the_Meeting_Takes_Place\"><\/span>Before the Meeting Takes Place:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ol>\n<li><strong>Meeting Objective<\/strong> &#8211; All project meetings should have a clearly stated objective of what is to be achieved. This objective should be included in the agenda and re-stated at the beginning of the meeting.<\/li>\n<\/ol>\n\n\n\n<ol>\n<li><strong>Time Considerations<\/strong> &#8211; The meeting should be planned for enough time to achieve the objective but not so long that participants lose interest. An hour or less is generally ideal. For anything more than an hour, the project manager should strongly consider breaking the discussion up into two or more meetings.<\/li>\n<\/ol>\n\n\n\n<ol start=\"3\">\n<li><strong>Establish Roles<\/strong> &#8211; At a project meeting the project manager should be facilitating\/chairing the discussion, not trying to do everything else. When possible, the project manager should speak with and assign roles\u2014like scribe or timekeeper\u2014to meeting participants so they understand what\u2019s expected during the meeting.<\/li>\n<\/ol>\n\n\n\n<ol start=\"3\">\n<li><strong>Agenda<\/strong> &#8211; A clear and concise meeting agenda should be distributed to all participants well in advance of the meeting. The agenda should include the meeting objective, topics of discussion, and time allocated to each topic.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-during-the-meeting\"><span class=\"ez-toc-section\" id=\"During_the_Meeting\"><\/span>During the Meeting:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ol start=\"1\">\n<li>As the meeting opens the objective should be re-stated and understood by all meeting participants.<\/li>\n\n\n\n<li>The project manager should ensure that the discussion stays on topic in accordance with the agenda.<\/li>\n\n\n\n<li>Encourage participation from all attendees and do not allow any one or several people to dominate the discussion.<\/li>\n\n\n\n<li>Develop a parking lot. As off-topic items are brought up, the meeting chair\/facilitator refers those items to a parking lot where the scribe logs them. At the end of the meeting or as time allows the chairperson can decide if any of these topics should be addressed or if a follow-on meeting is needed. Remember, this meeting has an objective and all discussion should contribute to that objective.<\/li>\n\n\n\n<li>Ensure all actions and due dates are logged by the scribe and a responsible person is assigned for each action if possible.<\/li>\n\n\n\n<li>Have the timekeeper inform the group as the time allocation for an agenda item approaches.<\/li>\n\n\n\n<li>Once the agenda items have been discussed the facilitator should ask the scribe to read through all of the action items, due dates, and responsible parties so all participants understand.<\/li>\n\n\n\n<li>At the end of the meeting the facilitator should provide a summary of the meeting and what was accomplished and ensure that the meeting objective was met.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-after-the-meeting\"><span class=\"ez-toc-section\" id=\"After_the_Meeting\"><\/span>After the Meeting:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ol>\n<li>Distribute meeting minutes to all meeting attendees and other interested parties.<\/li>\n\n\n\n<li>Schedule any follow on meetings.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>This week we&#8217;ve put together a list of tips for conducting effective project meetings. These tips will help you avoid the pitfalls of a long and unproductive meeting. Before the Meeting Takes Place: During the Meeting: After the Meeting:<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.2 (Yoast SEO v22.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Tips for Effective Project Meetings - Project Management Docs<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Tips for Effective Project Meetings\" \/>\n<meta property=\"og:description\" content=\"This week we&#8217;ve put together a list of tips for conducting effective project meetings. These tips will help you avoid the pitfalls of a long and unproductive meeting. Before the Meeting Takes Place: During the Meeting: After the Meeting:\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\" \/>\n<meta property=\"og:site_name\" content=\"Project Management Docs\" \/>\n<meta property=\"article:published_time\" content=\"2018-08-13T18:47:53+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-02-04T21:55:03+00:00\" \/>\n<meta name=\"author\" content=\"Mark Piscopo\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Mark Piscopo\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\"},\"author\":{\"name\":\"Mark Piscopo\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#\/schema\/person\/0461d2219e0a7344e762b3bf4f3dece9\"},\"headline\":\"Tips for Effective Project Meetings\",\"datePublished\":\"2018-08-13T18:47:53+00:00\",\"dateModified\":\"2023-02-04T21:55:03+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\"},\"wordCount\":442,\"publisher\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#organization\"},\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\",\"url\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\",\"name\":\"Tips for Effective Project Meetings - Project Management Docs\",\"isPartOf\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#website\"},\"datePublished\":\"2018-08-13T18:47:53+00:00\",\"dateModified\":\"2023-02-04T21:55:03+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/www.projectmanagementdocs.com\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Tips for Effective Project Meetings\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#website\",\"url\":\"https:\/\/www.projectmanagementdocs.com\/\",\"name\":\"Project Management Docs\",\"description\":\"Free Project Management Templates\",\"publisher\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#organization\"},\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.projectmanagementdocs.com\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"Organization\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#organization\",\"name\":\"Project Management Docs\",\"url\":\"https:\/\/www.projectmanagementdocs.com\/\",\"logo\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#\/schema\/logo\/image\/\",\"url\":\"https:\/\/www.projectmanagementdocs.com\/wp-content\/uploads\/2018\/07\/pmdocs_logo.png\",\"contentUrl\":\"https:\/\/www.projectmanagementdocs.com\/wp-content\/uploads\/2018\/07\/pmdocs_logo.png\",\"width\":301,\"height\":118,\"caption\":\"Project Management Docs\"},\"image\":{\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#\/schema\/logo\/image\/\"}},{\"@type\":\"Person\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#\/schema\/person\/0461d2219e0a7344e762b3bf4f3dece9\",\"name\":\"Mark Piscopo\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.projectmanagementdocs.com\/#\/schema\/person\/image\/\",\"url\":\"https:\/\/secure.gravatar.com\/avatar\/491b7d05b104664463341b51eea79578?s=96&d=mm&r=g\",\"contentUrl\":\"https:\/\/secure.gravatar.com\/avatar\/491b7d05b104664463341b51eea79578?s=96&d=mm&r=g\",\"caption\":\"Mark Piscopo\"},\"sameAs\":[\"https:\/\/www.linkedin.com\/in\/mark-piscopo\/\"]}]}<\/script>\n<!-- \/ Yoast SEO Premium plugin. -->","yoast_head_json":{"title":"Tips for Effective Project Meetings - Project Management Docs","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/","og_locale":"en_US","og_type":"article","og_title":"Tips for Effective Project Meetings","og_description":"This week we&#8217;ve put together a list of tips for conducting effective project meetings. These tips will help you avoid the pitfalls of a long and unproductive meeting. Before the Meeting Takes Place: During the Meeting: After the Meeting:","og_url":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/","og_site_name":"Project Management Docs","article_published_time":"2018-08-13T18:47:53+00:00","article_modified_time":"2023-02-04T21:55:03+00:00","author":"Mark Piscopo","twitter_card":"summary_large_image","twitter_misc":{"Written by":"Mark Piscopo","Est. reading time":"2 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"Article","@id":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#article","isPartOf":{"@id":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/"},"author":{"name":"Mark Piscopo","@id":"https:\/\/www.projectmanagementdocs.com\/#\/schema\/person\/0461d2219e0a7344e762b3bf4f3dece9"},"headline":"Tips for Effective Project Meetings","datePublished":"2018-08-13T18:47:53+00:00","dateModified":"2023-02-04T21:55:03+00:00","mainEntityOfPage":{"@id":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/"},"wordCount":442,"publisher":{"@id":"https:\/\/www.projectmanagementdocs.com\/#organization"},"inLanguage":"en-US"},{"@type":"WebPage","@id":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/","url":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/","name":"Tips for Effective Project Meetings - Project Management Docs","isPartOf":{"@id":"https:\/\/www.projectmanagementdocs.com\/#website"},"datePublished":"2018-08-13T18:47:53+00:00","dateModified":"2023-02-04T21:55:03+00:00","breadcrumb":{"@id":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/"]}]},{"@type":"BreadcrumbList","@id":"https:\/\/www.projectmanagementdocs.com\/blog\/tips-for-effective-project-meetings\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/www.projectmanagementdocs.com\/"},{"@type":"ListItem","position":2,"name":"Tips for Effective Project Meetings"}]},{"@type":"WebSite","@id":"https:\/\/www.projectmanagementdocs.com\/#website","url":"https:\/\/www.projectmanagementdocs.com\/","name":"Project Management Docs","description":"Free Project Management Templates","publisher":{"@id":"https:\/\/www.projectmanagementdocs.com\/#organization"},"potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/www.projectmanagementdocs.com\/?s={search_term_string}"},"query-input":"required name=search_term_string"}],"inLanguage":"en-US"},{"@type":"Organization","@id":"https:\/\/www.projectmanagementdocs.com\/#organization","name":"Project Management Docs","url":"https:\/\/www.projectmanagementdocs.com\/","logo":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/www.projectmanagementdocs.com\/#\/schema\/logo\/image\/","url":"https:\/\/www.projectmanagementdocs.com\/wp-content\/uploads\/2018\/07\/pmdocs_logo.png","contentUrl":"https:\/\/www.projectmanagementdocs.com\/wp-content\/uploads\/2018\/07\/pmdocs_logo.png","width":301,"height":118,"caption":"Project Management Docs"},"image":{"@id":"https:\/\/www.projectmanagementdocs.com\/#\/schema\/logo\/image\/"}},{"@type":"Person","@id":"https:\/\/www.projectmanagementdocs.com\/#\/schema\/person\/0461d2219e0a7344e762b3bf4f3dece9","name":"Mark Piscopo","image":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/www.projectmanagementdocs.com\/#\/schema\/person\/image\/","url":"https:\/\/secure.gravatar.com\/avatar\/491b7d05b104664463341b51eea79578?s=96&d=mm&r=g","contentUrl":"https:\/\/secure.gravatar.com\/avatar\/491b7d05b104664463341b51eea79578?s=96&d=mm&r=g","caption":"Mark Piscopo"},"sameAs":["https:\/\/www.linkedin.com\/in\/mark-piscopo\/"]}]}},"_links":{"self":[{"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/posts\/422"}],"collection":[{"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/comments?post=422"}],"version-history":[{"count":1,"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/posts\/422\/revisions"}],"predecessor-version":[{"id":934,"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/posts\/422\/revisions\/934"}],"wp:attachment":[{"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/media?parent=422"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/categories?post=422"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.projectmanagementdocs.com\/wp-json\/wp\/v2\/tags?post=422"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}