As we all know, a meeting only needs to be held if it’s going to contribute to the team and if it involves the group working together. If not, you could easily send out an email for them to read whenever.
Why you should be having regular meetings is to get together and talk about the progress you’ve made, the issues you’ve encountered and how to go about them. And making sure everyone is working well together and taking care of any problems. The main focus of holding these team meetings is to discuss expectations of what information you will go over.
When you’re holding a meeting it shouldn’t last any longer than an hour to go over where the group is at and any issues they’re facing. Be sure to think about future milestones and make sure everybody is equipped with what they need to succeed. Keeping it at an hour gives you time to discuss while using an issued time.
Even with all of this, you may have a lot to go over in an hour if you have a big project. It might be difficult, but definitely can be accomplished. It’s super important to focus on the activities you’re given right now and coming up in the future. You may be wasting your time if you’re talking about past events that you’ve already completed. Where you’re really going to benefit is from looking at the issues and crucial items. A lot of meetings get messed up and earn a bad name is because they’re seen as a waste of time. A waste of time could be focusing only on a single issue rather than all of them or doing something some of the members aren’t good at.
How often you should hold a meeting depends on a few things. These things are: how fast the project is changing, how much you’re risking, and the size of the team. A project that’s into a more aggressive schedule more rapidly may need fewer meetings, but go over more. If you’re at a higher risk because of uncertainty, you may think about shorter meetings more often. If you have a bigger projects, that comes along with multiple smaller projects, you may have a “sub team” that works on everyday tasks that pull all the work together and help meet the expectations.
A major warning to be aware of is that holding regular meetings shouldn’t be used to collect information on the team’s status. This takes away from the time that the team is provided with. It’s boring and wasteful to ask your group to report on every single action completed. It’s the project manager’s job to stay on top of the team’s progress and be prepared with discussion topics, actions, and any possible risks. Members of the team are able to bring up any concerns if they haven’t already talked about them.
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About the Author: Lalanii Wilson-Jones, MBA is a dynamic business leader based in Dallas, Texas who owns & operates multiple companies across several industries. Her range of talents and experience makes her an ideal candidate for strong economic partnerships all over the world, a great mentor and a great source of information that can change the mechanics of any sized company.
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