How do you streamline meetings with your project team and stakeholders?

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As a project coordinator, you know how important it is to communicate effectively with your project team and stakeholders. But you also know how challenging it can be to schedule, prepare, and run productive meetings that don't waste anyone's time or energy. How do you streamline meetings with your project team and stakeholders? Here are some tips to help you plan, facilitate, and follow up on your meetings more efficiently and effectively.

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Burke Jones, FMP

Facility Management: Where Architecture Meets Operations
Esha Fatim

Assistant Project Manager at Daraz Bangladesh Limited | Project Management | Data Analytics | Performance & Growth |…

1 Define the purpose and agenda

Before you invite anyone to a meeting, you should have a clear idea of what you want to achieve and how you will achieve it. A meeting purpose is a concise statement of the main goal or outcome of the meeting, such as "to review the project status and identify risks" or "to brainstorm solutions for a specific issue". A meeting agenda is a list of topics or items that you will cover during the meeting, along with the time allocated for each one. You should share the purpose and agenda with the participants in advance, and ask them to confirm their attendance and prepare any relevant information or questions.

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Burke Jones, FMP

Facility Management: Where Architecture Meets Operations
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If I have a meeting that involves several people I always created a shared Google doc as the agenda. This document then becomes our notes as well. One person is always in charge of taking the notes. Since its a shared document we all have a record of it. This document also allows us to assign and track any further steps that are needed after the meeting.

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2 Choose the right format and tools

Depending on the purpose and agenda of your meeting, you may want to choose different formats and tools to facilitate the discussion and collaboration. For example, you may want to use a video conferencing platform for remote meetings, a whiteboard or a shared document for brainstorming sessions, or a polling or voting tool for making decisions. You should also consider the size and diversity of your audience, and use appropriate methods to engage and include them, such as breakout rooms, chat features, or icebreakers. You should test your tools and equipment before the meeting, and provide clear instructions and guidelines for using them.

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3 Set expectations and ground rules

At the start of the meeting, you should remind the participants of the purpose and agenda, and set some expectations and ground rules for the meeting. For example, you may want to ask them to mute their microphones when not speaking, to respect the time limits, to avoid interruptions or distractions, or to use a specific communication channel for questions or comments. You should also assign roles and responsibilities for the meeting, such as a facilitator, a note-taker, a timekeeper, or a presenter. You should encourage participation and feedback, and acknowledge and address any concerns or issues that arise.

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Esha Fatim

Assistant Project Manager at Daraz Bangladesh Limited | Project Management | Data Analytics | Performance & Growth | Business Strategy & Planning | Digital & Data-driven Marketing
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Setting expectations is a lifesaver in projects and I cannot but stress this matter with all might. And communicating precisely while aligning all relevant stakeholders with meticulous details as tediously and astutely as possible is what saves time and multiple avoidable revisions and sprints.

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4 Keep the meeting focused and on track

During the meeting, you should follow the agenda and monitor the progress and pace of the discussion. You should use your facilitation skills to guide the conversation, ask open-ended questions, summarize key points, clarify misunderstandings, resolve conflicts, and keep the meeting focused and on track. You should also use your time management skills to ensure that you cover all the topics or items within the allocated time, and avoid unnecessary or irrelevant tangents or digressions. You should also check in with the participants regularly, and make sure that they are engaged and satisfied with the meeting.

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5 Wrap up and follow up

At the end of the meeting, you should wrap up and follow up with the participants. You should review the main outcomes and action items of the meeting, and assign tasks and deadlines to the responsible parties. You should also solicit feedback and suggestions for improvement, and thank the participants for their time and contribution. You should also send a meeting summary or minutes to the participants and stakeholders, and include the key points, decisions, actions, and next steps. You should also track and monitor the progress and completion of the tasks and actions, and provide updates and support as needed.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you streamline meetings with your project team and stakeholders?

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1 Define the purpose and agenda

2 Choose the right format and tools

3 Set expectations and ground rules

4 Keep the meeting focused and on track

5 Wrap up and follow up

6 Here’s what else to consider

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