one of the best ways to keep the team on track is to be relentlessly focused on what you’re trying to achieve. instead, focus on what didn’t get done, why and how that’s impacting how the team is tracking against goals. don’t use this as a time to point fingers or blame one another because the reality is: things will come up and delay the team. you should also use this time to review everyone’s task list and focus on whether or not those projects are still in line with team and organizational goals, as well as the top priority. use this time as a team to prioritize what the biggest problems are that need to be addressed immediately and discuss how to best approach and solve them.
are there any project milestones coming up or is there a big campaign that you’re supporting? go over all important dates and review whether or not the team is on track to have everything completed by that date. however, if it’s relevant to yours, do a quick gut check on whether or not the team is over or under budget and what changes need to be made as a result. if you prepare and share an agenda in advance you’re likely to get through more faster. as you go through a few iterations of them you may need to increase or decrease the frequency.
have you ever been frustrated because a meeting agenda was sent out 30 minutes before the meeting was scheduled to start? it’s difficult to know what to expect during a meeting and to prepare for the meeting if you don’t have an agenda well in advance of the meeting. typically a meeting agenda should be distributed one week prior to the meeting – or at least a minimum of two days prior to the meeting. the first thing to cover in a project meeting is the action items from the previous meeting. action items and who they were assigned to were sent out in the meeting minutes from the previous meeting.
before the meeting be sure to let the assignees know that they will be presenting the status of their action items during the meeting, if they are unable to attend the meeting then they should have their representative attend the meeting and present for them. the review covers the status of all work completed since the last meeting, work performed since the last meeting and work which will be performed prior to the next meeting. this project meeting agenda topic discusses risks which are being actively monitored, risks which have been closed out since the last meeting and risks which need to be actively monitored and managed in the coming few weeks. before the meeting adjourns all new action items assigned during this meeting are reviewed. the action item review is to ensure that all action items are clearly defined, assigned to someone, and agreed upon by the meeting attendees.
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free meeting agenda template for planning and leading effective project meetings. capture the right information, every time. editable template, no logins. summarize the major goals and discuss the project management methodology that will be used. depending on the audience, you may require more detail to explain use lenny’s template to get everyone aligned and energized in your next pm team meeting. download this template and 80+ others free., weekly project meeting agenda template, project update meeting agenda template, project review meeting agenda sample, weekly project status meeting template, kickoff meeting agenda sample, project management meetings types, project team meeting agenda, project governance meeting agenda, kick off meeting template free download, kick-off meeting agenda template word.
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