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How To Run A Pm Meeting

To run a PM meeting effectively, clearly define the agenda, foster open communication, keep track of time, address all relevant discussion points, ensure understanding and action items among team members, and finalize with meeting minutes for reference and accountability.

A PM meeting, also known as a project management meeting, is a scheduled gathering where project managers and other team members convene to discuss the progress, updates, and challenges related to a specific project. The purpose of the meeting is to ensure effective communication, collaboration, and coordination among team members, identify and address any issues or risks, make decisions, and provide updates on project status. These meetings typically involve reviewing project timelines, milestones, budget, resource allocation, and task assignments, as well as discussing any potential changes or adjustments needed to meet project objectives.

What is the purpose of a Pm Meeting?

The purpose of running a project management (PM) meeting as a leader is to ensure effective collaboration and communication among team members. It allows the leader to provide updates, clarify goals and expectations, assign tasks, address any issues or conflicts, and keep everyone aligned and focused on meeting project objectives.

How To Run A Pm Meeting: Step-By-Step


Step 1: Preparation

In addition, consider the necessary attendees, and distribute relevant materials or pre-work ahead of time to ensure everyone is prepared. Setting an agenda and allocating time for each topic will help keep the meeting focused and productive.

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Step 2: Invitations

It is essential to send calendar invites to all meeting participants, providing them with the necessary information such as the date, time, and virtual platform link, if applicable. This ensures everyone is aware and prepared for the meeting.

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Step 3: Agenda Creation

Prepare and distribute a concise agenda outlining all topics to be discussed during the meeting, ensuring all attendees are informed of the meeting’s purpose and the issues that will be addressed.


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Step 4: Pre-Meeting Brief

Prior to the PM meeting, consider engaging in a pre-meeting discussion with key stakeholders via email, phone call, or a smaller gathering. This serves as an opportunity to align perspectives and ensure effective communication during the main meeting.

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Step 5: Setting the Stage

At the onset of the meeting, it is crucial to reiterate the meeting’s objectives and expected outcomes. Provide the agenda to all participants and establish a clear expectation for a productive discussion that is characterized by respect and focus.

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Step 6: Role Allocation

Assigning roles such as timekeeper, note-taker, and meeting facilitator is crucial to ensure an organized and productive meeting. These roles help in managing time, documenting important points, and keeping the conversation on track.

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Step 7: Discussion

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Conduct the main discussion based on the agenda, ensuring everyone’s input is heard. Facilitate open dialogue, encouraging participants to share their perspectives and ideas, while maintaining a focused and on-topic conversation.

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Step 8: Solution Finding

During your PM Meeting, focus on problem-solving by engaging in brainstorming and lively discussions that explore various potential solutions to the issue at hand. Encourage collaboration and exchange of ideas among team members to find the best possible outcome.

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Step 9: Decision Making

Based on the discussion and possible solutions, the best course of action will be determined and implemented through a structured plan that addresses the identified issues effectively and efficiently.

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Step 10: Summarizing and Action Items

In the meeting, we discussed and decided on various topics. The action items include: finalizing the budget (John), scheduling the presentation (Mary), and conducting market research (Sarah).

Questions to ask as the leader of the meeting

1. What is the progress of the project? – This question helps the leader understand the current status of the project and identify any delays or issues that may need immediate attention.

2. Are there any roadblocks or obstacles that need to be addressed? – This question allows the leader to identify any challenges faced by the team and find possible solutions to remove hurdles that may be hindering progress.

3. Are we on track to meet our deadlines? – This question helps the leader gauge whether the project is proceeding according to the established timeline and ensures that there are no delays or missed deadlines.

4. Do team members have the necessary resources to complete their tasks? – This question helps the leader ensure that team members have access to the required resources and support, ensuring their productivity and success in accomplishing their assigned tasks.

5. Are there any changes or updates in project scope or requirements? – This question allows the leader to stay updated on any alterations or amendments needed for the project, ensuring that everyone is aware of the updates and able to adjust their work accordingly.

6. Is there effective communication and collaboration between team members? – This question helps the leader determine if there are any communication gaps or issues within the team and encourages an environment of effective collaboration.

7. Are there any risks or potential issues that need attention? – This question enables the leader to identify and address any potential risks or issues early on before they escalate and affect the project’s outcome.

8. Are team members facing any challenges or difficulties that require assistance? – This question ensures that team members have the necessary support and resources to overcome any challenges they may be experiencing, promoting a positive work environment.

9. Are we delivering the expected quality? – This question helps the leader assess if the project is meeting the required quality standards and allows for necessary adjustments or improvements to be made if needed.

10. What lessons have we learned so far? – This question encourages reflection and shared learning within the team, fostering an environment of continuous improvement and growth.

As a leader, it is crucial to prepare a well-structured agenda for project management meetings. Start by identifying the main objectives and prioritize them accordingly. Include relevant topics, allocate time for discussion, and encourage team participation. This will ensure a productive and focused meeting that addresses all necessary aspects of the project.

How To Prepare For A Pm Meeting
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During a project management meeting, it is crucial to discuss topics such as project status updates, task assignments and deadlines, resource allocation, risks and issues, budget updates, and stakeholder communication. Furthermore, it is important to address any critical decisions, changes in project scope, and potential mitigations to ensure the project progresses smoothly and achieves its objectives.

See Our Pm Meeting Template
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Software tools to facilitate a Pm Meeting

Software helps leaders run project management meetings efficiently by streamlining the process. Through features such as agenda creation, task assignment, and real-time collaboration, software optimizes communication and ensures all team members have access to relevant information. It enables leaders to track progress, make data-driven decisions, and maintain transparency, resulting in more productive and successful project outcomes.

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Popular Questions

What is a PM Meeting?

A PM Meeting, often referred to as an afternoon, evening, or Project Management meeting, is a gathering held in the second half of the day, typically involving project managers or team members to discuss project progress, resolve issues, and plan future actions.

Who should attend a PM Meeting?

The attendees of a PM Meeting usually include the project manager, team lead, and all project team members. Sometimes stakeholders or department heads might be present too if needed.

What topics are usually discussed during a PM Meeting?

The topics discussed during a PM Meeting usually revolve around project updates, monitoring project progress, addressing issues or roadblocks, brainstorming solutions, planning tasks for the upcoming days, and reviewing roles and responsibilities.

How can PM Meetings increase productivity?

PM Meetings can increase productivity by providing a forum for addressing current issues, brainstorming solutions, clarifying responsibilities, and reinforcing team cooperation and communication. They ensure everyone is on the same page, which can reduce misunderstanding and improve overall project workflow.

How long do PM Meetings usually last?

The length of a PM Meeting can vary depending on the project’s requirements and the complexity of issues at hand. However, in the interest of maintaining focus and efficiency, it’s advisable to keep such meetings between 30 minutes to an hour long.