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How To Run A Project Meeting

A project meeting should be effectively handled by setting a clear agenda, managing time efficiently, encouraging active participation, promptly addressing issues and ensuring effective follow-up actions.

A Project Meeting is a formal gathering of a project team, stakeholders, or any other individuals involved directly or indirectly in the project, with a specific purpose of discussing the current progress, future scope, issues, solutions, or any other pertinent details of the project. The objective is to keep everyone informed, engaged, and on the same page, ensuring that the project stays on track and any potential roadblocks or opportunities are addressed efficiently. It promotes effective communication, collaboration, decision-making, and accountability throughout the life of the project.

What is the purpose of a Project Meeting?

The purpose of running a project meeting as a leader is to ensure effective communication, collaboration, and coordination among team members. It provides a platform to discuss progress, address challenges, and make informed decisions. The meeting helps keep everyone aligned with project goals, timelines, and deliverables, facilitating a smooth and successful project execution.

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


Step 1: Pre-Meeting Preparation

Identify the meeting’s objective to ensure focus. Then, prepare an agenda outlining specific, measurable goals for clear tracking of outcomes. Determine who needs to be involved for productive discussions. Appropriately arrange resources like the meeting room, necessary materials, and technology, ensuring they’re ready and organized for effective utilization.

Our software, ZipDo, transforms team meeting preparations by centralizing previous sessions’ information. As a meeting lead, this means you have immediate access to past agendas and notes, simplifying your prep work. It’s a foolproof way to ensure all vital topics are covered.

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Step 2: Distribution of Meeting Invitation

Issue invitations containing pertinent details such as the date, time, location (or virtual meeting link), and meeting objective to all essential participants. Ensure to incorporate the meeting agenda, detailing topics for discussion, and any necessary pre-reading or preparatory tasks to allow participants to prepare adequately for effective contributions during the meeting.

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Step 3: Meeting Kick-off

At the commencement of the meeting, it’s vital to clearly articulate the meeting’s objectives. This involves outlining the agenda to provide a roadmap for the discussion, as well as setting behavioral expectations. This ensures all participants understand their role, etiquette, and the conversation’s intended progression, fostering an environment conducive to productivity and mutual respect.


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Step 4: Facilitate Discussion

As an effective facilitator, you must guide the discussion adhering strictly to the prepared agenda. Stimulate active participation from all attendees by fostering an inclusive environment. Promote a dynamic dialogue by asking open-ended questions and ensure to thoroughly cover all pertinent points, thus enriching the meeting.

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Step 5: Decision Making & Problem Solving

Making decisions based on the discussions during meetings is fundamental. It is essential to employ sound problem-solving techniques to navigate, analyze, and address specific issues that arise. Constantly reminding the team of the meeting objectives is crucial to maintain a focused, effective, and productive discussion.

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Step 6: Closing the Meeting

Recapping the decisions made and actions to be taken entails reviewing and summarizing the key outcomes of the meeting. It involves affirming what is to be undertaken next, who is responsible for each action, and the deadlines. Furthermore, it’s crucial to ensure comprehension and agreement amongst all attendees to guarantee a coordinated effort.

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Step 7: Distribution of Meeting Minutes

Once the meeting concludes, it’s crucial to distribute meeting minutes. These should comprehensively detail the decisions made, pinpoint actions to be delegated, clearly denote who is accountable for which tasks, and concisely summarize key points of discussion to ensure everyone is aligned and informed.

Our platform, ZipDo, facilitates easy management of meeting minutes. It automatically sorts meetings from your calendar into channels. Inviting team members to these channels gives them access to relevant meetings. Uploading minutes to the workspace ensures all members are kept in the loop, maintaining team synchronization.

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Step 8: Follow-up Actions

After the meeting, it’s crucial to ensure the necessary actions discussed are taken swiftly. Monitor the progress of delegated tasks proactively, ensuring deadlines are met. Hold individuals accountable for their assigned responsibilities. This continuous follow-up ensures efficient task completion and team productivity.

Questions to ask as the leader of the meeting

1. What are our project objectives? – This question helps ensure that everyone is clear and aligned on the project’s purpose and desired outcomes.

2. What is our timeline and deadline? – Knowing the project’s timeline and deadline helps the team plan and prioritize their tasks effectively.

3. Who is responsible for each task? – Clarifying responsibilities ensures that everyone knows what they are accountable for, reducing confusion and potential gaps in accountability.

4. What resources do we need? – Identifying the required resources helps to ensure that all necessary tools, equipment, and support are available for the team to complete their tasks efficiently.

5. Are there any potential risks or obstacles? – Identifying potential risks or obstacles early in the project allows the team to develop contingency plans and mitigate any negative impact on the project’s progress.

6. How are we progressing towards our goals? – Regularly assessing progress helps identify any potential delays or issues and allows for timely adjustments or interventions to keep the project on track.

7. Are there any changes or modifications required? – This question encourages team members to voice any concerns or suggest improvements, which can enhance the project’s effectiveness and increase team engagement.

8. Is everyone clear on their roles and responsibilities? – This question ensures that all team members have a clear understanding of their individual roles and responsibilities, minimizing the chances of confusion or duplication of efforts.

9. Is there anything else we need to discuss or address? – This open-ended question gives team members an opportunity to bring up any additional concerns, questions, or ideas that may have been overlooked.

10. How can we improve our processes and communication? – This question encourages the team to reflect on their current processes and communication channels, fostering a continuous improvement mindset for future projects.

Note: These questions serve as a general guide and can be adapted based on the specific project and team dynamics.

As a leader preparing a project-meeting agenda, start by clearly defining the objective and desired outcomes. Identify the key topics and allocate appropriate time for each. Include actionable items and decision points. Distribute the agenda in advance, soliciting input from team members. During the meeting, encourage active participation and focus on accomplishing the goals set forth in the agenda.

How To Prepare For A Project Meeting
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During a project meeting, it is vital to discuss project goals and objectives, project timeline and milestones, task allocation, potential risks and challenges, ongoing progress, and updates, as well as strategies for effective communication and collaboration among team members. Additionally, budget considerations, resources needed, and any necessary adjustments or adaptations to the project plan should be addressed.

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

Software helps leaders run project meetings efficiently by providing features like agenda management, task assignment, and document sharing. It facilitates collaboration by allowing real-time updates and easy access to meeting materials. Additionally, software enables leaders to track progress, set deadlines, and allocate resources effectively, ensuring that projects stay on track and goals are achieved.

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Mastering the art of running a project meeting is pivotal in successfully steering a team towards achieving its goals. Understanding the importance of an agenda, effective communication, active participation, and time management can significantly enhance your skills in conducting a meeting. It’s also crucial to encourage feedback and foster a collaborative environment that values every team member’s contribution. Lastly, always remember the essential role of follow-ups and thorough documentation in bridging the gap between planning and execution. By consistently applying these strategies, you can make every project meeting productive, efficient, and engaging. Moreover, these skills improve general project management capabilities, leading to better job performance and improved project outcomes. Don’t be afraid to innovate and put your spin on these guidelines to make your project meetings better and more impactful.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of this project meeting?

The purpose of this meeting is to discuss the progress and status of the project, identify any issues or risks, and make necessary decisions related to the project.

Who are the key stakeholders that should attend the project meeting?

The key stakeholders who should attend the project meeting include the project manager, team members, key decision makers, and any other relevant stakeholders like clients or project sponsors.

What should we prepare for a project meeting?

You should come prepared with an updated status report of your tasks within the project, any issues or challenges you have encountered, potential solutions to discuss, and an understanding of your upcoming tasks.

What is the typical structure of a project meeting?

A typical project meeting begins with a review of the meeting agenda, followed by a status update from the project manager. Afterwards, individual team members provide updates on their tasks, issues are discussed and resolved, and the next steps are determined.

How can we ensure that the project meeting is effective and productive?

To ensure the meeting is effective, a clear agenda should be set and shared ahead of time. During the meeting, keep discussions focused on the agenda items. Encourage open communication, active participation, and promptly address any issues or concerns that arise. After the meeting, share meeting minutes promptly and ensure all actions are followed up on.

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