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How To Run A Project Review Meeting

A project review meeting should be run by setting a clear agenda, sharing it in advance, focusing on project objectives, analyzing performance data, discussing lessons learned, and defining actionable steps for future improvement.

A project review meeting is a scheduled session where key stakeholders and team members come together to evaluate the progress and performance of a project. The purpose of the meeting is to discuss the project’s status, identify any issues or risks, review the project plan or timeline, and make any necessary decisions or adjustments to ensure the project is on track to meet its goals. The meeting provides an opportunity for open communication, collaboration, and accountability among team members, allowing for effective decision-making and problem-solving to drive the project forward.

What is the purpose of a Project Review Meeting?

The purpose of running a project review meeting as a leader is to evaluate the progress and performance of the project. It allows for the identification of strengths and weaknesses, facilitates communication and collaboration among team members, and enables adjustments to be made to the project plan if necessary. The meeting serves as a platform to address any issues, provide feedback, and ensure that the project stays on track towards its goals.

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


Step 1: Meeting Planning

The purpose of the project review meeting is to evaluate progress towards project goals, objectives, and key results. Attendees should include project team members, stakeholders, and management. The agenda should cover project milestones, achievements, challenges, and next steps.

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Step 2: Meeting Scheduling

In order to plan a successful meeting, select a suitable time and date, secure a comfortable and well-equipped venue that accommodates everyone, and send out timely invitations to all attendees for effective communication.

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Step 3: Meeting Preparation

Before the meeting, the host needs to assess project information and compile key discussion points on project outcomes, budget, and timeline, ensuring a thorough understanding of the facts and figures to facilitate productive discussions.

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Step 4: Create a Discussion Agenda

In addition to reviewing the project’s goals, status, issues encountered, solutions provided, and next steps, the agenda for the meeting should also include a discussion on budget updates, resource allocation, risk assessment, and any upcoming milestones or deadlines.

Our application, ZipDo, transforms your calendar by importing meetings into a collaborative environment designed for team interaction. Here, a collective meeting agenda is developed, encouraging input from all team members. This approach fosters better-prepared meetings, enhancing efficiency and easing the burden of meeting preparation and follow-up.

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Step 5: Document Distribution

Make sure to send out all relevant documents like project plans, status reports, change orders, and financial overviews to everyone attending the meeting. This will allow them enough time to review the materials and come prepared with valuable input.

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Step 6: Holding the Meeting

To run an efficient meeting, start promptly, follow the agenda, and engage all attendees. Foster open communication, allowing everyone to contribute their feedback on both successes and areas for growth in the project.

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Step 7: Problem Identification

Discuss any problems or issues faced during the project, fostering an open and transparent environment where team members can freely express their thoughts and suggestions, ensuring effective resolution and continuous improvement.

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Step 8: Problem Resolution

After identifying the problems, the next step is to discuss possible solutions. It is crucial to provide constructive criticism and consider every idea respectfully in order to explore and evaluate different options effectively.

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Step 9: Future Plans

In addition to discussing future strategies and improvements, it is crucial to address potential enhancements in procedures, technicalities, or project management that can positively impact future projects, enabling higher efficiency and better overall outcomes.

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Step 10: Action Item Assignment

In order to move forward, it is important to assign specific individuals or teams with actionable items that emerge from discussions. Clear responsibility and agreed-upon deadlines will ensure that everyone understands their tasks and can take appropriate action.

Questions to ask as the leader of the meeting

1. What were the project objectives, and were they achieved? – This question helps gauge the success of the project by comparing the desired outcomes with the actual results.

2. Did the project meet the established timeline and deadlines? – Assessing the project’s adherence to timelines helps identify any delays or issues that may have occurred and enables the team to determine if adjustments are necessary.

3. Were the allocated resources effectively utilized? – This question examines how well the project team utilized the resources, such as budget, manpower, and equipment, allocated for the project.

4. What were the major obstacles or challenges faced during the project? – Identifying and understanding the challenges faced during the project allows the leadership to formulate strategies to overcome similar obstacles in future projects.

5. Did the team effectively communicate and collaborate throughout the project? – Assessing the team’s collaboration and communication helps identify areas of improvement and ensures effective information flow for better project outcomes.

6. Were the project deliverables of high quality, meeting the established standards? – Evaluating the quality of the project deliverables helps maintain a consistent standard and identify any gaps that may need to be addressed in future projects.

7. What lessons were learned from this project? – Reflecting on the project helps identify valuable insights and experiences that can be applied to future endeavors, contributing to continuous improvement.

8. Were the stakeholders satisfied with the project outcomes? – Determining stakeholder satisfaction provides a broader perspective on the project’s success and helps gauge if the project met their needs and expectations.

9. How can we improve future project management processes? – Identifying areas of improvement in project management processes helps develop strategies to enhance efficiency, productivity, and overall project success.

10. What recommendations or action steps can be taken based on the project’s outcomes? – Discussing recommendations and action steps ensures that the lessons learned from the project are effectively applied to future projects, optimizing future outcomes.

As a leader, it is important to prepare a comprehensive project review meeting agenda. Start by setting clear objectives for the meeting and identify the key topics that need to be discussed. Next, allocate sufficient time for each agenda item and assign responsibilities to team members. Provide relevant materials and information beforehand to ensure everyone comes prepared. Finally, establish a structured format and allow time for questions and discussions to foster collaboration and engagement.

How To Prepare For A Project Review Meeting
Meeting Preparation Icon

During a project review meeting, it is important to discuss various topics such as project goals and objectives, progress updates, budget and resource allocation, risks and challenges, deliverables, timelines, stakeholder feedback, and any necessary adjustments or improvements. This comprehensive discussion ensures effective evaluation and keeps the project on track towards successful completion.

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

Software greatly aids leaders in running project review meetings. It provides a centralized platform where project updates, timelines, and objectives can be easily accessed and shared. With features such as automated progress tracking and data visualization, leaders can quickly assess the project’s status, identify bottlenecks, and make informed decisions. Collaboration tools within the software enable seamless communication and document sharing, ensuring effective discussions and streamlined follow-up actions. Ultimately, software enables leaders to optimize project review meetings for improved efficiency and productivity.

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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 primary purpose of a Project Review Meeting?

The primary purpose of a Project Review Meeting is to assess the progress of the project against its planned objectives. It’s a time for the project team and stakeholders to review the work that has been completed, identify issues or challenges, and create solutions or plans to address them moving forward.

Who should be present at a Project Review Meeting?

The project manager, team members, project sponsors or stakeholders should all be present at a Project Review Meeting. Additionally, it may also be beneficial to involve any key resources who have a significant role in the project.

How can you prepare for a Project Review Meeting?

To prepare for a Project Review Meeting, you should review the project plan, assess any project deliverables finished thus far, compile a list of completed tasks and any obstacles encountered, and prepare a list of items or issues to discuss. It’s important to have a clear agenda to guide the discussion.

What should the outcome of a Project Review Meeting be?

The outcome of a Project Review Meeting should be a clear understanding of the project’s status, what work has been completed, what tasks are still outstanding, and how to address any problems or challenges. It should ideally result in a revised planning or control document, such as an updated project plan or task list.

How often should we conduct Project Review Meetings?

The frequency of Project Review Meetings can depend on the nature and length of the project. For long-term projects, it’s advisable to hold these meetings every few weeks or monthly. For short-term projects, weekly meetings may be more effective. The key is to ensure that these meetings are occurring regularly enough to catch issues early and keep the project on track.

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