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Three Project Management Meeting Templates

April 6, 2015 by

A few weeks back, I wrote an article 10 Practices for Better Project Management Meetings. The essence of the article was that a meeting should leave the participants with more energy as they leave the meeting compared to when they walked in. Do your meetings achieve this?

In the prior article, I gave a set of 10 best practices that I believe could achieve this objective. I suggested that you could start with one practice and if it worked then later come back and take some more ideas from the list and implement. The first best practice on the list included the notion of having an agenda.

This article has three sample Project Management Meeting Templates to get you started. If you find these suggestions useful, be sure to download a free copy of Collaborative Project Management: A Handbook for more practical meeting tips. Enjoy!

 

Project Management Meeting Template #1 – Project Sponsor

Very good sponsors are really busy, so you need to make good use of the time, to gain respect (and thus the help). Here is a sample agenda you as a new Project Manager might consider using with your Project Sponsor:

  1. Review and agree agenda (i.e. agree the desired meeting outcome).
  2. Update on Progress to Agreed Goals, ideally using pre-agreed dashboards, milestones, budgets, metrics, etc.
  3. Review, discuss and resolve any open risks, issues or change requests.
  4. Review Pending Decisions.
  5. AOB.
  6. Other Feedback for the Project Manager?
  7. Summarize the meeting outcomes.

 

Project Management Meeting Template #2 – Project Team

You do not want to have project meetings for the sake of meetings – so you do need to be careful with how these are run. Here is a sample agenda you can use with your team.

  1. Review and agree agenda (i.e. the desired meeting outcome) with the team.
  2. Review, discuss and resolve (in so far as possible) any open issues  (be careful that the issues are “real issues”).
  3. Look at upcoming tasks for next week.
  4. Project process and approach – any adjustments needed?
  5. (Time Permitting) Look at tasks achieved last week or at least the highlight tasks from last week.
  6. AOB.
  7. Summarize the meeting outcomes.

 

 Project Management Meeting Template #3 – Problem Solving / Creative

  1. Brainstorm in a Blue sky manner all the possibilities (where no critique is allowed – only questions to clarify).
  2. Enter into a robust but respectful set of Conversations that have plenty of healthy Critique and lots of Constructive Conflict.
  3. Discuss lots and with as much consensus as possible make good Decisions (including a mechanism to check the outcome).

 

Editor’s Note: This article is an excerpt from our free book, Collaborative Project Management: A Handbook

Collaborative Project Management: A Handbook

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