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Look – we get it. We’re ALL tired of meetings. Especially when meetings feel like they could have just been an email. But meetings are really important and impactful when used correctly. As a tool for project managers like you and us, meetings are a great way for you to ensure your success, as well as your clients. Why? Read below to learn 3 reasons meetings are key to project success:
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Goal Alignment
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You have to have goal alignment to have a successful project. This means making sure everyone involved agrees on the plan, goals, objectives, etc. What is the best way to achieve this? During the project kickoff meeting. As Jeannette Collazo explains, the kickoff meeting “is the moment to put everyone on the same page, set project goals and see how team members will work together…” Making sure you use a meeting to set goal alignment and agreement makes sure that the work you and all team members do actually matters. There is nothing worse than spending time on a big project deliverable, only to find it doesn’t fit with the project.
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Issue Resolution
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We can all agree that no matter how carefully we plan a project, there will inevitably be some roadblocks and issues that arise. The good news? These issues don’t have to mean that your project is derailed or fails, IF you use strategic meetings to resolve issues. You cannot rely on email to do this. You need a meeting because it allows for direct and instant communication. It also means you can ensure the meeting does not end until the issue has been resolved. A little planning ahead and thinking strategically will save you, your team, and your client a ton of headaches.
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Communication
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Communication really is king. As we’ve discussed before, it is especially important for project managers and the overall success of a project. You need to know what type of communicator everyone on the project team is in order to create the best project plan/roadmap. The only real way to figure this out is through a meeting. It just won’t be communicated over email. You need to interact, understand how the client team works together, etc. You can learn this usually from the kickoff meeting, and from regular status update meetings. Now you can ensure that all project communications run smooth, and don’t create any issues.
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It is inevitable that meetings MUST occur throughout the life of a project. To make sure they truly help in the success of the project, you need to make sure that you are only having the meetings that actually matter and make a difference. This will ensure everyone involved does not get frustrated or experience meeting fatigue. How can you know what meetings are important or not? Look at the key project goals, take your own experience on other projects, and create a list. It will vary some client to client, but the core meeting requirements will be the same. By being strategic, you will experience a big payoff for you, your client, and the success of the project.
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Interested in learning more about how to use meetings effectively? Contact our team at Kim@QuantumMark.com today!
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