Meetings; love them or hate them, they are often a necessary activity when working in developing projects. They gather the right people and they provide room for doubts, questions, acknowledgments, and planning. If you have left a meeting feeling it was unnecessary, boring, and unproductive, chances are, that meeting was not well planned nor prepared.
We’ve all been there. Swamped with work and still scheduled to spend the day in back-to-back meetings. Leaving people with the feeling they’ve attended a meeting in which they lost their time and focus can do more harm than good. This is a common situation in busy workplaces, which is why is crucial to make the most out of everyone’s time.
But to be fair, meetings can also be very efficient and extremely productive when they are planned right. In business and in project management, meetings are a vehicle of communication and they can be the key factor in kicking off a highly successful project.
A meeting organizer is an efficient way to plan, design, and perform an effective meeting; one that will deliver a positive impact on everyone that attends. In project management, a planning meeting document is a highly useful tool to organize and structure the course of a meeting, avoiding any downfalls by making sure you stay committed to what really needs to be communicated.
Whether you are hosting kick-off meetings, project proposal meetings, or daily stand-up meetings, there are always benefits that can be found upon performing them effectively. For instance:
In order to run effective planning meetings and to see those benefits come true, there are certain guidelines that must be followed. Keep in mind that the more prepared you are, the more productive the meeting and the more efficient your project planning will be. These are the core items you should consider when preparing for a planning meeting.
Whether you’re gathering your team for a short planning session, or rather a long strategic planning meeting, you will be benefiting your everyone’s time thoroughly by preparing upfront. By taking the time to prepare your planning session, you will be taking a productive approach, one that will have a positive impact on your project by keeping your team aligned with your vision, strategy, and overall goals.
An online planning software such as Instagantt can greatly help this process by allowing you to prepare and outline your project’s vision, objectives, critical success factors, and KPIs. Also, you will be able to attach any important data and documents that will help to provide a background for your planning meetings, as well as to move forward with your action plan by listing and scheduling tasks, and assigning them on the spot to the ideal responsible parties.