Project Meetings Report

by

Ibrahim Emad Farrag

Supervised by

Dr. Mohamed Hussein

Abstract

Meetings are a vehicle for exchanging information, confirming progress, creatively developing deliverables or solutions, making decisions, and growing as a team. They provide a means for collaborative thinking, discussion, and deliberation that is invaluable in getting project work done. Unfortunately, we seem to have a dysfunctional relationship with meetings. We need them, but hate them. However Through intentionally planning, using facilitative techniques, and managing group dynamics, we can transform useless meeting time into productive results. This facilitated collaboration helps people work better together to create the outcomes and project deliverables you need in a focused period of time.

This report is going to first indentify the types of project meetings then we will look into how to make a meeting more productive and efficient, last we will study the meetings in each phase of a project.

Table of Contents Introduction 1 Profile of a Project Meeting facilitator 2 When to Meet—and When Not to Meet 4 Project Meeting Characteristics 5 Types of Project Meetings 6 Information Exchange Meetings 7 Creative Development Meetings 7 Decision-Making Meetings 8 Coaching Meetings 8 Project Meeting Structure 9 Meeting Formality 9 Meeting Frequency 9 Tools for Keeping Meetings on Target 10 Tools for Meeting Preparation 10 The Meeting Preparation Checklist 10 Virtual Meetings 13 Meetings Within Each Phase of the Project 14 Project Initiation Meetings 19 The Ideation Meeting 19 The Strategy Meeting 21 The Project Scope Meeting 22 The Project Charter Concurrence Meeting 23 Project Planning Meetings 24 Project Execution Meetings 28 Project Control Meetings 33 Project Close Meetings 35 References 38