A project team is responsible for the successful planning, implementing, monitoring, controlling and finishing a project. It makes project objectives and uses its specialized skills and expertise in order to work as a team and complete its given project. Each member of the project team has specialized skill/s in certain field that are necessary in completion of a particular project. A project team as a whole is generally expert in accepting new challenges and taking the responsibility of completing difficult projects successfully. In order to accomplish its goals, the team arranges meetings to discuss what needs to be done for the project as well as to evaluate its past efforts.
A meeting agenda is a business tool that is used by the management in order to run their meeting effectively and efficiently. It is an important tool that gives the participants of the meeting an outline for topics that will be under discussion in the particular meeting. A meeting agenda keeps a meeting on the right track and ends it on time, as well as prevents unnecessary side discussions and disruptions.
In order to get desired results from a project team meeting, its agenda should be properly arranged and managed. Following are the main elements of a project team meeting agenda:
- Meeting objectives
- Project action item reviews from last meeting
- Schedule review minutes
- Work completed
- Planned work for next two weeks
- Risk management
- New action items
- Next meeting date and location
List the attendees and the time selected for the meeting at the top of the project team meeting agenda. Before adding the current topic/s of the meeting agenda, start with reviewing the minutes of the previous meeting. The minutes are a summary of who attended the meeting, what was discussed, and what decisions were made. Look for any agenda topics that meeting participants were assigned to follow-up on and include a review of those outstanding issues with updates on their current statuses as a first agenda topic.
Here is preview of a Free Sample Project Team Meeting Agenda Template created using MS Word,
After adding the meeting topics, it is important to add a time limit to each topic on the agenda and strictly follow it so that all the topics can be discussed and the meeting could close on time. If meeting attendees are required to prepare reports and/or updates on certain topics prior to meeting then send out the meeting agendas ahead of time, i.e. one week before the meeting or at least a minimum of two days before the meeting.
Keep in mind that using bullet points in each section of the agenda helps in outlining the important areas of discussion as well as the expected results, which is commonly known as meeting minutes. Moreover, reserve some time in the meeting agenda for meeting participants to bring forward their own project related issues to discuss in the meeting. At the end of the meeting, a brief review of new outstanding issues allows meeting attendees to remember them. Also, this is the time to announce any other meeting or upcoming deadlines.
The importance of a meeting agenda cannot be denied, therefore, it should be created carefully. Follow the above mentioned guidelines to create a project team meeting agenda, and save your energy and time.
Here is download link for this Project Team Meeting Agenda Template,