Project managers are responsible for the successful planning, implementing, monitoring, controlling and finishing a project. They are change agents as they make project objectives and use their specialized skills and expertise in order to work as a team and complete their given project. They are expert in accepting new challenges and taking the responsibility of completing difficult projects successfully. In order to accomplish their objectives, they arrange meetings to discuss what needs to be done for the project as well as to evaluate their past efforts.
A meeting agenda is a business tool that is used by the managers 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 not only keeps a meeting on the right track and ends it on time, but also prevents unnecessary side discussions and distractions.
In order to get desired results from a project managers meeting, its agenda should be properly arranged and managed. Following are the main components of a project managers 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 managers 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.
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 forthcoming deadlines.
Since the importance of a meeting agenda cannot be denied, therefore, it should be created carefully. Follow the above mentioned guidelines to create a project managers meeting agenda, and save your energy and time.
Here is preview of a Free Project Managers Meeting Agenda Template created using MS Word,
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