The Significance of Project Follow-Up Meetings
Ever contemplated what are the tools for monitoring a project? If yes, then you need to start by researching about the project monitoring tool that would be most useful in your role.
The many kinds of meetings conducted between internal and external stakeholders are an essential part of every project.
This is particularly true for Agile groups. Meeting formality, frequency, scheduling, and duration vary depending on project management style, project life-cycle stage, meeting purpose, and significance, among other factors.
For example, in plan-driven projects, a more formal progress review meeting among key decision-makers may be conducted once every two weeks. At the same time, team members may meet daily to address problems.
Project follow-up meetings allow project managers to keep track of the project's progress via status updates from team members
Project status meetings allow project managers to evaluate the information gathered from team members. They assist project managers in evaluating what has been achieved to date and comparing it to the activities that have been scheduled. They enable project managers to evaluate existing issue areas and project risk areas and communicate important project information and get an immediate response. These project status meetings help solve communication that comes from the assumption or perception that ‘everyone understands what's going on in this project.’ Because they are preoccupied with their duties, many team members are unaware.
Project follow-up meetings help discuss the status of the project as a group and brainstorming solutions.
Project status meetings may be used to evaluate project status information gathered from team members properly. On the other hand, project managers may get the most out of such sessions if they can utilize the group's collective knowledge to solve issues. Meetings like this should be utilized for more than simply gathering information and reviewing it.
If you can discuss ideas as a team and evaluate the progress, these sessions may bring significant value to the project. This allows project managers to verify that all the team members who have assembled in the meeting room are receiving accurate information and are working together to resolve issues.
Project Follow-up Meetings Assist Project Managers in Establishing Accountability and Transparency Throughout the Project
Meetings to evaluate project progress may take many forms, including in-person meetings and conference calls. However, you must have project status review meetings in which all team members are present at the same time.
This contributes to the project's accountability and openness. If team members know they will have to acknowledge their lack of progress in front of their peers, they will be more driven and be sure to finish their duties on time.
Summarizing, creating agenda, documenting meeting minutes, and creating an action plan isn’t enough to get things moving. When the participants return to their desks, what occurs after the meeting determines how far the discussion topics and action items go. Because the participants are engaged in their day-to-day activities, the action items are pushed down on their to-do lists or perhaps omitted entirely.
The action manager becomes preoccupied with personal and professional duties, the environment in which they work changes, new tasks emerge, and priorities shift, causing the action items to be delayed in execution.
The project manager must be agile, since he is responsible for ensuring that everyone in attendance understands the significance of the action items and is working toward a shared goal. It's critical to spell out the expectations for each action item (determining the agenda), including a clear explanation of the expected result, due dates, and responsibilities. Once the choices have been made, the buy-in of the participants or people are critical.