Photo by Will Scullin, Creative Commons

Better status meetings

Status meetings are like exercise – everyone should participate, but it’s tough to get motivated. In most companies, these meetings are dreaded events that most folks would do nearly anything to avoid. The Project Manager is not always a fan either. She’s constantly searching for any way to make these meetings better, faster, and more productive – including not having them at all!

In many companies, status meetings are part of the culture. So, we hold them. And avoid them. So, how to make these meetings more bearable? Here’s a portrait of a well-run status meeting.

Same day, same time, same place

Try to have the meeting on the same day and the same time and in the same room if possible. Many of our meetings include teleconferences, so don’t change the number unless you absolutely have to.

Agenda required

The top of the agenda includes the meeting logistical information and includes who’s been invited. The body of the agenda includes each topic covered and how long to spend on the discussion. I usually include the meeting notes from the previous meeting at the bottom of the agenda. Send this agenda out at least 24 hours before the meeting.

The meeting begins

Every meeting should start on time. A good trick here is to schedule your meeting for 5 minutes after the hour. If meetings in your company tend to start and end at the top of the hour, this gives folks a few minutes to get to the meeting without being late. Finish on time as well. Use the agenda to guide you through the topics and stay on time as much as possible.

Meeting protocols

Have a set of agreed-upon rules that everyone lives by, such as no side conversations, technology left in pockets, no yelling. If you can, post these items. Appoint a note taker. Their job is to catch the main themes of the meeting and capture the action items. These are the notes for the meeting.

Let folks have their say, but don’t let them over-share. This isn’t the complaint forum or design meeting. Keep it moving!

The end

A few minutes before the end of the meeting, check in with your group and make sure everyone knows who has what action item and when it’s due. Check in with the note taker and ensure they have the list. Ask if anyone else wants to add anything to the notes. Thank everyone for attending and close the meeting. I often remind folks when the next meeting is scheduled.

Final thoughts

As a project manager, you should know what the status is before folks enter the room. This meeting is about communication and teamwork, not rehashing product design.  Keep the meeting moving and table anything that doesn’t fit the agenda. Encourage folks to set up their own meetings to fix problems. Keep status meetings as short as possible and still give everyone a chance to hear the news.

Need more tips on status meetings? Get our free report: 4 Tips for a better project status meeting – and three guidelines you’ve forgotten.

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Any tips – use the comments below.