How to Run Project Management Team Meetings Effectively

Adriana Girdler

Best Tips for Running Project Team Meetings as a Project Manager Nothing is worse than a bad or unproductive meeting… ESPECIALLY on a project! When …

Best Tips for Running Project Team Meetings as a Project Manager

Nothing is worse than a bad or unproductive meeting… ESPECIALLY on a project!

When you’re running a project, you’ve got no time or energy to lose. It’s a lot of work and the last thing you need is unproductive meetings that only lead to frustration within your team.

So, how can you ensure you run effective meetings EVERY TIME as a project manager?

Here are a few key tips on how to Run Project Management Team Meetings Effectively:

1. Identify the Type of Meeting

This is the first step you need to take to run a really productive and effective project team meeting.

Too many times, people don’t actually know why they’re meeting. They might have an agenda, but it gets off topic quickly.

Understanding the purpose of your meeting helps you tremendously when it comes to planning, preparing, sending out a pre-read, figuring out who needs to be there, and staying on topic at your meeting.

So, make it a priority to understand why you’re calling that meeting and what exactly you’re hoping to get out of it.

Throughout a project life cycle, there are different points in time where your meetings will take on a different purpose. Some examples of project meeting purposes could be brainstorming, getting approval, or even issue resolution. Understanding those underlying purposes as to why you’re calling the meeting will help you ensure that the meeting is focused and productive.

2. Prepare & Plan

After knowing your purpose for the meeting, you need to prepare and plan for it.

You may have to create a pre-read, get information from other people, create an agenda, determine the length of your meeting, and send your agenda out at least 48-72 hours before the meeting.

One thing I love to do is highlight the purpose of the meeting in my initial email invite with a little note that says “agenda to follow soon.” This ensures that people know what the meeting is for, they know that more information is coming, and they are more likely to accept it immediately.

More Tips on Running Effective Project Meetings

There are a few more tips you should know when it comes to running super effective project meetings. Head over to YouTube with me because I created a video going a lot more in-depth on these tips and more so that you never again have a time-wasting meeting.

If you want even more project manager tips on every aspect of managing a successful project, make sure you check out my SLAY Project Management course where I give you all the templates, tips, and techniques to implement if you want a 100% project success rate going forward.


Thanks For Sharing!

Photo of author

Adriana Girdler is a project manager, productivity specialist, entrepreneur, professional speaker, facilitator, visioning wizard, and author. As President of CornerStone Dynamics, Adriana is one of Canada’s prominent business productivity and project management specialists—helping both individuals and businesses do what they do, only better. She is a certified master black belt lean six sigma with over 20 years’ experience improving how companies work.

She also holds both PMP (project management professional) and CET (certified engineering technologist) designations. She’s a Tedx speaker, as well as a HuffPost and Thrive Global contributor. She has been interviewed on Global, CBC, CTV, CHCH, 680News Radio, Newstalk 1010, Sirius XM and published in the Globe and Mail and numerous industry magazines. WANT ADRIANA'S FREE ONLINE TRAINING? In 45 min, learn Adriana's 5 project management secrets she use on EVERY project. Sign up for the Free Webinar here: THE FAB FIVE FUNDAMENTALS OF PROJECT MANAGEMENT

SLAY Project Management

Online Course

5 Sections and 24 step-by-step HOW TO Videos! The only 5-hour on-line course that teaches you the PRACTICAL side of project management. This course will guide you step-by-step on HOW to successfully run a project and provides you with all the templates and tips you need to be successful.

Fab 5 Fundamentals

Free Training

Are you striving for successful projects, but get overwhelmed figuring out what elements of project management to focus on for the best results? In the Fab Five Fundamentals of Project Management, you’ll learn the five things you need to do on EVERY project to bring it to success.

Why Projects Fail?

Free Download

If you're new to projects or need a refresher, here's a guide of all the things I learned during my journey. Project success is about knowing how to navigate and stay clear of roadblocks, issues and problems. Understand the top 10 reasons why projects fail and how to avoid them.

Interested In Working Together?

We are business productivity experts. Contact us to learn how we can help your business become more efficient and increase profitability.

Join Our Newsletter

Join over 50,000 subscribers. Get the latest and the best in project management information delivered straight to your inbox.

Follow Us