1. Set the Meeting Objectives:
Before getting into any of the details, it’s important to define the objectives of the meeting so that everyone can be on the same page. At this stage in the project, these objectives might include outlining the project timeline, agreeing on roles and responsibilities for team members, and defining what success looks like.
2. Introduce Stakeholders and Team Members:
At this stage, it’s important to introduce everyone involved in the project and ensure that everyone knows who they are working with. This can be done by introducing each team member and discussing what expertise they bring to the project. It’s also a good idea to agree on communication protocols at this point, such as establishing how often you plan to meet or touch base over the course of the project.
3. Review Project Scope and Deliverables:
This is when all stakeholders should review any existing documents related to the project—such as a scope statement or business requirements document—to make sure that everyone has an understanding of what needs to be accomplished. It’s also important to define any metrics for success and discuss how these can be measured.
4. Establish Roles and Responsibilities:
Before getting into the details of the project, it’s important to establish who will be responsible for what tasks or deliverables so that everyone knows what they need to do in order to ensure successful outcomes. It’s best practice to assign specific owners or leaders of each task/deliverable so that there is clear accountability and communication protocol if questions arise.
5. Confirm Day-to-Day Communication Protocols:
Having a strong communication protocol in place is essential for successful projects; this means agreeing on when regular check-ins should happen, how questions or concerns should be raised, and who is responsible for addressing any issues that arise along the way.
6. Cover Logistical Points and Questions:
This section of the meeting should involve getting into the nitty-gritty details such as confirming deadlines, discussing any potential roadblocks, and reviewing any resources that might be needed to ensure successful outcomes. It’s important to make sure all stakeholders are aware of any potential risks or challenges associated with the project so that they can plan accordingly.
7. Assign Action Items and Next Steps:
At this point in the meeting, it’s time to assign action items to each team member and agree on a timeline for completion. This helps to keep everyone organized and on track throughout the project.
8. Capture Meeting Notes and Agreements:
Having a record of all the topics discussed during the meeting is essential in order to keep everyone up-to-date on progress and ensure that everything is documented properly. Recording notes and agreements helps to create a paper trail, which can be referred back to at any point during the project if needed.
9. Schedule Next Meeting Date/Time:
It’s important to establish when you plan to meet next in order to review progress—this could be as often as weekly or biweekly depending on the size of the project. Scheduling regular meetings also helps keep everyone accountable for their tasks and keeps the lines of communication open between team members.
10. Celebrate Successes, Identify Challenges and Discuss Solutions:
At the end of each meeting, it’s important to celebrate any successes achieved so far and identify any potential challenges before discussing solutions. This helps to keep everyone motivated and on track throughout the project timeline.
11. Follow-up with Participants and Clarify Action Items as Needed:
Once the meeting has ended, it’s important to follow-up with all participants and clarify any action items that were assigned so everyone is on the same page. This can be done through email, text message, or even a quick phone call to make sure everyone knows what they need to do moving forward.