A project manager can establish a meeting schedule for their project. This will help them to establish a routine and encourage team members to meet regularly to move the project forward. It is important to find a balance between the time and who you want to include, as well as how often you should meet.
A recurring meeting series reserves the same day and time on calendars for a group of people over a time period for them to meet for a certain purpose. This requires planning and more than just sending out invites.
How to Implement a Meeting Calendar
To help you plan a meeting, think about the project.
What kind of meetings are required?
Who are the key people to include or invite as an optional for visibility?
What is the best time to meet up and how often?
Consider the length and complexity and the purpose of the meeting, as well as the size of the team. These meetings can include any of these types and frequencies:
Weekly or bi-weekly meetings for team members to review progress, blockers, and next steps.
If there are many moving parts and high levels of technical development, a daily team stand-up might be appropriate.
A monthly status update with the leadership is a great way to keep them informed at a high-level, make decisions about key milestones and issues, and to align details around scope, budget, and resourcing.
One-off meetings to connect to an individual or group to check up, educate, brainstorm or build a team.
Continue reading: How to read the room as a project manager
Remote Teams: Meeting Cadence
Remote team members can present unique challenges when managing a project. Timing is crucial, as this is how teams communicate face to face. Remember that they likely have many meetings to attend for other purposes. You could be delaying or minimising communication opportunities, unintentionally slowing progress, and teams may resort to working in silos rather than collaborating.
If you have too many meetings, you can lose engagement with people who are multitasking and don’t give you their full attention when working in a waterfall model.
An easy way to create a meeting schedule with remote teams is to modify the meeting format. One person, or a panel, could speak to a larger group or host an open discussion. It is also important to determine roles — such as who will lead a meeting and who will take and share notes. Who will make decisions and give feedback?
Establishing a meeting time for remote teams has many benefits:
Regularly scheduled meetings to keep everyone connected and moving forward.
It is important to identify and resolve problems early and have the right people available to discuss solutions and options in real-time.
The team can report on the progress of ongoing work, identify problems, and provide feedback and ideas related to specific work items.
People who need help or are stuck can be offered assistance.
Meeting Cadence Template
Start with a basic template that includes an agenda and make notes during the meeting.
The complete list of attendees
The date and the time
The purpose and the goal of the meeting
The topics discussed
Who makes the decisions and who needs to make them
Next steps
Q & A
The agenda can be included with the meeting request. It can then be presented in a format such as PowerPoint, a shared Google Doc, or in a program such Confluence.
Continue reading: Top Remote Working Software and Tools 2021
Tips for Creating a Meeting Calendar for Project Teams
Project managers can help give projects the best chance of running smoothly by providing some well-thought-out details and pre-planning.