This content is from the TenStep weekly "tips" email dated 2017.02.3
Ten Tips for Effective Status Meetings
Reporting status is the minimum expectation for communicating on a project. Team status meetings are a good way to maintain effective communication with the team. There are some simple rules and etiquettes that will make them more production and valuable to the attendees.
- All individual meetings should have an agenda that describes the major aspects of the meeting and the timeframes. Regularly scheduled, ongoing status meetings do not need a published agenda every week if they stick to the same agenda format. Instead they use a "standing agenda" which is understood to be the same for each meeting.
- Someone should document the key points of the meeting. This will be the project manager unless other arrangements have been made. The scribe should recap all outstanding action items, including who is responsible, what is expected, and when the action item is due.
- There should be a meeting facilitator. This is usually the project manager unless other arrangements have been made.
- Make sure the participants know ahead of time of anything they need to bring to the meeting or any advance preparation that needs to take place.
- Only invite the people that need to be there. Others may dilute the effectiveness of the meeting.
- The person who requested the meeting should explain the purpose and the expected outcome.
- The facilitator needs to follow the agenda and watch the time to make sure everything gets covered.
- Take any lengthy discussions offline or to a separate meeting that focuses on these items with the people that are most interested.
- The meeting should focus on items of interest to the entire team. Resist the urge to go around the room to discuss individual status. At any given time, this format engages the person giving a status update, but bores all the rest.
- The scribe or facilitator should recap the notes and any decisions that were made and send them to attendees and other appropriate stakeholders.