The Project Management Tool Kit, 3rd Edition

COMMUNICATION PROCESS

37

Meetings

	What:	A structured process for planning and facilitating effective meetings.
	When:	Throughout a project.
	Results:	Accomplishment of stated objectives and willing attendance by meeting participants.

Plan the Meeting

Effective meetings require preparation. Begin by defining the meeting objective. Meetings can be costly, so always ensure that the expected results of your meetings are valuable enough to justify them.

Based on the meeting objective, determine:

• Agenda and topics required
• Participants needed and their roles
• Meeting logistics

Create a draft agenda by listing the topics that support the objective. Allow time for starting the meeting and for reviewing, if necessary, any open issues ...