ICPM

This email address is being protected from spambots. You need JavaScript enabled to view it. This email address is being protected from spambots. You need JavaScript enabled to view it. The International Community for Project Managers
Brought to you by TenStep, Inc.
2363 St. David's Square
Kennesaw, GA 30152
877-536-8434 or 770-795-9097

This email address is being protected from spambots. You need JavaScript enabled to view it.
You are here: Home Blogs Evil Alter Egos: Episode 5: Ms. Meetings
Monday, 18 June 2007 09:47

Evil Alter Egos: Episode 5: Ms. Meetings

Written by 
Rate this item
(0 votes)
We’ve beaten Mr. Genius, Ms. Bellows, Mr. Promise and Mrs. Process.  But what chance do we have against Ms. Meetings?  She is very sweet.  As a matter of fact, she brings donuts to all of her meetings.  And she certainly has a lot of them.  Any time there is a question she calls a meeting.  She has regularly scheduled Status Meetings, Team Meetings, Progress Meetings and Recap meetings.  During testing there is a meeting at 7:00 AM to determine the daily schedule, a meeting at noon to check on status and one at 6:00 PM to review results.  Then every hour on the hour she meets with the individual areas to make sure progress is being made.  She even had a couple of meeting to determine why productivity was so low.

Meetings are like vegetables: good in moderation but a truck load of them could kill you.  If you find you are attending or calling too many meetings consider the following advice.

Make a list of all meetings.  Go through your calendar for the past month and write down all of the meetings you lead or attended.  You may be surprised by the total number.

 Document each meeting’s purpose.  Every meeting originated to fulfill a need.  The sole objective of calling a meeting should not be to discuss, review or consider anything.   You will certainly do those things but meetings need to have a point.  Add focus by setting a goal like “to determine,” “to finalize [task list, assignments, report, etc.]” and “to approve” [change request, deliverable, document, etc.]. 

Eliminate redundant meetings.  Review your list and narrow it down to the unique purposes.  If you have three different meetings scheduled to address testing, you may only need one.  Combine those that have similar purposes.

Combine similar meetings.  If you have two status meetings with the same individuals but for different projects, combine them.  Perhaps it makes sense to have the Issues meeting combined with the Risks meetings.  An effective status meeting technique for mid-level managers is to hold one meeting with multiple project managers discussing their projects as a group.  This eliminates scheduling half hour meetings with each and wasted time between sessions.  It also makes other PMs aware of the efforts, issues and risks colleagues are facing and how they are solving them.

Use other communication methods.  If your meeting is simply to relay information you might be able to accomplish it better by sending well written emails or documents.  To eliminate the need for one of your testing meetings use a collaboration tool, a document on a shared drive or even a project web site that can be updated by the team as they complete each step.

Thus ends our fight against evil alter egos.  I’m sure our super-hero gene will spawn others to plague us in the future, but until then remember: “with great power comes great responsibility” (Uncle Ben from Spiderman).

 

Read 4372 times Last modified on Sunday, 13 December 2009 18:40
Login to post comments

News and Promotions

Keep up to date with the latest happenings by signing up for our newsletter. Subscribe below.

Twitter Update

Who's Online

We have 504 guests and no members online

Got something to say?