Conduct Project Team Meetings

Use

The purpose of this task is to plan and run the project team status meetings and follow up on the action items. The project manager plans and runs the meeting. He or she fosters a common understanding of the next steps, collects agenda items from the team leads, and assigns action items. The project manager and the team leads collect information on the current status of the various project activities and tasks, and report on the status of the open action items. The project manager monitors the progress of the assigned action items.

The project manager facilitates this meeting, which normally takes place on a weekly basis. The attendants discuss the latest status of the project activities and report on the status of the issues previously assigned to them. Depending on the project size, only the team leads or the entire implementation team may attend.

Procedure

  1. Determine who should attend the project status meeting.
  2. Send written invitations or reminders to people attending the meeting.
  3. Determine the needed information, collect and compile any reports.
  4. Prepare the agenda for the meeting.
  5. Create any necessary summary reports to be presented to the management.
  6. Attend the project team status meeting.
  7. Present individual project team members’ status reports.
  8. Present the project manager’s summary report.
  9. Determine and assign action items to responsible team members.
  10. Verify the time and place of the next status meeting.
  11. Monitor the progress of the action items.