“Perfect” project meeting template[1]

Teamwork and project management skills:

Key issues for RCMP personnel

December 15, 2017 | François Chiocchio [PhD-PMP-CHRL]

MEETING INVITATION

You are invited to a meeting for (project name). Your participation in this meeting is important because “ABC” and the need to make a decision on “XYZ”. Prepare thoroughly so that you can describe in no more than 2 minutes what you did since the last meeting, what helped or hindered your progress and what you understand you next steps are.

Meeting date / place ______

Meeting Chair[2]______

MEETING AGENDA[3]

  1. Purpose of the meeting
  2. This 45-minut project meeting is necessary and important because of “ABC”
  3. As such we need to make a decision on “XYZ”
  4. Project progression (everybody one-by-one)
  5. Given my role and responsibilities (insert mini description)
  6. What I achieved since the last meeting
  7. What helped[4] or hindered[5] my progress (e.g., time, resources, information, energy, collaboration)
  8. What I understand I need to do next
  9. Stakeholders pulse
  10. Who met with who and why?
  11. What was the result of the meeting?
  12. What adjustments – if any – are necessary?
  13. Who should be informed?
  14. Project management
  15. How are we doing in terms of timelines, costs, scope and quality?
  16. What adjustments – if any – are necessary?
  17. Who should be informed?
  18. Observations from the devil’s advocate?[6]
  19. Team management
  20. How are we doing in terms of process, affect, roles and leadership?
  21. What did we do well that needs to be maintained?
  22. Is there anything we need to do better?
  23. Observations from the devil’s advocate?6
  24. Ambiguity management
  25. As a team
  26. Is our decision-making process clear, fair and efficient?
  27. Is the decision we need to make clear?
  28. Given what was discussed, what is our decisionregarding “XYZ”?
  29. As an individual (everybody one-by-one)
  30. iii.Given what was discussed, what do I commit to achieving[7]in time for the next meeting[8]?

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[1] This template was created by RCMP personnel during the workshop and edited slightly by F. Chiocchio.

[2]The role of the chair is to make sure the goal of the meeting is achieved. The chair does not have to be the authority figure; in fact, it can be rotated among team members.

[3] The chair should monitor discussions and firmly redirect when the meeting is slowing down or going nowhere. While all issues need to be addressed, not all issues raised during the meeting need to be resolved during the meeting. The chair is in charge of making string suggestions as to which issues will be addressed between meetings or become a specific point to address at the next meeting. As long as people do not feel dismissed and the meeting progresses towards its goal.

[4] People should systematically underscore success.

[5] Keep in mind to discuss later during points 5 and 6.

[6] This role can be played by different people from one meeting to another.

[7] A public, clear and specific commitment is powerful and binding. It also helps confirm and/or clarify roles and responsibilities.

[8] This is what individuals will address in 2.a.i at next meeting.