One of the most important parts of any project team is the meeting that occurs before the project starts. This meeting is known as the project team kickoff meeting. It is usually done the day before the project begins, so team members will be fully aware of what to expect and can plan their days accordingly. The kickoff meeting is always formal; it may be held in one room at the project office, or it may be held in another area such as a restaurant. Regardless of the venue, it is an important meeting that kicks off the project and provides an opportunity for project team members to discuss any upcoming actions.
When planning your project meetings, it is important to start with an agenda. The project team agenda will include all of the team meetings that have been planned for the project and any special meeting that will be held before the project starts. Make sure you include all meeting minutes so that everyone understands what happened at each meeting. If there will be more than one meeting, consider creating separate agendas for each meeting so that nothing is forgotten or overlooked. You should also ask your project team members to note down any issues or questions they may have. This will be very helpful in tracking progress throughout the project.
Start the meeting with a project team meeting brief. Review the project budget and review all the project team members involved with the project. Each team member should have enough time to speak so that they are able to give you an honest opinion. At this point you can decide if the project is moving along according to your timeline, or if any issues should be discussed so that solutions can be identified.
Continue with the project manager opening remarks. Mention any details that are of importance to the project. This includes details such as why the project is taking place, what the main purpose is, what will be done and when, and anything else that you think is pertinent to the project. Next, present the project schedule or a short list of tasks for the project team to work on. You can use graphs, charts, or other visual aids to show the project progress.
Now it is time to go into the meeting minutes. Simply write down the project team meetings and their outcomes. Go over the agenda one more time to make sure there are no items left that should be brought up again. Record the minutes and then state whether there is anything else that you need to add.
In the minutes of the last meeting, it is possible that you will have to ask your project manager to sum up the meeting. You can use a project team meeting agenda template to help you out. Most templates will require the project name, project manager name, and meeting summary. These items are important and need to be included in the meeting minutes. Also, they will allow you to easily jump to the next item on the agenda.
It is a good idea to include a project summary to the minutes. This is very important as it shows the project manager what was discussed at the meeting. A brief project summary will let the project manager know what was discussed in the meeting and how long it took. The project summary should also mention any issues or other concerns that were brought up during the meeting. Then, it is time to make any adjustments before your next meeting.
When the project is complete, review the meeting minutes. Any items that don't apply will need to be added again. Review the meeting agenda and make sure there are no items left that should be addressed again. Review the project team members that were involved with the project and give them a thank you note.