Tips for Coordinating an Effective Project Meeting

Young business partners sharing and discussing ideas at meeting

“You know, when I sit in meetings and things are very tense and people take things extremely seriously and they invest a lot of their ego, I sometimes think to myself, ‘Come on, you know, there’s life and there’s death and there is love.’ And all of that ego business is nonsense compared to that.” — Christine Lagarde

I’ve attended both productive project meetings, and meetings that basically wasted everyone’s time. When I got to thinking what makes the difference, it always comes down to preparation. When the person calling the meeting puts in the time to prepare, the meeting goes well. And when they don’t… things just fall flat.

Yet, project meetings are a necessity and can be an efficient way to ensure that everyone working on the project is on the same page. Attendees might include the client or their representative, the website development group including the web developer, the copywriter, and a graphic artist. Depending on the scope of the project, others in attendance might include representatives from sales, customer service, marketing, and production.

It’s difficult (and sometimes near impossible) to keep everyone on topic during a larger project meeting.

To help ensure your next meeting stays on track and helps increase everyone’s productivity, consider following these key tips:

Invite essential team members only — Nothing is worse than sitting through a meeting that has little to do with your job responsibilities. Avoid unnecessarily taking up others’ time by ensuring your attendees are only those with a vested interest in your meeting’s topic. For example, if the meeting’s purpose is to lay out the design of a landing page, certainly the graphic designer and copywriter need to be present, and perhaps someone from marketing, but does a sales representative really need to be there? Fewer people in attendance will also mean less time discussing and answering questions — which will help keep your meeting moving along.

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John Torre

I reside in North Brunswick, NJ, with my wife, Lynn, and daughters Kasey, Jaclyn, and Shelly. We also have a 110 pound, lovable Rottie named Leo that keeps us on our toes! When we're not hard at work we enjoy spending weekends at our bungalow down the Jersey shore, or take extended trips to Walt Disney World as members of the Disney Vacation Club. For kicks, I draw on my dominant "right-brain" and play guitar in classic rock and blues bands, act for local plays and independent productions, and enjoy writing creative fiction. I'm a published author in short fiction and stage plays and a graduate of a local community college's Commercial Writer's Certificate Program. After graduating from the program I was selected as an instructor and taught "Science Fiction, Fantasy & Horror" writing for 8 years. I enjoy many fine relationships I made with my students to this day.

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