USING PROJECT MEETINGS AS SUCCESSFUL COORDINATION TOOLS

For project meetings to serve as communication and coordination tools they have to achieve the following goals:

- Inform project members

- Provide opportunities to contribute expertise and knowledge

- Achieve agreement and support for the outcome

To attain these goals this article has focused on three aspects of meetings:

1. A well-defined purpose

2. A tangible outcome

3. A comfortable and supportive atmosphere

All three are important for successful and effective communication. Defining the purpose of a meeting and the work products that result from it will sharpen the content. Creating the right atmosphere for the meeting helps participants to focus their attention. No matter whether the purpose of the meeting is to exchange information, make decisions, or solve a problem, people need to feel comfortable to participate.

Once the purpose of the meeting has been identified, the deliverables have been defined, and the atmosphere for getting work done in meetings has been created, one can watch for indicators that signify it is happening. One can look for tangible evidence that work is coordinated, decisions are carried out, and solutions are implemented. It will also be noticed that people are on time for meetings, that they are fully engaged during meetings, and that they ask to hold meetings to get their work done.