August 27, 2014
How many attendees at your project status meetings LOVE to be there? If your answer is more than a couple, you may have missed your calling as a public speaker or a stand-up comic!
The reality is that status meetings are remnants from the pre-Internet days when it was 1. Impossible to keep everyone abreast of everything going on around a project or team without getting together in person or on the phone, and 2. Before virtual teams existed.
I’m not saying that all meetings should be eliminated, but I am challenging you to think twice before scheduling your next “status” meeting, especially if it’s with a larger group.
People today are really busy. It is a real challenge to get everyone to attend a meeting at a set time and stay engaged without multi-tasking. Technology can help you to overcome this, but are you truly embracing it?
Email has helped project managers, but social media in our personal lives has showed how real-time, synchronous communication is way more effective in group communication situations compared to a bunch of reply-all email threads.
However, Project Managers continue to schedule these recurring team meetings that everyone is expected to attend, even though most individuals are only responsible for (or are interested in) a portion of the meeting.
If these types of meetings are common for you, be careful. What you’re doing could actually be viewed as selfish by your team. Think about it… you’re putting people in a situation where if they don’t attend, they look like they are not a team player. But if they do attend, they feel like they are wasting their time. Is this a possible reason why some people don’t love coming to your meetings?
It’s time for you to investigate how new collaboration tools can help project managers become heroes. How? By facilitating better on-going communication in between meetings that keeps everyone updated while surfacing the most critical topics for when you actually do meet (hopefully less frequently!).
The key is giving the team a central place to stay updated and contribute in an easy way, whenever each individual is available. This central place automatically becomes a repository of communication that gets organized in the context of topics, tasks, and events.
File sharing is a breeze too, especially with people outside your company that previously took an act of congress from IT to get them access to your project’s files. And when these “outside” people are your clients and you’re now making it easier for them to engage with your project? Well now you’re differentiating yourself from the competition.
Check out our latest eBook on making collaboration easier to learn more: