by Amanda Dcosta

Created on: February 20, 2011   Last Updated: February 23, 2011

Project managers have the task of not only planning and managing a project but also being a key team player with strong leadership qualities.  Much of what the project manager does determines the continuity or success of a project.  While he or she may have to control the project and make important decisions, every team member has an equally important role in fulfilling their respective tasks.  In order to co-ordinate tasks, the project manager conducts meetings to ensure a common sharing of information, updating with instructions and also keeping track of the requirements and fulfillments of each department.

With most meetings that are conducted, the project manager has to help the project team prepare for a meeting.  This is done to ensure that the entire team is on the same footing and that the meeting can proceed smoothly. 

1. Inform project team about meeting in advance:

An efficient project manager should know when to let each department or project team member take an active part in being prepared for a meeting.  Make the announcement early enough for members to plan other tasks accordingly and keep time for the meeting.  It should be done in such a way that it does not affect the overall functioning of the project. 

2. Inform team members about required data

One very important way to prepare project team for a meeting is by informing each department / member in advance about the information that has to be gathered and shared, or data that might have to be submitted in writing.  This could include research and feedback about a particular topic or it could be reports, files, registers and documents of finances, resources, technical matter, manpower, etcetera.  Having the information ready on time, not only makes a meeting successful, but it also saves a lot of time that is otherwise wasted on assumptions and speculation.  Team members should be given the benefit of being prepared in the event of a meeting. 

3  Have an agenda

It is vital that the person chairing the meeting should have a fixed agenda to direct the course of the meeting.  There should be a pre-set order of the list of speakers, contributors or team members that have to be active and prepared for the meeting.  Members should not be taken off-guard as far as possible.

4.  Stick to a fixed time

Efficient meetings are those that run on time and without delays that interrupt with other project activities besides the

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