10 Steps to the Perfect Project Meeting

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The author spent the first part of her career working in IT and IT Project Management in the oil industry and investment banking on complex global projects involving the management of outsourced project teams. She now runs a digital marketing company with particular expertise in technical SEO and Content Marketing.


I was in a meeting earlier this week that was typical of so many project meetings I have attended. A rough agenda had been drawn up by the person chairing the meeting but no-one else had seen it before the meeting started so we didn’t quite know what to expect. And one person was allowed to dominate the conversation so we didn’t really achieve anything (but I don’t know what we expected to achieve anyway as no objective had been stated).


Unusually it didn’t drag on too long as the meeting room had only been booked for half-an-hour and another group were at the door before we had concluded the meeting. I, for one, left with a sense of dissatisfaction and it made me think about how the meeting should have been run.

So here are my 10 steps to a perfect project meeting:

  1. Agenda: Write a detailed agenda and send it out to all participants before the meeting so they have time to read it and gather any information they may want to bring along.
  2. Purpose: Inform everyone of the objective of the meeting in advance and tell them again at the start of the meeting. Remind people during the course of the meeting if the conversation is losing direction.
  3. Agreement: At the end of each agenda item do a quick summary and seek everyone’s agreement on the issue.
  4. Distractions: If issues are raised that are not on the agenda then you must defer them to another meeting and stay focussed on the purpose of the current meeting.
  5. Domination: Don’t allow one individual to dominate the discussions. If necessary, interrupt anyone who is doing this and remind them of the need to allow everyone the opportunity to speak.
  6. Opinions: Many people are unwilling to speak out at meetings but actively encourage opinions from all participants in order to get a broader view on all the issues being discussed.
  7. Boredom: The signs of boredom are easy to spot and start to crop up as meetings approach an hour long. Keep the meeting to no more than an hour wherever possible to prevent tedium setting in.
  8. Actions: Draw up an action plan during the meeting showing who is responsible for each action raised and the date by which it must be completed.
  9. Summary: Summarise what has been achieved at the end of the meeting (and if you have followed these steps then you will have achieved something).
  10. Minutes: It is important to have a written reminder of what was discussed, agreed and accomplished at a meeting so send out the written minutes and action plan as soon afterwards as possible.
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Project management has developed into a fully-fledged chartered profession since the granting of the Royal Charter in the UK to The Association for Project Management (APM) in 2017. Training courses for project managers were already available and highly popular to help people gain professional project management accreditation, but with this wider recognition of the profession it is now seen as a desirable career path for many. Whilst the APM has the coveted Royal Charter and continues to develop its APM PMQ (formerly the APMP) programmes, there are also other internationally recognised qualifications that continue to be highly regarded such as PMP and PRINCE2.

Organisations have become increasingly project-focused in this era of rapidly emerging new technologies and they value the expertise that comes with experienced and fully qualified project teams and managers. By investing in their project management capability businesses can be confident of delivering their new projects in time and on budget more often and more successfully. Many major corporation are now training their people to have the right project management qualifications as well as relevant experience, through internal Learning & Development (L&D) programmes; or by using external project management training providers.

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