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- Top PMP Exam Questions and Answers for 2020
- Risk Management Strategies
- Roles and Responsibilities of A Scrum Master
- ROM Estimate Vs Definitive Estimate
- Guidelines for Creating and Maintaining a WBS Dictionary
- How to Become a Certified ScrumMaster?
- Top Professional Skills for 2020
- Fast Tracking Vs Crashing
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- What is Scrum Project Management?
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- What Are The PMP Terminologies Relating To Cost Knowledge Area?
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- Agile Coach Vs Agile Consultant
- What is the cost of quality in project management?
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- PMP Certification Exam Preparation Mind Map
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- Role of Earned Value Technique in Project Management
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- Why Should You Conduct Project Status Meetings with Your Team?
- The 7 R’s of Change Management
- What Are The Categories and sources of risk in your project?
- What Is a Network Diagram in Project Management?
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- Residual Risk Vs Secondary Risk
- Impact of the stakeholders on the projects
- Effort Vs Duration Vs Elapsed Time
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- How to Close a Project?
- What Qualifications Do You Need to be a Project Manager?
- Project Management Vs General Operations Management
- Enterprise Environmental Factors & Organizational Process Assets
- What is a project manager?
- Important Questions for PMP Certification Exam
- How is the PMP Exam changing, in 2015 & 2020?
- How To Renew Your PMP Certification?
- The Importance of Having Project Acceptance Criteria in Your Projects
- Tips for PMP Exam Preparation
- What is requirement traceability matrix RTM in Project Management?
- Poor Performance Appraisal? Here are the tips to turn any negative feedback into positive.
- How to build a successful Career in Agile and Scrum?
- Importance of Tuckman ladder model in HR management
- How To Apply For The PMP® Exam In Easy Steps
- How to Write a Six Sigma Problem Statement
- What is a lessons learned document in PMI?
- Perform Quality Assurance Vs Perform Quality Control
- How to Improve Quality Management Consistently?
- Interactive Vs Push Vs Pull Communication
- what is risk management?
- Key Appraisal Questions to Prepare For
- What are the MSP Certifications?
- What Is A Six Sigma Control Plan?
- How to Create a Project Plan in Excel?
- Agile Prioritization Techniques
- Tips to Help Millennials Climb the Corporate Ladder
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- Advantages of PMP over MBA
- Top Successful Project Estimation Techniques
- PMP Examination Preparation – ITTO’s
- Employee Training Rewards That Actually Improve Learning
- Lean principles
- What Does It Take to Become a Successful Agile Coach
- Projects VS Programs
- The Role of Six Sigma in Manufacturing
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- Roadmap to CSM (Certified Scrum Master) Certification
- What are Some Qualities of a Good Manager and Good Leader?
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- Top Free Agile Tools For Any Project Manager
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- The Importance of Work Packages in Project Scope Management
- How to Get Project Management Experience for PMP Certification
- Different Ways to Calculate the Estimate at Completion (EAC)
- What Is a ScrumMaster?
- What is Risk Register?
- Agile Certifications
- Top-down Approach Vs Bottom-up Approach
- Leadership Vs Management
- What is Feasibility Study and Its Importance in Project Management?
- What Is a Project Management Plan?
- The Professional Advantages of the CAPM Certification
- PRINCE2 Vs PMP
- Rita Mulcahy’s PMP Prep and PMBOK® Guide
- What is Project Cycle Management?
- What is Project and Process Metrics?
- PMBOK® Sixth Edition is Here! What Project Managers Should Know?
- CAPM Certification
- Top Project Selection Methods for Project Managers
- Free Float Vs Total Float
- What is Critical Chain Project Management?
- How to Build a Career in Project Management?
- Scrum Master or Product Owner: What Suits You Better?
- Project Documentation and its Importance
- What is Performance Reporting in the Project Management?
- Top Highest Paying Tech Jobs in India

Why Should You Conduct Project Status Meetings with Your Team?
Last updated on 10th Oct 2020, Artciles, Blog, Project Management
The aims and times of the meetings on the progress of the project :
The frequency of these meetings obviously varies depending on:
- the complexity of the project;
- the number of project team members;
- the level of information required by the project owner, by customers, stakeholders, etc.
- from the level of involvement of the project task manager.
Once the timing has been established, it is fundamental for the to evaluate, during the meetings, the progress of each of the following elements:
- Updates of individual activities.
- Progress of the project compared to planning: are we late or early?
- Budget status: are we under or have we exceeded the budget?
- Quality status: are we maintaining the expected quality levels?
- Current or hypothetical problems (such as changes, problems with resources, dissatisfaction with the customer or supplier, etc.).
- Next steps to be taken.
Project status meetings are essential for the Project Manager and must be scheduled periodically.
Thanks to these meetings the Project manager has the possibility to:
- Keep the focus on the project.
- Orient the team to look in the same direction.
- Report to the company management clear and updated information on the progress of the entire current project.
Unfortunately, too often these important meetings are ineffective and fail to bring benefits to the project in the intended way.
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The most common reasons why project progress meetings turn into a waste of time:
There are some recurring reasons why project status meetings fail. Here is a list of the most frequent:
- Unclear or even missing agenda.
- Team members not adequately prepared for the meeting.
- Inability to manage the time during the meeting.
- Inability to maintain focus on the subject matter of the meeting.
- Absent or ineffective feedback from team members.
Unclear or even missing agenda :
When Project status meetings doesn’t have a previously defined and shared agenda, they will inevitably become unclear and ineffective.
Without a roadmap that marks the road, the meeting is easily dispersed and time is often misused or even lost.
In addition, team members will not be able to provide effective feedback as they are not prepared to face the meeting.
The purpose of a project status meeting is to obtain an update on the status of activities, identify problems and so on.
Therefore It’s essential that team members prepare themselves on time and collect specific data before the meeting to be prepared to answer certain key questions.
Without specific predefined objectives, the meeting will not bring any benefit.
Team members not adequately prepared for the meeting :
It often happens that some team members do not perceive the importance of the meeting and think that all they should do is just show up and attend the meeting.
Unsupported feedback can delay the resolution of the problem, causing frustration and delays in the project itself!
Inability to manage the time during the meeting :
“Even today an interminable meeting …”.
This is the classic phrase that the team members, exhausted, exchange each other out of the meeting room.
If the time is not managed properly you will get three boomerang effects:
- Team demotivation.
- The need for a further meeting on the same topic.
- The possibility of arriving at hasty and ineffective decisions.
Team members may try to skip the meeting by perceiving it as a waste of time.
Once team members begin to miss project status meetings, the overall effectiveness of this tool is bound to deteriorate inexorably
Inability to maintain focus on the subject matter of the meeting :
Closely related to the previous one, it is the inability to stay on the pre-established tracks.
This incapacity is very frequent.
In fact, participants often tend to digress, considerably reducing the time dedicated to the purpose of the meeting.
Thus we arrive at the crucial issues with little time available, often taking decisions of poor quality dictated by haste.
Absent or ineffective feedback from team members :
One of the most difficult tasks of a project manager is to deal with several different personalities within the team.
The most aggressive personalities tend to dominate project meetings, while the more passive types tend to contribute much less to the discussions being much less talkative about their views on a given problem.
We all know the saying that the creaking wheel gets more oil and that’s what often happens during project meetings.
Sometimes a project manager or team leader will be overly influenced by a team member with a more aggressive personality.
When some team members dominate while others sit passively (without providing critical input on a problem), the quality of decisions taken by the team suffers.
Another big problem with this dysfunction is that the project manager often develops a distorted view of some fundamental project problems because one or two team members express very strong opinions.
Such opinions may not be representative of the group at all, but without a balanced response from another team member, the project manager may conclude a progress meeting with an inaccurate view of the team’s views on a particular issue.
Conclusion :
Project status meetings are a key tool in the project manager’s toolbox.
Unfortunately, a few project managers have adopted methods and techniques to ensure that these sessions are concise, productive and valuable.
Too many project managers assume that a project status meetings means sending an invitation to the meeting and simply showing up.
Project status meetings require a lot more!
The good news is that when project status meetings are effective and efficient, the results are huge!
The productive meetings on the progress of the work:
- increase the morale of the group.
- Provide comprehensive information on the status of the project.
- Discover potential risks.
- Provide a forum for the timely resolution of problems.
- Encourage the sharing of relevant information among team members.
Finding the best time to plan a meeting on the progress of a project is very important.
It may be obvious, but it’s not just about finding a day when the team is available, it’s about finding a day when none of your colleagues have important deadlines, scheduled appointments or high-priority activities to close.