Vous dirigez une réunion d’équipe de projet informatique. Comment pouvez-vous vous assurer que c’est un succès ?

First of all, I'm gonna make sure I'm not blaming anyone for the issues in the projects. Instead, I'll be looking for solutions to fix the issue, along with clarity and supportiveness for the team members having difficulties doing their tasks.

Setting the agenda should be top priority. Project conversations can easily go off the rails, it’s important the the project lead keep the conversation within the scope of the engagement

To lead a successful IT project team meeting, focus on setting clear objectives, engaging the team, staying organized and on track, facilitating effective communication, and following up while fostering a positive atmosphere.

Doing business with fun, is the shortest way to grantee the success. Getting rid of boring meeting, triggering all the attendance to engage, giving more time to fire the interaction, sharing ideas and suggestions will lead to a complete understanding and good awareness level for all team members, what should be done?, and how long we have enough time to do it?. alignment with time scheduled for the project, giving spare time for risks and obstacles, we could reach a client satisfactory level by applying such positive atmosphere.

Clarity is important when leading tasks. Create a roadmap for every member of the team to understand the project and to break it down into tasks everyone is assigned to. Every team member should understand their role and responsibilities in getting the project done.

The best meetings are the shorter ones that get to the point. Be respectful of everyone's time by not having long meetings. Most team meetings can be conducted in under 30 minutes with time to spare. If all the topics are covered and you still have 10 minutes left, end the meeting and give the time back to the participants. They are busy enough as it is and will appreciate getting their time returned to them.

"In my experience, time management is the cornerstone of any successful IT project meeting. By setting clear time limits for each agenda item, you create a structure that keeps the meeting focused and on track. It's important to be flexible but also firm in guiding discussions back to the agenda when they stray. This not only shows respect for everyone’s time but also reinforces effective leadership. The key is finding the balance between allowing meaningful discussions and ensuring that the meeting remains productive and within the allocated time."

Stick to the agenda and allocate specific time slots for each topic, if required use a timer to keep discussions on track and avoid spending too long on any single point. If a topic needs more time, schedule a follow-up meeting or separate discussion, effective time management ensures all agenda items are covered and keeps the meeting productive.

Para cada tema que precise de uma definição sempre será necessário prever tempo para a exposição do tema, tempo para colher opiniões e debates e tempo para a convergência do assunto. É necessário ter habilidade para separar e sintetizar os pontos tratados para depois disso buscar a definição por convergência. É também necessário ter organização para separar fatos relevantes de opiniões pessoais e poder de síntese e liderança, para manter o foco e a produtividade da reunião.

Keep meetings as few and short as possible, without hindering the project. Stick to the agenda, and don't invite people who aren't necessary.

Let others give his opinion. You invite them for a meeting, not for a speech. By giving opinions they will feel more engagement and also will enrich the project with their experience.

Gather Information: Prepare all essential data, reports, and resources before the meeting. This includes project timelines, status updates, risk assessments, and any relevant documentation. Preparation: Collect all necessary data and documentation before the meeting. Anticipate Challenges: Prepare for possible questions or issues and have responses ready.

Prepare Thoroughly: • Gather Information: Ensure you have all the necessary data, reports, and resources ready before the meeting. This might include project timelines, status updates, risk assessments, or any relevant documentation. • Anticipate Questions: Consider potential questions or challenges that may arise and prepare responses or solutions.

Encourage participation from all team members by asking questions and inviting feedback. Create a supportive environment where everyone feels comfortable sharing their thoughts. Use techniques like direct questioning and brainstorming sessions to involve quieter members and ensure diverse perspectives are heard. Active engagement keeps the meeting dynamic and ensures comprehensive input.

Engagement from all the team members of the specific group should be highly encouraged on knowing different types of peoples mindsets or thoughts, as such will lead to group completion of a project. Inviting feedbacks is crucial as such, a single person can't work as whole on a specific assignment, which leads to the doubt in the success or failure of the project. Active engagement is highly validated as there is high chance in a great project completion.

Regularly review the status of ongoing tasks and milestones during the meeting. Use visual tools like dashboards or progress charts to provide a clear overview. Discuss any obstacles or delays and adjust plans as needed. This keeps the team informed, accountable, and focused on achieving project goals.

Status Reviews: Regularly update on tasks and milestones. Visual Tools: Use dashboards or charts for clear progress tracking. Adjust Plans: Discuss obstacles or delays and modify plans as needed to keep the team on track.

Nos últimos anos tenho pautado as reuniões semanais ou quinzenais com time de tecnologia sobre os OKRs definidos para o trimestre. Alguns benefícios que tenho percebido: 1) O time já vem preparado para a reunião com informações sobre os resultados esperados; 2) Todos discutem os resultados até aquele momento, e colaboram visando encontrar novas formas para atingir e superar as metas; 3) Maior engajamento, pois todos são empoderados para trabalhar os objetivos com mais autonomia e colaboração entre os times/áreas quebrando possíveis silos; 4) Esta prática tem se mostrado muito eficiente, pois ninguém quer ver uma sinaleira vermelha em seus objetivos por não atingimento dos resultados.

When everyone in the team knows what has been done and what needs to be done, everything runs more smoothly. In this circumstance, progress tracking helps the team to view every task / roadblock and identify solutions quickly

Monitoring progress on the items discussed and project milestones during the meeting helps keep everyone motivated and focused. When obstacles arise, encouraging a collaborative approach to solving them makes everyone feel that they are in the same boat together. In addition, documenting the discussions and decisions made keeps the team accountable and ensures that no tasks are forgotten.

A habilidade do líder é essencial para a tomada de decisão em uma reunião. Analisar todos os lados e opiniões fundamentadas permite relacionar os pontos que importam em uma decisão. O líder precisa atuar como facilitador das discussões e da colocação de pontos de vista contrastantes, buscando pontos de consenso e visões contrárias durante o debate. Trazer contrapontos não considerados ajuda a ampliar a dimensão da discussão e a obter uma deliberação que seja abrangente. Avaliar impactos dos caminhos apresentados ajuda a criar lastro para a decisão. Após discussões, o melhor é uma solução que considere todos os pontos importantes e seja consenso. Mas se isso não for possível, a votação ou consulta a especialistas podem ser considerados.

Summarize and Assign Action Items: • Recap Decisions: At the end of the meeting, summarize the key decisions made and the next steps. • Action Items: Clearly outline who is responsible for each task, and ensure there’s a clear deadline. This helps maintain accountability and keeps the project moving forward.

Finding a balance between listening to all points of view and making decisions effectively is an art. Facilitating open discussions and, at the same time, knowing when to move towards consensus or decide on the next step is essential to avoid delays. Having clear strategies for moving forward in deadlocked situations also helps to avoid frustration.

Defina Claramente o Problema: Certifique-se de que todos entendam o problema ou questão em discussão. Colete Informações: Reúna todas as informações relevantes que possam impactar a decisão. Envolva a Equipe: Incentive a participação de todos os membros da equipe no processo de decisão. Avalie as Opções: Analise as diferentes opções disponíveis, considerando os prós e contras de cada uma. Tome a Decisão: Após avaliar todas as opções, tome uma decisão clara e definitiva. Documente a Decisão: Registre a decisão tomada e os passos a serem seguidos. Comunique Claramente: Informe a decisão a todos os membros da equipe e partes interessadas. Acompanhe: Monitore a implementação da decisão para garantir que tudo esteja conforme o planejado.

Making decisions during meetings is really important to keep us aligned and moving forward. I like to encourage open discussions and rely on data to guide our choices, sometimes using simple pros and cons lists to weigh our options. It helps us make informed decisions together and ensures everyone feels heard.

Accountability - Remind team members of their commitments and the importance of meeting deadlines. Support - Offer assistance or resources if needed to help team members complete their tasks. Track progress - Regularly check in with team members to monitor their progress and address any challenges.

First,communicate the meeting agenda and objectives clearly beforehand to all team members to ensure they come prepared. encourage open communication and active participation from all team members by creating a welcoming and inclusive environment. Listen attentively to their input and ideas, and address any concerns or roadblocks that may arise. Keep the discussion focused on the agenda items and ensure that decisions are made and action items are assigned before concluding the meeting. Last, follow up with meeting minutes and a summary of next steps to ensure accountability and progress tracking.

Closing the meeting with a clear summary of decisions and assigned tasks ensures that everyone leaves with a common understanding of what was discussed and what needs to be done. A summary email right after the meeting serves as a great reminder and ensures that no one loses focus on the actions needed until the next meeting.

Al finalizar una reunión me gusta hacer hincapié de los temas que se han tratado y los puntos de acción que han salido de dicha reunión. Además es muy aconsejable enviar un mail con el resumen de todo lo que se ha decidido y comentado, incluyendo los puntos de acción de cada una de las partes

Who hasn't found themselves in a meeting about an interesting topic, only for it to disappear into oblivion afterward? When you're not the one leading the meeting, you often assume that there will be follow-up—after all, who would organize a meeting that leads nowhere? But follow-up is just as important as the meeting itself. It keeps stakeholders informed of updates, ensures commitments are tracked, and ultimately helps close the loop on the topics discussed. In my experience, effective follow-up is closely tied to accountability, which should always be clearly assigned to a specific individual. Assigning responsibility to groups or departments doesn't have the same impact as making one person accountable for the follow-up.