{"id":16763,"date":"2019-01-22T00:00:00","date_gmt":"2019-01-22T06:00:00","guid":{"rendered":"https:\/\/blog.planview.com\/how-to-host-meaningful-meetings-for-non-managers\/"},"modified":"2019-01-22T00:00:00","modified_gmt":"2019-01-22T06:00:00","slug":"how-to-host-meaningful-meetings-for-non-managers","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/how-to-host-meaningful-meetings-for-non-managers\/","title":{"rendered":"How to Host Meaningful Meetings for Non-Managers"},"content":{"rendered":"<p> <!-- .post-meta --><\/p>\n<p><span style=\"font-weight: 400\">Getting the heads of different teams together to get updates on project progress and the state of play for each team is an important and relatively straightforward element of project management that is often made easier by the fact that <\/span><a href=\"https:\/\/www.clarizen.com\/resources\/glossary\/\"><span style=\"font-weight: 400\">everyone is speaking the same &#x201C;management&#x201D; language of KPIs<\/span><\/a><span style=\"font-weight: 400\">, milestones and deliverables.<\/span><\/p>\n<p><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2019\/01\/How-to-Host-Meaningful-Meetings-for-Non-Managers.jpg\" alt height=\"400\"><\/p>\n<p><span style=\"font-weight: 400\">Knowing how to host meaningful meetings with non-managers however can be a different ball game. There can be several issues that arise with those relatively uninitiated with meeting formats:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Spending too long explaining rather than focusing on main points<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Losing sight of the agenda and getting side-tracked<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Louder members thinking they are required to comment on every topic<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Quieter members thinking that simply being present is enough<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Participants not preparing for items on the agenda for which input would be expected from them<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">With so many potential pitfalls, it&#x2019;s no wonder that PMs <\/span><a href=\"\/5-ways-to-turn-conference-calls-into-effective-meetings\"><span style=\"font-weight: 400\">often look to mentors or others in the field to provide tips for hosting meetings<\/span><\/a><span style=\"font-weight: 400\">. If you&#x2019;re looking to up your own meeting game, try following these strategies to make the time spent more effective.<\/span><\/p>\n<p><b>How to Host Meaningful Meetings<\/b><\/p>\n<ol>\n<li><b> Emphasize the importance of the agenda<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">The <\/span><a href=\"http:\/\/www.clarizen.com\/teams\"><span style=\"font-weight: 400\">agenda that you send out prior to the meeting<\/span><\/a><span style=\"font-weight: 400\"> is more than just a reference document, it sets the whole tone for the meeting ahead. If you feel it is being ignored don&#x2019;t be afraid to list action items that members will be expected to have input on. Make the agenda itself easily scannable, with key points bulleted and bolded. If done properly it will give you a functional roadmap to effective meetings.<\/span><\/p>\n<ol start=\"2\">\n<li><b> Invest time on deciding the attendees<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">While it can seem a lot easier to just pull a whole team in at the same time, one of the best tips for hosting meetings is to pare the attendee list down to those who really need to be there. Not only will it make the meeting easier to manage and focused on essential information, it can also save large amounts of productivity for the project in general.<\/span><\/p>\n<div id=\"content-cta\">\n<div id=\"content-cta-text\">Increase your business agility with Planview AdaptiveWork&#x2019;s project management software<\/div>\n<div id=\"content-cta-button\"><a href=\"https:\/\/www.clarizen.com\/resource\/product-tour\/\">Take a Product Tour<\/a><\/div>\n<\/div>\n<ol start=\"3\">\n<li><b> Look out for those who are not participating<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Similarly, to the point above, people attending the meeting but not participating are creating a productivity deficit, i.e. wasting time. Of course, it&#x2019;s not always easy for everyone to speak up and that must be understood and empathized with, but by noting those who aren&#x2019;t participating you can work with them on this in a more private setting or try to gently coax them by calling on them for their opinion on a relevant subject.<\/span><\/p>\n<ol start=\"4\">\n<li><b> Alter the meeting format if necessary<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">If you find that your meetings are not proceeding as you&#x2019;d like or being effective, consider changing how they happen. There are many options out there, such as <\/span><a href=\"http:\/\/www.clarizen.com\/benefits-using-agile-approach-meetings\/\"><span style=\"font-weight: 400\">using Agile methodology<\/span><\/a><span style=\"font-weight: 400\">, standing meetings or <\/span><a href=\"https:\/\/www.fastcompany.com\/40519572\/3-creative-meeting-formats-to-make-your-whole-team-more-effective\"><span style=\"font-weight: 400\">&#x201C;goalfest meetings&#x201D;<\/span><\/a><span style=\"font-weight: 400\">, and breaking old habits can shake up the vibe of a meeting culture which has gone stale.<\/span><\/p>\n<ol start=\"5\">\n<li><b> Stick to time limits as a matter of principle<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">It can be very easy to overrun on meeting times on subjects that might seem important, but this is a bad habit that undermines both productivity and respect for the meeting process. If topics don&#x2019;t get covered in the allotted time investigate why that is. Reflect on the meeting and see what could be done to make it better, such as having less items on the agenda or asking attendees to make their inputs more concise. <\/span><\/p>\n<p><\/p>\n<div class=\"client-logo\"> <a href=\"https:\/\/www.clarizen.com\/customers\/\" title=\"Siemens Energy\"><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2020\/08\/siemens_energy-200x100.png\" alt=\"Siemens Energy\"><\/a> <a href=\"https:\/\/www.clarizen.com\/customers\/\" title=\"IIROC Success\"><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2020\/07\/IIROC_logo-200x100.gif\" alt=\"IIROC Success\"><\/a> <a href=\"https:\/\/www.clarizen.com\/customers\/\" title=\"Financial Services Institution\"><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2020\/04\/FINANCIAL-SERVICES-IMG-200x100.jpg\" alt=\"Financial Services Institution\"><\/a> <a href=\"https:\/\/www.clarizen.com\/customers\/\" title=\"M Squared\"><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2020\/03\/m-squared-logo-200x100.jpg\" alt=\"M Squared\"><\/a> <a href=\"https:\/\/www.clarizen.com\/customers\/\" title=\"Aliancys Success\"><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2019\/12\/aoc_aliancys-logo-800x400-200x100.jpg\" alt=\"Aliancys Success\"><\/a> <a href=\"https:\/\/www.clarizen.com\/customers\/\" title=\"Bonfiglioli Success\"><img class=\"lazyload\" data-src=\"https:\/\/media.planview.com\/clarizen\/wp-content\/upload\/2019\/11\/bonfiglioli_logo-800x400-200x100.jpg\" alt=\"Bonfiglioli Success\"><\/a><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Getting the heads of different teams together to get updates on project progress and the state of play for each team is an important and relatively straightforward element of project management that is often made easier by the fact that everyone is speaking the same &#x201C;management&#x201D; language of KPIs, milestones and deliverables. Knowing how to&#8230;<\/p>\n","protected":false},"author":205,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[35],"tags":[],"class_list":["post-16763","post","type-post","status-publish","format-standard","hentry","category-pmo-project-management-organizations"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Host Meaningful Meetings for Non-Managers<\/title>\n<meta name=\"description\" content=\"If you aren&#039;t accustomed to meeting with non-managers, hosting a meaningful meeting can be difficult. 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