Meetings are an inevitable part of our everyday working life. Effective, productive meetings let you work through complex issues face-to-face and move projects forward. Unfocused, unnecessary, soul-crushing meetings just take time away from actually getting the work done.
While your LiquidPlanner workspace is a really great place to keep a record of project status when it comes to remaining effort, budget, comments, etc., it’s not meant to replace the kind of meetings that are needed to get the project team on the same page. Using LiquidPlanner to plan and run meetings will help you and all of your attendees focus on the truly important conversations. In this guide, you’ll learn how to use LiquidPlanner to drive four types of meetings: The Project Kickoff, The Status Update, The One-on-One, and The Stakeholder Briefing.
First off, review the 10 meeting best practices below. You might already be familiar with the list, but it bears repeating:
Learn more about each of these tips in more detail in our blog post, 10 Tips for Effective Meetings.
Here are a few types of meetings where using LiquidPlanner will help you set an agenda and run an organized, focused meeting:
If you’re working on a large-scale project, kickoff meetings help all team members understand their roles within the scope of a project.
Prior the meeting, put the project specifications in writing and make sure it’s available to everyone involved. We use the Google Drive integration and add a Google Doc to the documents section of a task in LiquidPlanner. This way, team members can always access the current version.
Then, create checklist items and assign them to the members that must review the doc before the meeting.
Finally, display your workspace during the kickoff meeting and run through the plan on the Projects tab with the project team. This helps everyone become familiar with how the project is structured in LiquidPlanner and how it’s prioritized in the context of their other work.
Here are a few other tips for your project kickoff:
With LiquidPlanner, you can see real time status at any time. So instead of getting a recap from each person on the team, status meetings can be used to focus on real issues. Face-to-face communication with your team at regularly scheduled intervals also keeps up the momentum of the project and promotes team communication and accountability. These meetings should be short – around 30 minutes – and are used to align the team on progress, challenges, and next steps. And, if relevant problems are identified and good decisions are made, your team will recognize the meeting as productive, instead of a waste of their time.
Here’s how to use a project dashboard to facilitate open communication during a project status meeting:
Read our guide, What is the current status of my project?, for more information.
Managers who have regular one-on-one meetings with team members get an improved sense of what their resources need to get the job done. Team members, on the other hand, get focused attention on work goals and career development. Plus, the opportunity to build rapport, get people aligned with project visions and understand their purpose also increases performance and engagement.
If you’re a team member, these meetings are in many ways for you. Here are a few ways you can use LiquidPlanner to guide the conversation with your manager:
Presenting to executive sponsors and stakeholders strikes fear into the hearts of PMs everywhere. Whether you’re sharing project status, requesting approval for funding, or providing an update on a newly introduced risk, these types of meetings are a regular part of your work life. The most important thing to remember is that senior leadership requires different information than your team. As long as your presentation is focused and relevant to your audience, you have nothing to fear!
Use dashboards and reports as supporting visuals during your stakeholder updates:
See our 4-part guide, Using LiquidPlanner Data to Monitor and Control Your Projects, for more information.
Note: Advanced Analytics and Dashboards are available with the Professional and Enterprise plans only. For additional pricing plan details, please see our Pricing page.