A project management meeting

A project management meeting

Listen to a project management meeting to practise and improve your listening skills.

Do the preparation task first. Then listen to the audio and do the exercises.

Preparation

Transcript

John: Thanks, everyone, for coming to this project meeting. I know we're all working cross-functionally on this project, but so far the key stakeholders are really pleased with how it's going. This project will really benefit our overall value proposition and the company as a whole.

Akiko: Thanks, John. It's an important project. It's good to be collaborating on this together.

Matteo: Yes, it's important, but we're all so busy with our regular jobs. It'll be difficult to fit things in.

John: It's OK, Matteo. We'll work it out. I know that you all have a lot on at the moment, combining this project with your regular jobs.

Barbara: So, what do we need to do, and by when?

John: Good questions, Barbara. We have a number of key deliverables to discuss so it's essential we're all in agreement about roles and responsibilities and also the timelines we're working to.

Akiko: Great.

Matteo: Yes, it's good to get this clear.

John: So, the first thing we need to do is design the customer survey questionnaire. In my experience, this is best done through an online survey tool.

Akiko: That sounds like a great idea. I'm glad you have experience with this.

John: Yeah, we've done something similar on previous projects.

Matteo: So will you do that, John?

John: I'd love to but I'm already tied up managing this project, and my line manager, Kate, has agreed that I should focus on the timelines, reporting and financial management. I'd like Akiko to lead on the questionnaire. You learned about this on your marketing and PR course, didn't you?

Akiko: Yeah, happy to take it on.

John: Thanks, Akiko. Next thing is we need the new designs finalised. Matteo, you said you could do this in a couple of weeks, right?

Matteo: Yeah, I know, but that was last month, and then nothing happened. I'm overloaded at the moment and my line manager won't be happy if I don't hit my targets. Sorry, but this project has to take lower priority.

John: Hmm. I see. I can understand the challenge you're facing. I've been in that situation before. So, what can we do to help you hit those targets and free up some time?

Matteo: That's a good question. If I could get a slight reduction in my targets, I could use the extra time that would create to finish the designs for this project.

John: OK. We might not be able to get your targets reduced, but I'll see what we can do.

Barbara: How about if I support Matteo there? I know his job well and I have some capacity at the moment. I can help him meet his targets so he can free up some time to finish the designs for this project.

Matteo: Could you, Barbara?

John: Hmm. I'm not sure if it's fair to ask Barbara to be supporting Matteo in his regular job so he can work on this project.

Barbara: It's up to you, but I'm happy to support Matteo with his regular work, just for a couple of weeks so he can create the designs. He's the only one with the expertise.

John: Yeah, you're right. OK, thanks a lot, Barbara. I appreciate it. Matteo, would that work for you?  

Matteo: Yes, that would work. Thanks. OK, you've made it easy for me to say yes.

John: OK, then that's settled. Thanks, both. I really appreciate your help in this. So, can you get them done by the end of the month?

Matteo: Yes, that should be no problem.

Discussion

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Average: 4.2 (61 votes)

Submitted by DarinkaDnK on Sat, 25/05/2024 - 22:11

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You should be prepared and learn about the agenda, bring the materials, make quick notes if its necessary to ask questions later directly to your cowokers, value your and others time, not being late, not talking without reason, stick to the topic, be supportive, remember about your mutual aims.

Submitted by edgar Leyva on Wed, 17/01/2024 - 20:44

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My tip is arrive early and be serious that's all

Submitted by Aminasahra on Fri, 29/09/2023 - 22:00

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Effective meetings should have clear objectives and concise points to discuss. Of course, those involved should be informed beforehand.

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Submitted by Ramiro Solana on Tue, 08/08/2023 - 23:57

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What an issue! We spend a lot of time in ineffective meetings in organizations! A couple of tips I can share are: a) The meeting should have a clear objective that should have been shared before the meeting, b) Designate only the right people to participate, c) Stick to the meeting topics, and d) Send a meeting record with the conclusion and the next activities to the participants.

Effective meetings should have clear objectives and concise points to discuss. Of course, everyone who is supposed to be involved beforehand should be informed.

Submitted by mohammed edress on Sat, 25/03/2023 - 13:10

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thank you a lot

Submitted by Mohammed_RHANNAM on Thu, 23/03/2023 - 17:06

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I will share with you some of the best tips for effective meeting that we were using on a weekly basis in our different projects:
1-The headline, big ideas and the goals of the meeting have to be sent to all the team members before the meeting by one day at least, so they can think of many solutions for the different challenges and problems.
2-managing the times, recording the ideas, filtering them is very important to come to a purer and more practical version for any suggestion.
3-Listening to all the members actively is highly important without any reference to any kind of hierarchy within the team, because many people tend to give more interest to the ones at higher position in the hierarchy like the managers and the executives, inversely, they give less interest to the members with lower positions. Hence, it is very important to melt or to resist the mental representations about the members' positions when it comes to ideas discussions and problems solving.

Submitted by Ehsan on Sat, 01/10/2022 - 15:58

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we first need to tell the time, place and topic of the meeting to the members.
members all should come on time.
all members should focus on the meeting and don't do anything else.
it should be discussed about all things such tasks, timelines and else.
if any member has any question or problem it has to be solved.
if it is needed the next meeting be held or define ways for members to be connected with each other.

Submitted by Brian O'Donnell on Mon, 22/08/2022 - 14:24

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In my opinion business meetings are something amazing in the modern world and look so wonderful.