A project management meeting

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

Instructions

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

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: 3.5 (2 votes)

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.

Submitted by jmajo on Mon, 30/05/2022 - 15:17

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Yes I do, in my experience I would say that the next tips can be applied to
every meeting in order to be more effective:
+Schedule the meeting a couple of days before the day of the meeting
+At the moment of scheduling the meeting an sending an email invitation it should contain the main subjects to be discuss at it.
+Don’t start the meeting after than the scheduled time nor finish it later
+Don’t allow the use of smartphones to avoid interruptions during the meeting
+Encourage short expositions on every subject from all the participants in the meeting

Thanks for the episode.
Great site!!

Submitted by Aisuluu on Fri, 15/04/2022 - 07:03

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Do you have any tips for effective meetings?
The moderator who initiated the meeting is responsible for preparing the questions and concrete issues that would be discussed, the roles of each participant, and writing down all the solutions (accurate or inaccurate).

Submitted by misty on Wed, 12/01/2022 - 19:47

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For an effective meeting, the leader should know how to listen to his members ideas and feedback. The leader should know how to encourage his members for their growth and development. Finally, the leader should give credit and not take credit.

Submitted by Suraj paliwal on Tue, 12/10/2021 - 17:21

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My few things to effective meating
In meeting a good leadership lead this meeting. Leader should be motivate people, listen team members, asking feedback, appreciate team members success.

Submitted by Suraj paliwal on Mon, 26/04/2021 - 12:50

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Yes, I have many tips to make a effective meeting. People should always be discipline. A good leader always motivate team members and help to do things. If you have under a good leadership then your efficiency and confidence is enhance. Second thing to be held a effective meeting team members should share their ideas and manager should appreciate member's effort to increase company values. Leader should be polite.
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Submitted by venabulum on Thu, 18/03/2021 - 06:56

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We can declare a meeting is effective only if we have agenda, time-borders and right people. Needless to say that without agenda the meeting will transform into chatter or even worse so that you have to plan your meeting carefully. Furthermore, if we don't have time-borders the meeting will lasts forever and we won't have the result. Finally, since the meeting is all about people and agreements between them, having right colleagues on it is a key.
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Submitted by El Cuy Mágico on Wed, 10/02/2021 - 20:56

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I think that you have to talk about only to a few specifics issues and try to don’t start from zero. It’s better If you ask people for devising solutions before the meeting, then you won’t waste your time.
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Submitted by Hennadii on Wed, 13/01/2021 - 10:26

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Oh, that's the question right for me because I hate ineffective meetings )) First of all, you need to clear up who do you have to invite. It's important to invite only those, who really works at this particular project. Otherwise, needless people will be bored and they will distract you from the topic. It's good to send useful information to all the attendees before the meeting so they can prepare and don't waste time during the gathering. Another good point - having someone responsible for timing. Every meeting must be as brief as possible. Someone has to control discussions and prevent wasting of time for arguing and bla-bla-talks.