Your first Project meeting.
A survival checklist for people who weren't expecting to be here.
You've been invited to a Project meeting. Congratulations. Probably.
You might have an agenda full of unfamiliar terminology and a calendar invitation involving twelve people you've never met. You don't need to understand everything immediately. You just need to leave knowing a little more than when you arrived.
Download printable checklist (PDF)
Free, no sign-up required. The checklist is also available in full below.
Before the meeting
- Find out what the Project is supposed to achieve.
- Understand why you have been invited.
- Read the agenda, if there is one.
- Identify anything you are being asked to review or decide.
- Write down two or three questions you would like answered.
A useful question: What are we trying to achieve, and what part am I expected to play?
During the meeting
- Listen for what the Project is changing in your Business.
- Notice who makes decisions and who provides advice.
- Ask for explanations when terminology becomes confusing.
- Distinguish decisions, assumptions and things still being discussed.
- Avoid agreeing to actions without understanding what is involved.
A useful question: Can I check what that would mean for the people doing the work?
Before you leave
- What is the Project trying to achieve?
- Why does the Project need someone from my Business area?
- What am I expected to do next?
- Who should I speak to when I need help or clarification?
- When do I need to do something by?
You may not have every answer. Knowing which answers are missing is progress.
After the meeting
- Review any actions assigned to you.
- Check whether you have the time, information and authority to complete them.
- Clarify anything you did not understand.
- Speak to colleagues who may be affected by the Project.
- Keep a simple record of important questions and commitments.
Three things worth remembering
You are there for a reason. Your knowledge of how the Business actually works is valuable.
Questions are contributions. Sometimes the most useful person in the meeting is the one who asks everyone to explain what they mean.
You don't have to become a project manager. You just need to understand your part in helping the Project succeed.