PROJECT STATUS MEETING

Goal

The goal of the monthly project status meeting is to avoid that the project gets scattered over time or moves in the wrong direction. The check serves to ensure constant quality over the entire duration of the project.

Status meetings are regularly scheduled meetings to exchange project information. For most projects, status meetings are held at varying frequencies and levels. It is recommended that the project team may meet weekly with themselves for a Project Check-In and monthly or less frequently for the project status meeting with the client.

By monitoring the project on budget, time schedule and quality on a regular basis, it is easy to keep track of whether the initialized plans are being implemented financially and operationally. Monthly check-ins with the client provide good opportunities to review the originals plan for possible adjustments. They also help the project management to identify factors that may negatively impact the plan and therefor the project at an early stage. In such situations, the project organization should develop effective measures to proactively bring the project back on track.

Frequency

If possible, a project status meeting should be conducted every three weeks or otherwise, once a month.

Duration

Meetings should be between 45 min. to one hour. In order for the meetings to run efficiently, the information to be discussed should be sent to all parties in advance. This allows all meeting participants to prepare accordingly.

Participants

For efficiency reasons, the entire project team does not have to participate in the project status meeting. The project management and the client are sufficient. Beforehand, however, the project team discusses the current status of the time schedule, budget and quality of the project.

The project management gives the client a short update on the following points: Time schedule, budget, quality and project status.

Time Schedule

This is about re-prioritizing tasks to be able to achieve the goals set. A review and outlook on the next steps of the project help to schedule enough time for each task and to work more efficiently within the given time frame. For all parties, the next steps are brought into focus and possible deadlines and shortcomings are directly identified. Therefore, necessary measures can be taken.

Milestones, serve as the conclusion of an important project phase and can be used as a metric for measuring project progress.

Budget
Monitor how much budget and resources were used in the past month. Was more or less than expected needed somewhere? Make sure there is a clear explanation for the deviations. Communicate the deviations with justifications directly with the client. If deviations have occurred, work with the project team to propose a solution on how to proactively counteract this in the next month.

Quality

Quality control is a process of inspection, testing and reporting on the results achieved. The goal is to ensure that they meet the requirements of the project and the client. To achieve the highest possible level of compliance, quality control must be performed at all stages of the project process.

Project Status

At the beginning of the meeting, give the client a brief overview of the work done and its results. Close the meeting with an outlook of the open tasks and expectations.

When the meeting takes place for the first time start with a short introduction of the participants (name, company function, intended project role).
Explain the goal of the meeting at the beginning
Ask for clarification in case of ambiguity (sketches and drawings can proactively help with misunderstandings)
Send the previously prepared documents to all meeting participants in advance, so that all parties can have time to prepare for the meeting
Create a positive mood and exude optimism
Clearly define the person who will handle the protocol
End the meeting with a short summary of what was discussed and explain the next steps

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