We All are Europe - AESAEC

Module 7 – How to Implement a Project Successfully
contents of the meeting, and it will set out the timeframe for all of the meeting’s activities. Since
the agenda is so important a specific section below is dedicated to this issue.
Distribution and collection of other relevant information and documents
Do not forget to distribute all of the relevant documents, information and data for the meeting
preparation in good time before the meeting. Just as important is the collection and analysis of all
partner data and communication in connection with the meeting (number and name of participants,
their specific needs etc.). It is recommended to use standardised forms for the meeting registration
(see below).
Chair at meetings
Usually, one or at the most two persons lead the meeting. He / she should have appropriate (foreign)
languages skills as well as a basic ability to moderate a meeting, i.e. how to present, collect,
structure and evaluate information / data, how to keep a group working together in a relaxed atmosphere
etc..
Cultural diversity, dress code and the formal addressing of persons
Cultural diversity is always a major issue in project management and this includes when planning a
meeting. Although national and cultural stereotypes are proven by the one or another representative
from time to time, one will be surprised how few interferences in EU project management are
culturally determined (indeed overall there are very few, and they mainly seem to have their roots
in personal dispositions rather than due to the country a person is from).
Nevertheless, one should thoroughly consider whether or not cultural diversity could interfere with
arrangements for project meetings so that you can be well prepared in advance, e.g. when fixing an
“acceptable time for dinner” you might receive a timeframe ranging from 18.00 to 22.00, depending
on whether you ask a Scandinavian or a Spaniard. In actual fact 19.30 to 20.30 are quite common
times for such dinners!
Also, appropriate clothing is always an interesting question when attending a project meeting. Basically,
there are no formal rules and everyone can dress as he / she wishes and feels most comfortable.
Therefore it is difficult to give any recommendations. Usually, meetings in the North of Europe
seem to be less formal than in the South, but you can never be quite sure about this. A stronger
indicator might be the occasion of a meeting - a public conference may require different clothing
than a sight-seeing tour.
Another area of thin ice is Europe’s conversation rules about when and how to use a polite form of
addressing people properly. Due to the importance of English in EU project management, members
of project groups usually address each other by their forenames and no titles or official names are
used, which really eases communication within a group. But do not take this for granted and agree
on such informal behaviour as a project group.
List of attendance
In order to record who was present at the meeting, who was excused and who was absent without
giving a valid reason, a list of attendees should be prepared and signed by all participants for each
working day (see below).
Minutes
Whilst the agenda is sets out the plan for a meeting, the minutes are the summarised record of the
discussions, decisions and activities that take place during it, fulfilling two requirements. Firstly
minutes disburden the meeting participants from needing to take their own minutes, and guaranteeing
that all partners have the same outcomes and conclusions in writing as the basis for further activities.
Secondly the minutes should be structured, focused on the essential and circulated to partners
not too long after the meeting (for an example see below).
Evaluation
As with all other important parts of your project, meetings should also be subject to evaluation.
Since you have the unique opportunity to speak to all partners face to face and to observe the project
group during its work, interviews and observation may be an appropriate means of evaluation.
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