successful project management - Commonwealth of Learning

determined, it is important to consider whether if a meeting is the best way to achieve
them. There are times when the objectives could be more efficiently achieved in a
one-to-one meeting wit the appropriate people, followed by a short memo to keep
everyone abreast.
Time allocation
Time, as already observed, is an important resource that must not be wasted. Each
objective should be considered, and reduced into agenda items. In turn, each
agenda item should be allocated a reasonable amount of time for presentation of
information and subsequent discussion. There is no point in calling a meeting, if you
are not going to allow time for attendees to contribute. Conversely, it is pointless to
allocate 30 minutes where 5 minutes would do. Look at these agenda items and
decide how much time you would allocate and why.
?? Activity
1. Welcome remarks.
2. Matters arising.
3. Definition of a learner support model.
4. Justification of the need to develop a new learner support model.
You probably allocated the highest amount of time to agenda item 4 because there is
some explanation to do, and after the explanation several questions might arise.
Such questions would inevitably lead to some substantial discussion. Item 1
deserves least time because it is simply welcoming members present.
Attendees
The decision as to who should attend the meeting depends on the purpose of the
meeting. However, for the project team meetings, those who have roles to play, and
come from representative departments would be expected to attend whenever a
meeting is convened. It is often just as bad to invite too many people as it is to invite
too few. If there are too many people, the meeting will be overcrowded and difficult to
control.
It is important to invite participants who are relevant to the project. Inviting those who
are irrelevant will bore them to simply sit through discussion that does not concern
them. The manager must beware of stand-ins. These are attendees sent by a regular
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