Conducting effective meetings will help you as a Project Manager to keep the team engaged and participating. Your team will also be appreciated by team members and others in the company. Below are tips for holding effective meetings delivered in person, video, on-site, or a combination of them.
As a Six Sigma Project Manager, a large part of the project outcome is related to how well you control the team, develop positive momentum, handle adversity, and create chemistry.
Video meetings are the new norm. However, they come with plenty of unexpected surprises. Have a backup plan if the video is not able to function.
Your job is not to have the answers to the Problem Statement but to gain the respect of the team. Your job is to foster dialogue, sort through and block the noise, remove roadblocks, manage the relevant data and ensure its accurate, and present it to the stakeholders. They will have the answers and ideas, your job is to bring the best out of them.
Depending on project scope, it may require several meetings throughout the process. Respect the busy schedules of members but firm enough to require attendance and participation.
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Below is a checklist of general meeting guidelines in chronological orders (some of these take place concurrently).
If you're using video software or other technological mediums to present:
Keep It Simple.
In some cases, it may be helpful to use real life examples or tell a quick story to support your positions or data. This is another good example of adding dialogue to a slide that is not actually written on any slide.
Effective meetings are just one of many factors involved in helping Project Managers succeed. Crafting efficient emails, creating relevant charts, mining through data, stakeholder analysis, are other key factors besides your technical Six Sigma prowess.
Anticipate the questions the audience may have and be ready to answer them within the presentation or off-line. Put yourself if their shoes.
Like many other outcomes in life, you'll get out of this what you put into it. Preparation is the key to getting a favorable outcome.
We also have another module of various ways to accelerate the completion of your Six Sigma project that is available to subscribers. Click here to learn more.
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