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Project meetings are an inevitable part of project management. They can take many forms – from lively brainstorms to formal progress updates – and have a range of purposes. Project Management Meetings occur throughout the project lifecycle. Understanding the types of project meetings – and when to arrange each – is key to improving efficiency and making your life as a project manager easier.
The project manager usually leads the project meetings. However, meetings are not speeches – it is the responsibility of the attendees to participate. There is also usually a designated note-taker (for more on project meeting minutes, including a free template, click here).
Let’s break down the different types of project meetings you’ll encounter.
A kick-off meeting is like the project’s official opening. It’s when everyone in the project team gathers to get on the same page, meet each other, and understand what the project is all about.
Example: Imagine you're working on a new app for a client. The kick-off meeting is where the design team, developers, and project manager all meet. The client may also join to explain their expectations. Everyone walks out knowing what they’re doing, and why they’re doing it.
These are the ‘check-in’ sessions. They occur to make sure the project is on track. It’s your chance to update the project team on what’s done, what’s not done, and what’s coming up. They work to keep the project manager updated, and the project team members accountable. These usually take place weekly or bi-weekly – however, in some industries like construction, a daily ‘toolbox’ is common.
Example: Let’s say you are building a solar farm. Status update meetings might occur weekly, and they are an opportunity to advise of updates, monitor the progress of vendors and address any new risks that have emerged.
Brainstorming meetings are the creative powerhouses of the project. If your team is stuck or needs fresh ideas, this is where the magic happens. Everyone throws their ideas into the mix, and team members of all seniority are given an opportunity to input.
Example: Say you’re working on a marketing campaign for a new product. The brainstorming meeting might involve your team suggesting quirky slogans, social media strategies, or even the colour scheme of the ads. It’s a free-for-all to come up with the best ideas before narrowing them down.
Every project has risks – big or small. The risk management meeting is where you discuss what could go wrong and how you’ll deal with it.
Example: Imagine you’re managing a construction project. The risk management meeting might highlight a potential delay due to bad weather or a shortage of materials. By discussing it now, you’ll have a backup plan ready in case things go south.
Client update meetings keep your client in the loop and ensure they’re happy with progress. These meetings usually happen at key milestones and give the client a chance to voice any concerns or adjustments they want to make.
Example: You’re designing a new logo for a brand. After two weeks, you have a draft ready. In the client update meeting, you show them the design, listen to their feedback, and tweak the logo based on their suggestions.
Sometimes, you just need to make a decision. These meetings are where the project team (or project leader) come together to make crucial choices, like picking between two vendors or deciding on a new feature. Often, these meetings will be limited to the project manager and more senior members of the project team
Example: Let’s say you’re deciding whether to launch a website feature now or wait until testing is complete. The decision-making meeting involves looking at the risks, the budget, and the timelines to decide what’s best for the project.
An All Hands Meeting is a large gathering where everyone in the organisation comes together to discuss important updates and company-wide goals. It helps ensure everyone is aligned and informed, no matter their role.
Example: At the end of each quarter, a tech company holds an All Hands Meeting where the CEO discusses the company's growth, upcoming product launches, and market trends. Employees might ask questions about new goals or upcoming changes to the company’s direction.
A project post-mortem is a meeting held after the project is completed to reflect on its outcomes. It helps the team understand what went well, what didn’t, and how things can be improved for future projects.
Example: After a marketing campaign, the project team gathers for a project post-mortem. They discuss how the campaign reached its target audience and increased sales, but also explore why some parts of the strategy didn’t work as expected. They use this information to plan better strategies for future campaigns.
During a project, steering committee meetings take place to keep everything on track. These meetings involve key decision-makers (such as the project sponsor, project manager and senior managers) who guide the project towards its goals. They help solve problems, check progress, and make sure the team is staying within budget and timeline.
Example: A consulting firm has been hired to help a client implement a new software system across their business. A steering committee is created to oversee the project and ensure it aligns with the client's goals.
In agile project management (widely used in the technology and consulting industries), sprint and scrum meetings are regular check-ins that help teams stay on track and work efficiently. They focus on short-term goals and continuous improvement.
Example: At the start of a two-week sprint, the development team gathers to plan which features will be worked on for a new mobile app. They discuss priorities, assign tasks, and set a goal to complete a working prototype by the end of the sprint.
Example: During a daily scrum, a developer mentions they’ve completed coding a new feature, but they are waiting for design approval to proceed. The scrum master helps remove the blocker by contacting the design team to speed up the approval.
Project meetings don’t have to be boring or stressful. They’re an essential part of getting things done, keeping the project team on track, and making sure everything goes smoothly.
Click here to learn more about how project meeting minutes should be structured.
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