Coordination meeting

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Coordination meeting - it is a meeting of a team or managers during which the basic assumptions, achieved milestones and plans for the future related to the implementation of the project are discussed. In addition, it is a series of organized activities aimed at the most efficient and synthetic way of working out appropriate solutions within the scope of the implemented product or service for a given customer. Accordingly, its atmosphere, agenda and speaking rights should be designed in such a way that everyone is aware of the tasks assigned to them at a later stage. Moreover, during this meeting the most important project goals are set, discussions are held and discussions for the future are drawn up in relation to the project cooperation of individuals.

Organising an coordination meeting

Establishing an effective coordination meeting is a difficult task. The person conducting the meeting is obliged, among other things, to

  • to draw up the agenda for the meeting
  • invitations to all participants who are potentially interested and who are key to the meeting
  • prepare a summary and order of topics discussed during the meeting.

With this in mind, a solid preparation is essential. This is why it is necessary to develop short summary materials, preferably on the basis of a fact sheet presented in graphic form. This will enable the majority of participants to get to know the main theme of the meeting and actively participate in it.

It is also worthwhile to provide the participants with adequate food and drink. This is due to the fact that people who are well drunk and fed work much better. Therefore, it is advisable to provide them with snacks and stimulant drinks in the form of coffee.

Ultimately, it is worth taking care of the comfort of the space and its decor. Above all, the organiser should ensure that each participant has a suitable seating area and that the air in the room is properly ventilated. In addition, it is worth taking care of comfortable chairs and appropriate lighting - preferably white, as it allows you to maintain concentration during mental work [1].

Coordination meeting in project management

Organising a coordination meeting is particularly popular for managing IT projects. Through the use of "agile"; management methods, employees are very quickly able to pass on information about current progress in software development, and then outsource further tasks [2].

As mentioned above, coordination meeting plays an important role in project management. If you were to assign them to a particular type, it would certainly be Scrum. Therefore, very often Project Managers use such meeting opportunities because they are able to manage software production much more efficiently [3].

However, there are also disadvantages to such meetings. One of them is the disorganisation of the workflow and the risk of unproductivity. In addition, they take a lot of time to organize, and do not always give a measurable effect due to the lack of preparation of outsiders or fatigue of project participants.

Examples of Coordination meeting

  • Project Kick-Off Meeting: This meeting is conducted at the beginning of a project and is used to introduce the project to all of the stakeholders involved. At this meeting, the project’s goals, objectives, timeline, budget, and roles and responsibilities of each stakeholder are discussed.
  • Status Meeting: This meeting is conducted on a regular basis, such as weekly or monthly, and is used to review the progress of the project. During this meeting, the project’s timeline, budget, and deliverables are discussed and any issues, risks, or concerns are addressed.
  • Post-Launch Meeting: This meeting is conducted after the project is launched and is used to review the project. At this meeting, the project’s performance and any successes or failures are discussed. The project team also discusses any lessons learned and makes plans for any future improvements.

Advantages of Coordination meeting

Coordination meetings have several advantages. *Firstly, they provide a platform for team members to share their ideas, thoughts and opinions. This helps to create a more collaborative working environment and encourages a better understanding between all parties. *Secondly, it gives everyone the opportunity to voice their concerns and ask questions which can help to create a better understanding of the project. *Thirdly, coordination meetings can help to identify and resolve any potential problems that may arise during the project. *Fourthly, it gives the team the chance to assess the progress of the project, identify any areas of improvement and come up with strategies to ensure success. *Finally, it ensures that everyone is updated on the latest developments and can contribute to the team’s success.

Limitations of Coordination meeting

  • Coordination meetings can be time consuming as they involve a lot of people discussing a lot of topics.
  • It can be difficult to keep everyone on the same page and ensure that all members are aware of their roles and responsibilities.
  • If the meeting is not well organized, it can become unfocused and unproductive.
  • It can be difficult to get everyone to agree on a specific outcome or goal.
  • People may be reluctant to speak up and share their ideas for fear of criticism or ridicule.
  • If the meeting is too long or too frequent, it can lead to burnout and frustration among team members.
  • It can be difficult to maintain a consistent attendance at the meetings, as people may have conflicting schedules or commitments.

Other approaches related to Coordination meeting

Coordination meetings can also be used to foster effective collaboration, communication and problem-solving between team members. Other approaches to coordination meeting include:

  • Brainstorming - It is a technique used to generate ideas and solutions from a group of people. During the meeting, all members are encouraged to share their ideas and opinions without judgement or criticism.
  • Problem solving - This technique is used to identify and analyze problems and develop solutions. The team will identify the problem, break it down into smaller parts, and generate possible solutions.
  • Conflict resolution - This approach is used to resolve conflicts between team members. During the meeting, team members will explore the underlying concerns and interests of each individual, and then develop strategies to resolve the conflict.

In summary, coordination meetings are used to discuss and review project progress, foster collaboration, and resolve conflicts. They can also be used to generate ideas and solutions, and to identify and analyze problems.

Footnotes

  1. ↑ Alaloul,W. S., Liew, M. Sh.,Zawawi, N. A. W. A., (2016), P. 2689-2698
  2. ↑ Ruikar,K., (2015), P. 347-363
  3. ↑ Aubry, M.,Gemunden,H. G., Unger,B. N., (2012), P. 608-620


Coordination meeting — recommended articles
Group discussion — Communication and collaboration — Managerial skill — Creative process — Stakeholders analysis in project management — Role of the facilitator — Styles of handling conflict — Software development team — Communication with stakeholders

References

Author: Melania Mazur

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