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767px){.loop-entry .entry-content-wrap{padding:1.5rem;}}.primary-sidebar.widget-area .widget{margin-bottom:1.5em;color:var(--global-palette4);}.primary-sidebar.widget-area .widget-title{font-weight:700;font-size:20px;line-height:1.5;color:var(--global-palette3);}button, .button, .wp-block-button__link, input[type="button"], input[type="reset"], input[type="submit"], .fl-button, .elementor-button-wrapper .elementor-button, .wc-block-components-checkout-place-order-button, .wc-block-cart__submit{font-style:normal;font-weight:normal;font-family:Montserrat, sans-serif;padding:12px 24px 12px 24px;border:0px none currentColor;box-shadow:0px 0px 0px -7px rgba(0,0,0,0);}.wp-block-button.is-style-outline .wp-block-button__link{padding:12px 24px 12px 24px;}button:hover, button:focus, button:active, .button:hover, .button:focus, .button:active, .wp-block-button__link:hover, .wp-block-button__link:focus, .wp-block-button__link:active, input[type="button"]:hover, input[type="button"]:focus, input[type="button"]:active, input[type="reset"]:hover, input[type="reset"]:focus, input[type="reset"]:active, input[type="submit"]:hover, input[type="submit"]:focus, input[type="submit"]:active, .elementor-button-wrapper .elementor-button:hover, .elementor-button-wrapper .elementor-button:focus, .elementor-button-wrapper .elementor-button:active, .wc-block-cart__submit:hover{box-shadow:0px 15px 25px -7px rgba(0,0,0,0.1);}.kb-button.kb-btn-global-outline.kb-btn-global-inherit{padding-top:calc(12px - 2px);padding-right:calc(24px - 2px);padding-bottom:calc(12px - 2px);padding-left:calc(24px - 2px);}@media all and (min-width: 1025px){.transparent-header .entry-hero .entry-hero-container-inner{padding-top:100px;}}@media all and (max-width: 1024px){.mobile-transparent-header .entry-hero .entry-hero-container-inner{padding-top:100px;}}@media all and (max-width: 767px){.mobile-transparent-header .entry-hero .entry-hero-container-inner{padding-top:100px;}}.entry-hero.post-hero-section .entry-header{min-height:200px;} /* Kadence Header CSS */ @media all and (max-width: 1024px){.mobile-transparent-header #masthead{position:absolute;left:0px;right:0px;z-index:100;}.kadence-scrollbar-fixer.mobile-transparent-header #masthead{right:var(--scrollbar-offset,0);}.mobile-transparent-header #masthead, .mobile-transparent-header .site-top-header-wrap .site-header-row-container-inner, .mobile-transparent-header .site-main-header-wrap .site-header-row-container-inner, .mobile-transparent-header .site-bottom-header-wrap .site-header-row-container-inner{background:transparent;}.site-header-row-tablet-layout-fullwidth, .site-header-row-tablet-layout-standard{padding:0px;}}@media all and (min-width: 1025px){.transparent-header #masthead{position:absolute;left:0px;right:0px;z-index:100;}.transparent-header.kadence-scrollbar-fixer #masthead{right:var(--scrollbar-offset,0);}.transparent-header #masthead, .transparent-header .site-top-header-wrap .site-header-row-container-inner, .transparent-header .site-main-header-wrap .site-header-row-container-inner, .transparent-header .site-bottom-header-wrap .site-header-row-container-inner{background:transparent;}}.site-branding a.brand img{max-width:150px;}.site-branding a.brand img.svg-logo-image{width:150px;}.site-branding{padding:10px 0px 0px 0px;}#masthead, #masthead .kadence-sticky-header.item-is-fixed:not(.item-at-start):not(.site-header-row-container):not(.site-main-header-wrap), #masthead .kadence-sticky-header.item-is-fixed:not(.item-at-start) > .site-header-row-container-inner{background:#ffffff;}.site-main-header-inner-wrap{min-height:100px;}.header-navigation[class*="header-navigation-style-underline"] .header-menu-container.primary-menu-container>ul>li>a:after{width:calc( 100% - 2em);}.main-navigation .primary-menu-container > ul > li.menu-item > a{padding-left:calc(2em / 2);padding-right:calc(2em / 2);padding-top:0.5em;padding-bottom:0.5em;color:var(--global-palette4);}.main-navigation .primary-menu-container > ul > li.menu-item .dropdown-nav-special-toggle{right:calc(2em / 2);}.main-navigation .primary-menu-container > ul li.menu-item > a{font-style:normal;font-weight:500;font-size:16px;font-family:var(--global-primary-nav-font-family);}.main-navigation .primary-menu-container > ul > li.menu-item > a:hover{color:var(--global-palette-highlight);}.main-navigation .primary-menu-container > ul > li.menu-item.current-menu-item > a{color:var(--global-palette3);}.header-navigation .header-menu-container ul ul.sub-menu, .header-navigation .header-menu-container ul ul.submenu{background:var(--global-palette1);box-shadow:0px 2px 13px 0px rgba(0,0,0,0.1);}.header-navigation .header-menu-container ul ul li.menu-item, .header-menu-container ul.menu > li.kadence-menu-mega-enabled > ul > li.menu-item > a{border-bottom:0px none rgba(255,255,255,0);}.header-navigation .header-menu-container ul ul li.menu-item > a{width:180px;padding-top:0.8em;padding-bottom:0.8em;color:var(--global-palette9);font-style:normal;font-weight:normal;font-size:14px;font-family:Montserrat, sans-serif;}.header-navigation .header-menu-container ul ul li.menu-item > a:hover{color:var(--global-palette9);background:var(--global-palette3);}.header-navigation .header-menu-container ul ul li.menu-item.current-menu-item > a{color:var(--global-palette9);background:var(--global-palette3);}.mobile-toggle-open-container .menu-toggle-open, .mobile-toggle-open-container .menu-toggle-open:focus{color:var(--global-palette5);padding:0.4em 0.6em 0.4em 0.6em;font-size:14px;}.mobile-toggle-open-container .menu-toggle-open.menu-toggle-style-bordered{border:1px solid currentColor;}.mobile-toggle-open-container .menu-toggle-open .menu-toggle-icon{font-size:20px;}.mobile-toggle-open-container .menu-toggle-open:hover, .mobile-toggle-open-container .menu-toggle-open:focus-visible{color:var(--global-palette-highlight);}.mobile-navigation ul li{font-size:14px;}.mobile-navigation ul li a{padding-top:1em;padding-bottom:1em;}.mobile-navigation ul li > a, .mobile-navigation ul li.menu-item-has-children > .drawer-nav-drop-wrap{color:var(--global-palette8);}.mobile-navigation ul li.current-menu-item > a, .mobile-navigation ul li.current-menu-item.menu-item-has-children > .drawer-nav-drop-wrap{color:var(--global-palette-highlight);}.mobile-navigation ul li.menu-item-has-children .drawer-nav-drop-wrap, .mobile-navigation ul li:not(.menu-item-has-children) a{border-bottom:1px solid rgba(255,255,255,0.1);}.mobile-navigation:not(.drawer-navigation-parent-toggle-true) ul li.menu-item-has-children .drawer-nav-drop-wrap button{border-left:1px solid rgba(255,255,255,0.1);}#mobile-drawer .drawer-header .drawer-toggle{padding:0.6em 0.15em 0.6em 0.15em;font-size:24px;}.search-toggle-open-container .search-toggle-open{color:var(--global-palette5);}.search-toggle-open-container .search-toggle-open.search-toggle-style-bordered{border:1px solid currentColor;}.search-toggle-open-container .search-toggle-open .search-toggle-icon{font-size:1em;}.search-toggle-open-container .search-toggle-open:hover, .search-toggle-open-container .search-toggle-open:focus{color:var(--global-palette-highlight);}#search-drawer .drawer-inner{background:var(--global-palette1);} /* Kadence Footer CSS */ .site-middle-footer-wrap .site-footer-row-container-inner{background:#222626;font-style:normal;font-weight:normal;font-size:14px;font-family:Montserrat, sans-serif;color:#a8b1b3;}.site-middle-footer-inner-wrap{padding-top:30px;padding-bottom:0px;grid-column-gap:10px;grid-row-gap:10px;}.site-middle-footer-inner-wrap .widget{margin-bottom:30px;}.site-middle-footer-inner-wrap .site-footer-section:not(:last-child):after{right:calc(-10px / 2);}.site-top-footer-wrap .site-footer-row-container-inner{background:#006a70;font-style:normal;color:var(--global-palette8);border-top:3px solid var(--global-palette1);}.site-footer .site-top-footer-wrap a:not(.button):not(.wp-block-button__link):not(.wp-element-button){color:var(--global-palette8);}.site-footer .site-top-footer-wrap a:not(.button):not(.wp-block-button__link):not(.wp-element-button):hover{color:var(--global-palette2);}.site-top-footer-inner-wrap{padding-top:60px;padding-bottom:60px;grid-column-gap:30px;grid-row-gap:30px;}.site-top-footer-inner-wrap .widget{margin-bottom:30px;}.site-top-footer-inner-wrap .widget-area .widget-title{font-style:normal;color:var(--global-palette2);}.site-top-footer-inner-wrap .site-footer-section:not(:last-child):after{border-right:1px dashed var(--global-palette1);right:calc(-30px / 2);}.site-bottom-footer-wrap .site-footer-row-container-inner{background:#222626;font-style:normal;font-weight:700;font-family:Montserrat, sans-serif;color:#a8b1b3;}.site-bottom-footer-inner-wrap{min-height:10px;padding-top:10px;padding-bottom:30px;grid-column-gap:30px;}.site-bottom-footer-inner-wrap .widget{margin-bottom:30px;}.site-bottom-footer-inner-wrap .site-footer-section:not(:last-child):after{right:calc(-30px / 2);}.footer-social-wrap .footer-social-inner-wrap{font-size:1em;gap:0.3em;}.site-footer .site-footer-wrap .site-footer-section .footer-social-wrap .footer-social-inner-wrap .social-button{color:var(--global-palette8);background:#006a70;border:2px none transparent;border-radius:3px;}.site-footer .site-footer-wrap .site-footer-section .footer-social-wrap .footer-social-inner-wrap .social-button:hover{color:var(--global-palette2);}#colophon .footer-html{font-style:normal;font-weight:700;font-size:14px;font-family:Montserrat, sans-serif;margin:10px 0px 10px 0px;} /* Kadence Pro Header CSS */ .header-navigation-dropdown-direction-left ul ul.submenu, .header-navigation-dropdown-direction-left ul ul.sub-menu{right:0px;left:auto;}.rtl .header-navigation-dropdown-direction-right ul ul.submenu, .rtl .header-navigation-dropdown-direction-right ul ul.sub-menu{left:0px;right:auto;}.header-account-button .nav-drop-title-wrap > .kadence-svg-iconset, .header-account-button > .kadence-svg-iconset{font-size:1.2em;}.site-header-item .header-account-button .nav-drop-title-wrap, .site-header-item .header-account-wrap > .header-account-button{display:flex;align-items:center;}.header-account-style-icon_label .header-account-label{padding-left:5px;}.header-account-style-label_icon .header-account-label{padding-right:5px;}.site-header-item .header-account-wrap .header-account-button{text-decoration:none;box-shadow:none;color:inherit;background:transparent;padding:0.6em 0em 0.6em 0em;}.header-mobile-account-wrap .header-account-button .nav-drop-title-wrap > .kadence-svg-iconset, .header-mobile-account-wrap .header-account-button > .kadence-svg-iconset{font-size:1.2em;}.header-mobile-account-wrap .header-account-button .nav-drop-title-wrap, .header-mobile-account-wrap > .header-account-button{display:flex;align-items:center;}.header-mobile-account-wrap.header-account-style-icon_label .header-account-label{padding-left:5px;}.header-mobile-account-wrap.header-account-style-label_icon .header-account-label{padding-right:5px;}.header-mobile-account-wrap .header-account-button{text-decoration:none;box-shadow:none;color:inherit;background:transparent;padding:0.6em 0em 0.6em 0em;}#login-drawer .drawer-inner .drawer-content{display:flex;justify-content:center;align-items:center;position:absolute;top:0px;bottom:0px;left:0px;right:0px;padding:0px;}#loginform p label{display:block;}#login-drawer #loginform{width:100%;}#login-drawer #loginform input{width:100%;}#login-drawer #loginform input[type="checkbox"]{width:auto;}#login-drawer .drawer-inner .drawer-header{position:relative;z-index:100;}#login-drawer .drawer-content_inner.widget_login_form_inner{padding:2em;width:100%;max-width:350px;border-radius:.25rem;background:var(--global-palette9);color:var(--global-palette4);}#login-drawer .lost_password a{color:var(--global-palette6);}#login-drawer .lost_password, #login-drawer .register-field{text-align:center;}#login-drawer .widget_login_form_inner p{margin-top:1.2em;margin-bottom:0em;}#login-drawer .widget_login_form_inner p:first-child{margin-top:0em;}#login-drawer .widget_login_form_inner label{margin-bottom:0.5em;}#login-drawer hr.register-divider{margin:1.2em 0;border-width:1px;}#login-drawer .register-field{font-size:90%;}@media all and (min-width: 1025px){#login-drawer hr.register-divider.hide-desktop{display:none;}#login-drawer p.register-field.hide-desktop{display:none;}}@media all and (max-width: 1024px){#login-drawer hr.register-divider.hide-mobile{display:none;}#login-drawer p.register-field.hide-mobile{display:none;}}@media all and (max-width: 767px){#login-drawer hr.register-divider.hide-mobile{display:none;}#login-drawer p.register-field.hide-mobile{display:none;}}.tertiary-navigation .tertiary-menu-container > ul > li.menu-item > a{padding-left:calc(1.2em / 2);padding-right:calc(1.2em / 2);padding-top:0.6em;padding-bottom:0.6em;color:var(--global-palette5);}.tertiary-navigation .tertiary-menu-container > ul > li.menu-item > a:hover{color:var(--global-palette-highlight);}.tertiary-navigation .tertiary-menu-container > ul > li.menu-item.current-menu-item > a{color:var(--global-palette3);}.header-navigation[class*="header-navigation-style-underline"] .header-menu-container.tertiary-menu-container>ul>li>a:after{width:calc( 100% - 1.2em);}.quaternary-navigation .quaternary-menu-container > ul > li.menu-item > a{padding-left:calc(1.2em / 2);padding-right:calc(1.2em / 2);padding-top:0.6em;padding-bottom:0.6em;color:var(--global-palette5);}.quaternary-navigation .quaternary-menu-container > ul > li.menu-item > a:hover{color:var(--global-palette-highlight);}.quaternary-navigation .quaternary-menu-container > ul > li.menu-item.current-menu-item > a{color:var(--global-palette3);}.header-navigation[class*="header-navigation-style-underline"] .header-menu-container.quaternary-menu-container>ul>li>a:after{width:calc( 100% - 1.2em);}#main-header .header-divider{border-right:1px solid var(--global-palette6);height:50%;}#main-header .header-divider2{border-right:1px solid var(--global-palette6);height:50%;}#main-header .header-divider3{border-right:1px solid var(--global-palette6);height:50%;}#mobile-header .header-mobile-divider, #mobile-drawer .header-mobile-divider{border-right:1px solid var(--global-palette6);height:50%;}#mobile-drawer .header-mobile-divider{border-top:1px solid var(--global-palette6);width:50%;}#mobile-header .header-mobile-divider2{border-right:1px solid var(--global-palette6);height:50%;}#mobile-drawer .header-mobile-divider2{border-top:1px solid var(--global-palette6);width:50%;}.header-item-search-bar form ::-webkit-input-placeholder{color:currentColor;opacity:0.5;}.header-item-search-bar form ::placeholder{color:currentColor;opacity:0.5;}.header-search-bar form{max-width:100%;width:240px;}.header-mobile-search-bar form{max-width:calc(100vw - var(--global-sm-spacing) - var(--global-sm-spacing));width:240px;}.header-widget-lstyle-normal .header-widget-area-inner a:not(.button){text-decoration:underline;}.element-contact-inner-wrap{display:flex;flex-wrap:wrap;align-items:center;margin-top:-0.6em;margin-left:calc(-0.6em / 2);margin-right:calc(-0.6em / 2);}.element-contact-inner-wrap .header-contact-item{display:inline-flex;flex-wrap:wrap;align-items:center;margin-top:0.6em;margin-left:calc(0.6em / 2);margin-right:calc(0.6em / 2);}.element-contact-inner-wrap .header-contact-item .kadence-svg-iconset{font-size:1em;}.header-contact-item img{display:inline-block;}.header-contact-item .contact-label{margin-left:0.3em;}.rtl .header-contact-item .contact-label{margin-right:0.3em;margin-left:0px;}.header-mobile-contact-wrap .element-contact-inner-wrap{display:flex;flex-wrap:wrap;align-items:center;margin-top:-0.6em;margin-left:calc(-0.6em / 2);margin-right:calc(-0.6em / 2);}.header-mobile-contact-wrap .element-contact-inner-wrap .header-contact-item{display:inline-flex;flex-wrap:wrap;align-items:center;margin-top:0.6em;margin-left:calc(0.6em / 2);margin-right:calc(0.6em / 2);}.header-mobile-contact-wrap .element-contact-inner-wrap .header-contact-item .kadence-svg-iconset{font-size:1em;}#main-header .header-button2{border:2px none transparent;box-shadow:0px 0px 0px -7px rgba(0,0,0,0);}#main-header .header-button2:hover{box-shadow:0px 15px 25px -7px rgba(0,0,0,0.1);}.mobile-header-button2-wrap .mobile-header-button-inner-wrap .mobile-header-button2{border:2px none transparent;box-shadow:0px 0px 0px -7px rgba(0,0,0,0);}.mobile-header-button2-wrap .mobile-header-button-inner-wrap .mobile-header-button2:hover{box-shadow:0px 15px 25px -7px rgba(0,0,0,0.1);}#widget-drawer.popup-drawer-layout-fullwidth .drawer-content .header-widget2, #widget-drawer.popup-drawer-layout-sidepanel .drawer-inner{max-width:400px;}#widget-drawer.popup-drawer-layout-fullwidth .drawer-content .header-widget2{margin:0 auto;}.widget-toggle-open{display:flex;align-items:center;background:transparent;box-shadow:none;}.widget-toggle-open:hover, .widget-toggle-open:focus{border-color:currentColor;background:transparent;box-shadow:none;}.widget-toggle-open .widget-toggle-icon{display:flex;}.widget-toggle-open .widget-toggle-label{padding-right:5px;}.rtl .widget-toggle-open .widget-toggle-label{padding-left:5px;padding-right:0px;}.widget-toggle-open .widget-toggle-label:empty, .rtl .widget-toggle-open .widget-toggle-label:empty{padding-right:0px;padding-left:0px;}.widget-toggle-open-container .widget-toggle-open{color:var(--global-palette5);padding:0.4em 0.6em 0.4em 0.6em;font-size:14px;}.widget-toggle-open-container .widget-toggle-open.widget-toggle-style-bordered{border:1px solid currentColor;}.widget-toggle-open-container .widget-toggle-open .widget-toggle-icon{font-size:20px;}.widget-toggle-open-container .widget-toggle-open:hover, .widget-toggle-open-container .widget-toggle-open:focus{color:var(--global-palette-highlight);}#widget-drawer .header-widget-2style-normal a:not(.button){text-decoration:underline;}#widget-drawer .header-widget-2style-plain a:not(.button){text-decoration:none;}#widget-drawer .header-widget2 .widget-title{color:var(--global-palette9);}#widget-drawer .header-widget2{color:var(--global-palette8);}#widget-drawer .header-widget2 a:not(.button), #widget-drawer .header-widget2 .drawer-sub-toggle{color:var(--global-palette8);}#widget-drawer .header-widget2 a:not(.button):hover, #widget-drawer .header-widget2 .drawer-sub-toggle:hover{color:var(--global-palette9);}#mobile-secondary-site-navigation ul li{font-size:14px;}#mobile-secondary-site-navigation ul li a{padding-top:1em;padding-bottom:1em;}#mobile-secondary-site-navigation ul li > a, #mobile-secondary-site-navigation ul li.menu-item-has-children > 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entry-meta-divider-dot"> <span class="posted-by"><span class="meta-label">By</span><span class="author vcard"><a class="url fn n" href="https://rebelsguidetopm.com/author/elizabeth/">Elizabeth Harrin</a></span></span> <span class="posted-on"> <time class="entry-date published" datetime="2020-08-17T10:38:00+01:00">17 August, 2020</time><time class="updated" datetime="2023-09-13T07:13:23+01:00">13 September, 2023</time> </span> <span class="updated-on"> <span class="meta-label">Last updated: </span><time class="entry-date published updated" datetime="2023-09-13T07:13:23+01:00">13 September, 2023</time> </span> <span class="category-links"> <span class="category-link-items"><a href="https://rebelsguidetopm.com/category/delivering-a-project/" rel="category tag">Delivering a project</a>, <a href="https://rebelsguidetopm.com/category/project-methods/" rel="category tag">Methods and frameworks</a></span> </span> </div> </header> <div class="entry-content single-content"> <div id="wtr-content" data-bg="#FFFFFF" data-fg="#00a1ab" data-width="5" data-mute="" data-fgopacity="0.20" data-mutedopacity="0.5" data-placement="top" data-placement-offset="0" data-content-offset="0" data-placement-touch="top" data-placement-offset-touch="0" data-transparent="" data-shadow="1" data-touch="1" data-non-touch="1" data-comments="" data-commentsbg="#ffcece" data-location="page" data-mutedfg="#00a1ab" data-endfg="#00a1ab" data-rtl="" > <p>Nobody wants to sit through a meeting and feel it was pointless, so why is up to half of the time attendees spend in meetings wasted?</p> <p>It demoralizes your team and is unproductive. Putting some thought into the objectives and format of your meeting in advance will allow you to get the most out of your attendees’ time.</p><nav class="wp-block-kadence-tableofcontents kb-table-of-content-nav kb-table-of-content-id39532_8bbde7-7c" role="navigation" aria-label="Table of Contents"><div class="kb-table-of-content-wrap"><div class="kb-table-of-contents-title-wrap kb-toggle-icon-style-arrow"><span class="kb-table-of-contents-title">Table of Contents</span></div><ul class="kb-table-of-content-list kb-table-of-content-list-columns-1 kb-table-of-content-list-style-none kb-table-of-content-link-style-underline"><li><a class="kb-table-of-contents__entry" href="#keep-your-meetings-short">Keep Your Meetings Short</a></li><li><a class="kb-table-of-contents__entry" href="#tips-for-efficient-meetings">Tips for Efficient Meetings</a></li><li><a class="kb-table-of-contents__entry" href="#virtual-meetings-are-not-exempt">Virtual Meetings Are Not Exempt</a></li></ul></div></nav> <p>Take this project as an example. The Swedish police investigation support project, PUST (Polisens Utredningsstöd) ran along <keyword data-keyword-id="5006">Agile</keyword> lines and involved <a href="https://rebelsguidetopm.com/5-tips-to-re-energise-your-daily-standup-meetings/" class="rank-math-link" data-lasso-id="268123">daily stand up meetings</a>. However, with a team of around 60 people, the meetings became difficult to manage. </p> <p>The project team managed to get round this by splitting the meetings into productive, shorter sessions.</p> <div class="wp-block-mv-video"><div class="mv-video-target mv-video-id-u5jnt0sy1cewld2iikem" data-video-id="u5jnt0sy1cewld2iikem" data-volume="70"></div></div> <p>First thing in the morning, the feature teams (made up of a requirements analyst, a tester and developers) met for fifteen minutes. After this, there were synchronization meetings of the specialist groups: testers from each team met, a developer from each team met and the requirements analysts met, again for fifteen minutes. This enabled all the feature teams to synchronize their work effectively with the other teams.</p> <p>Finally, there was a third daily meeting, project synchronization, in which a cross-team group discussed the whole project with the project manager and this was often attended by the <a href="https://rebelsguidetopm.com/4-reasons-why-your-project-board-isnt-working/" class="rank-math-link" data-lasso-id="268124">project board</a>.</p> <p>Three meetings instead of just one? How can that be better? It might seem like a lot of meetings, but the whole thing was completed daily in 45 minutes. </p> <p>Everyone started the day knowing exactly what was being achieved. These meetings were called the ‘daily cocktail party’ with a focus on being upbeat, although I don’t think at that time in the morning they had actual cocktails.</p> <h2 class="wp-block-heading">Keep Your Meetings Short</h2> <p>The shorter the meeting, the more focused people have to be to get everything discussed in the session. This can really cut down on chitchat and diversions. Another technique used often by <a href="https://rebelsguidetopm.com/5-team-structures-for-agile-teams/" class="rank-math-link" data-lasso-id="268125">Agile teams</a> is to remove the chairs in the room – <keyword data-keyword-id="5007">Agile</keyword> meetings are called stand ups for a reason.</p> <p>If your meetings are not creating the output you hoped for, you can cancel them; there is no requirement for a weekly project team meeting if you find that you are working closely with team members throughout the week and the formal meeting has become redundant.</p> <p>However, before you take that step, ask yourself why the time has become non-productive. If a meeting would truly be irrelevant to all the participants, then cancel it; do not waste people’s time with a pointless get-together. </p> <p>But if you believe that arranging a time for everyone to be together would genuinely be beneficial if only you could increase the collective productivity, then think what you can do to make the meeting more efficient.</p> <figure class="wp-block-image size-large"><img decoding="async" width="633" height="455" src="data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20633%20455'%3E%3C/svg%3E" alt="Tips for Better Meetings" class="wp-image-11771" title="The Benefits of Agile Approach to Meetings 1" data-lazy-srcset="https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings.jpg 633w, https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings-300x216.jpg 300w, https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings-600x431.jpg 600w" data-lazy-sizes="(max-width: 633px) 100vw, 633px" data-lazy-src="https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings.jpg" /><noscript><img decoding="async" width="633" height="455" src="https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings.jpg" alt="Tips for Better Meetings" class="wp-image-11771" title="The Benefits of Agile Approach to Meetings 1" srcset="https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings.jpg 633w, https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings-300x216.jpg 300w, https://rebelsguidetopm.com/wp-content/uploads/2017/01/283_tips-for-better-meetings-600x431.jpg 600w" sizes="(max-width: 633px) 100vw, 633px" /></noscript></figure> <h2 class="wp-block-heading">Tips for Efficient Meetings</h2> <p>If you would like to be able to squeeze something useful from the time you have the whole team together, try some of these suggestions:</p> <ul class="wp-block-list"><li>Make sure people know why they are there, so they can plan their contribution in advance: send out an agenda and objectives for the meeting. Allowing anyone to suggest agenda topics can mean that the final version of your agenda contains lots of items that are of no relevance to the majority of attendees, so by all means give people the option of putting forward suggestions for the agenda topics but sanity check them before they make it on to the list.</li><li>Take it in turns to be the chair: this method also allows quieter members of the team an opportunity to speak and take the lead. However, keep the role of minute-taker yourself or delegate it to a trusted colleague, as you need to be confident in the completeness and accuracy of the minutes.</li><li>Do not assume <a href="https://rebelsguidetopm.com/free-project-action-log-template/" class="rank-math-link" data-lasso-id="268126">action points</a> from the previous meeting have been completed – go through the minutes, ask for updates and if an action is not done, carry it forward.</li><li>Set a firm start and end time, and consider imposing penalties for those who are late.</li><li>Calculate the cost of the down time in the meeting if you do start late: sometimes sharing the astronomical financial figures relating to lost productivity can be enough to prompt people to turn up on time for the next session!</li></ul> <div class="wp-block-image size-large"> <figure class="aligncenter"><a href="https://rebelsguidetopm.com/meetings-templates/" data-lasso-id="280321"><img decoding="async" width="752" height="1200" src="data:image/svg+xml,%3Csvg%20xmlns='http://www.w3.org/2000/svg'%20viewBox='0%200%20752%201200'%3E%3C/svg%3E" alt="meetings template bundle advert" class="wp-image-20718" title="The Benefits of Agile Approach to Meetings 2" data-lazy-srcset="https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-752x1200.webp 752w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-768x1226.webp 768w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-963x1536.webp 963w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-1283x2048.webp 1283w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle.webp 1410w" data-lazy-sizes="(max-width: 752px) 100vw, 752px" data-lazy-src="https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-752x1200.webp" /><noscript><img decoding="async" width="752" height="1200" src="https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-752x1200.webp" alt="meetings template bundle advert" class="wp-image-20718" title="The Benefits of Agile Approach to Meetings 2" srcset="https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-752x1200.webp 752w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-768x1226.webp 768w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-963x1536.webp 963w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle-1283x2048.webp 1283w,https://rebelsguidetopm.com/wp-content/uploads/2020/06/Meetings-Template-Bundle.webp 1410w" sizes="(max-width: 752px) 100vw, 752px" /></noscript></a></figure></div> <h2 class="wp-block-heading">Virtual Meetings Are Not Exempt</h2> <p>The guidelines above still apply for a meeting held ‘virtually’ i.e. by video, web or audio conferencing. The interpersonal relationships and reactions between your colleagues will be harder to understand and respond to if your participants are not co-located, so this method works better for short meetings with a clear structure and purpose.</p> <p class="has-very-light-gray-background-color has-background">Read next: <a href="https://rebelsguidetopm.com/4-easy-tips-for-effective-virtual-meetings/" class="rank-math-link" data-lasso-id="268128">Easy tips for better virtual meetings</a></p> <p>If you can’t see who is speaking, ask everyone to introduce themselves when they start to speak (‘It’s Alan – I think we could deliver that feature by Friday.’) You can also level the playing field by asking everyone to join by conference call even if some people are able to meet face to face and dial in as a group.</p> <p>If you are clever about it you can fit a lot into an hour-long project team meeting.</p> <p>In fact, do your meetings even need to be an hour long? Once you’ve got a <a href="https://rebelsguidetopm.com/book-review-trust-in-virtual-teams/" class="rank-math-link" data-lasso-id="268129">virtual team that trusts each other</a>, you should be able to whizz through your weekly project agenda in much less time.</p> <p>It just takes a bit of planning in advance and for you to brief your team about what to expect. 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She holds degrees from the University of York and Roehampton University, and several project management certifications including APM PMQ. She first took her PRINCE2 Practitioner exam in 2004 and has worked extensively in project delivery for over 20 years.<br /> Elizabeth is also the founder of the <a href="https://projectmanagementrebels.com">Project Management Rebels</a> community, a mentoring group for professionals. She's written <a href="https://www.amazon.co.uk/shop/girlsguidetopm?listId=39AAAL9W0P69D">several books for project managers</a> including <a href="https://www.elizabeth-harrin.com/mmp">Managing Multiple Projects</a>.</p> </div> <div class="entry-author-follow author-follow"> <a href="https://www.facebook.com/groups/projectmanagementcafe" class="facebook-link social-button" target="_blank" rel="noopener" title="Follow Elizabeth Harrin on Facebook"> <span class="kadence-svg-iconset"><svg class="kadence-svg-icon kadence-facebook-svg" fill="currentColor" version="1.1" xmlns="http://www.w3.org/2000/svg" width="32" height="32" viewBox="0 0 32 32"><title>Facebook</title><path d="M31.997 15.999c0-8.836-7.163-15.999-15.999-15.999s-15.999 7.163-15.999 15.999c0 7.985 5.851 14.604 13.499 15.804v-11.18h-4.062v-4.625h4.062v-3.525c0-4.010 2.389-6.225 6.043-6.225 1.75 0 3.581 0.313 3.581 0.313v3.937h-2.017c-1.987 0-2.607 1.233-2.607 2.498v3.001h4.437l-0.709 4.625h-3.728v11.18c7.649-1.2 13.499-7.819 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