As digital transformation increasingly becomes the norm for businesses, the importance of meeting management also grows. Many organizations are looking to adopt new technologies and processes to improve their efficiency and effectiveness, but in doing so they often overlook the role that meetings play in driving these changes.
There are a lot of stakeholders involved in any new technology project or digital transformation initiative, and it’s important to ensure that everyone is on the same page from the start. One of the best ways to do this is through regular, well-organized, and productive meetings.
We’ve all heard the saying, “this meeting could’ve been an email” – but the truth is, there’s a lot that can be accomplished in a meeting that couldn’t be done through email or other asynchronous communication methods. When used correctly, meetings can be an invaluable tool for driving digital transformation.
Benefits of Meetings in Project Management
Communication is fundamental to any digital transformation or project management strategy.
Here are a few ways that productive meeting management can help support your organization’s digital transformation efforts:
1. They Keep Everyone on the Same Page
As digital transformation can be a complex and multi-faceted process, everyone involved must be aware of the latest changes and developments. Effective meetings provide an opportunity for project managers and other key stakeholders to share updates and ensure that everyone is on the same page.
2. They Help to Address Challenges Quickly
Digital transformation can often bring up unexpected challenges. Meetings provide a space for stakeholders to identify these challenges and work together to find solutions. By addressing challenges quickly and efficiently, meetings can help to keep a digital transformation project on track.
3. They Encourage Collaboration
Digital transformation initiatives often require input and collaboration from different departments within an organization. Productive meetings provide an opportunity for employees from different teams to come together and work towards a common goal.
4. They Facilitate Decision-Making
One of the key benefits of meetings is that they provide a space for stakeholders to discuss options and make decisions. When decisions are made in a meeting, they are more likely to be well-informed and take into account the different perspectives of those involved.
5. They Help to Build Relationships
Digital transformation can be a disruptive process, and it’s important to maintain good relationships with all stakeholders during this time. Meetings provide an opportunity for employees to get to know each other and build trust. This is especially important when working on cross-functional projects.
While meetings might not be the most exciting part of digital transformation, they are nonetheless an essential part of the process. By following some simple meeting management tips, you can ensure that your meetings are productive and supportive of your organization’s overall goals.
Build an Effective Meeting Management Strategy
An effective meeting management strategy can help to ensure that digital transformation programs are successfully implemented and that key stakeholders remain aligned. Here are some tips for managing meetings during a digital transformation:
Set clear objectives
Before a meeting even starts, it’s important to have a clear idea of what you want to achieve and who is guiding the conversation. All too often, meetings descend into an aimless discussions without any real decision-making taking place. By setting clear objectives at the outset, you can ensure that everyone knows what needs to be accomplished and that the meeting stays focused.
Invite the right people
Another common mistake is inviting too many people to a meeting, which can lead to it being unfocused and unproductive. In this case, more is not always the merrier. It’s important to only invite those who absolutely need to be there, and who can contribute to achieving the objectives.
Use technology wisely
There are a plethora of meeting management tools and technologies available, but it’s important to use them wisely. Over-reliance on technology can often lead to meetings becoming impersonal and ineffective. It’s important to strike a balance and only use technology when it genuinely adds value.
Encourage participation
To get the most out of meetings, it’s important to encourage everyone to engage. This means creating an environment where people feel comfortable expressing their opinions and ideas. It can also be helpful to assign specific roles to different participants, such as a ‘scribe’ who captures key points of discussion.
Follow up afterward
Once a meeting is over, it’s important to follow up with all the participants to ensure that everyone is on the same page. This can be done via email, or through another meeting management tool. Following up also allows you to track progress and ensure that decisions made during the meeting are actually implemented.
Digital transformation is a complex process, but effective meeting management can play a vital role in ensuring its success. By following these tips, you can help to make sure that your digital transformation program stays on track and achieves its objectives.
Meeting Management In Project Management
Project management generally is the application of skills, knowledge, tools, and techniques to meet project requirements. It is an iterative process with the goal of meeting or exceeding stakeholder expectations within a set timeframe and budget.
However, incorporating meeting management into your project management strategy can help to ensure that digital transformation programs are successfully executed and that key stakeholders remain aligned. Meeting management encompasses the planning, preparation, execution, and follow-up of meetings.
If you have questions regarding project management efficiencies or need help building a more effective meeting management strategy, please feel free to contact me directly at kyler.cheatham@thirdstage-consulting.com. I am happy to be an informal sounding board for your project.
I also highly recommend downloading our newly released 2023 Digital Transformation Report for more project management and transformation communication best practices.
