2.09 - Meetings Structure
Project Management needs a disciplined generic set of meetings to manage and control project progress and allow for interaction with supporting functions and the customer.
Example: a large scale aerospace electronic product design & make project
Typical Meeting Structure
Item |
Subject |
Frequency |
Comments |
1 |
Problem / Action List Review |
Twice Weekly |
|
2 |
Project Review |
Weekly |
Longer term issues, programme review, customer support planning, manufacturing planning |
3 |
Customer Review |
Every two weeks |
|
4 |
Engineering Change Board (ECB) |
Weekly |
|
5 |
Manufacturing Change Control |
Weekly |
|
6 |
Resources Planning |
|
|
7 |
Commercial & Financial Control |
|
|
8 |
Technical Review |
As Required |
To feed problems to the specialist functional staff |
9 |
Planning |
|
|
10 |
Quality and Reliability (Q&R) |
|
|
It is necessary to define:
Chairman, Attendees, Duration, Style and Frequency (for 6, 7, 8, 9 & 10)
All meetings should have a mission, a standard agenda, a check-list and an attendee list.
Typical Bi-Weekly Project Review Meeting Agenda
Ref |
Agenda Item |
Who |
Target Time (minutes) |
1 |
Administration Review |
Project Administrator |
10 |
2 |
Project top level plan and work package / phase plan review |
Planning Manager |
30 |
3 |
Project Plan Review and Look ahead |
Software Engineering
Hardware Engineering
Product support
Manufacturing System Design |
60 |
4 |
Technical Manager’s problem and exception reports summary |
Technical Manager |
40 |
5 |
Production Manager’s problem and exception report summary (Include Manufacturing Change Control Meeting Report) |
Production Manager |
15 |
6 |
Q & R Team and ECB progress review |
Technical Manager Design |
15 |
7 |
Action List summary and listing of priority plans |
Project Manager |
10 |
| |
|
Total Duration |
3 hours |
Chairman: Head of projects
Attendees: Project Manager, Managers for Software & Hardware Engineering, all technical Managers, Planning Manager, Project Administrator, Production Managers.