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Project Status Meeting Checklist


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Project Status Meeting Checklist Read this Project Status Meeting Checklist to learn more about the basic steps for planning a successful status meeting and developing an agenda for this even. It is designed for senior project staff to explain them what criteria to use in initiating and closing the meeting, what necessary activities to carry out for preparing the meeting, and what key items to include in the agenda.

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  1. Entry Criteria.
    • Start planning for your status meeting after your project is kicked off.
    • Be sure that the project schedule is developed, updated and communicated.
    • Prepare an internal status report that specifies current state of the project.
    • Have the issue log, risk log and change log available and ready for review at the meeting.
    • Keep the risk management plan updated and ready for review at the meeting.
    • Communicate with the project customer and owner to request for changes (if any) to user requirements.
    • Make a customer status report and have it ready for the meeting.
  2. Exit Criteria.
    • The project schedule is reviewed, overdue activities are revealed, and workarounds are discussed.
    • Necessary corrections to activity due dates and durations are made.
    • The risk management plan is checked for effectiveness and approved for further use and implementation during the project lifecycle.
    • A plan for handling pending issues is created, discussed, approved and ready for implementation.
    • A plan for managing team communications is developed and ready for use.
    • Necessary changes are requested and approved by the senior team.
    • Key decisions are made, confirmed by the senior team, and recorded in a meeting report.
    • Appropriate team assignments are made to underpin and implement meeting decisions.
  3. Preparation.
    • Be sure that the entry criteria are met so you can proceed to meeting preparation.
    • Set time and date for the meeting.
    • Choose meeting place and location.
    • Be sure that the chosen place has necessary infrastructure.
    • Make a list of meeting participants including project manager, team, customer, sponsor.
    • Identify the need for inviting external experts and independent consultants.
    • Notify attendees of the meeting date, time, and location.
    • Share the participants list among all attendees.
    • Send a copy of the meeting agenda (described below in this checklist) to each authorized attendee.
  4. Agenda.
    • During your status meeting, discuss tasks and goals that are successfully achieved on the day when the meeting is conducted.
    • Discuss any tasks or goals that are failed to achieve.
    • Define and discuss reasons of failure and develop a corrective action plan.
    • Review the project schedule and determine its status.
    • Confirm whether due dates of scheduled activities are still realistic and reasonable.
    • Reschedule the due dates if they turn to be unrealistic and failing.
    • Review every milestone placed on the schedule to check activity status and determine whether the desired effect is possible to reach.
    • Use the issue log to review status of identified issues and discuss solutions for pending issues.
    • Use the risk log to review status of identified risks and discuss responses to unsettled or uncertain risks.
    • Use the change log to review status of requested changes and discuss new changes that must be requested and approved.
    • Review status of deliverables relevant to the current project stage to determine whether the desired deliverables are produced by the team and acceptable by the customer.
    • Identify a need to rework the project plan.
    • Discuss a need to make authorized delegation and re-assignment of...

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