No matter what type of project management training you have taken, whether APM PFQ or something else, you will have learnt all about the importance of communicating effectively with your team and stakeholders. Regular meetings are a part of this. However, many project managers are guilty of failing to hold efficient meetings. They invite everyone a long, which can waste a lot of time, especially for those who aren’t impacted by the vast majority of what is being said. With that in mind, let’s take a look at some of the steps to take to determine who should be invited to your next project management meeting.

What is the precise purpose of the meeting? This is the first question you need to ask yourself. A lot of project managers hold meetings simply for the sake of it, and this is when they become inefficient. Do you want to have an update regarding the status of the project from all team members? Are you focusing on a specific task? Determine what you hope to get out of the meeting, and then you will be able to decide what stakeholders and team members are impacted.

Identify relevant stakeholders – Once you know the subject matter of the meeting, you will be able to identify any stakeholders who could have something important to share with attendees or are experts regarding the topic of he meeting. These attendees could be vital, but can sometimes be overlooked. You will want to find anyone that will help you to increase your chances of reaching your goal by offering new insights or solving a problem.

Identify relevant team members – This involves including team members who will have an update that is relevant to the meeting, as well as those that are going to be impacted by what is being discussed. Remember, not every stakeholder needs to know about every update regarding the task.

Contact potential attendees – Once you have an idea regarding who is going to be attending the meeting, it is a good idea to get in touch with them. Have a chat regarding the meeting, what you aim to discuss, and what you hope to achieve by holding the meeting. You can then ask whether they wish to attend it or if they feel their attendance isn’t necessary. Of course, this is only applicable for team members and stakeholders you’re unsure about inviting. There will be those that are a necessity to the meeting.

Ask all attenders if they know anyone else who would be potentially valuable to the meeting – Last but not least, it is a good idea to ask attendees if they know of anyone they think would be worth inviting to the meeting. Sometimes, assistance or insights that wasn’t previously available can help to move a project or a task in the best direction.

So there you have it: the important steps to follow when determining whom you should invite to your next project meeting. If you follow the steps mentioned above, you can ensure you hold an efficient meeting that drives the project forward.