Improve Team Meetings: Key Project Manager Responsibilities
Question
Several team members report that meeting objectives are not being met.
Which of the following documents would a project manager create to make team meetings more effective? (Choose two.)
Answers
Explanations
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A. B. C. D. E. F. G.BE.
The two documents that a project manager should create to make team meetings more effective are:
B. Create a meeting agenda prior to each meeting and adhere to it.
A meeting agenda is a list of items that will be discussed during a meeting. It helps to keep the meeting on track, ensures that all relevant topics are covered, and helps to prevent the meeting from veering off into unproductive discussions. By creating a meeting agenda prior to each meeting, the project manager can ensure that everyone is aware of what will be discussed and can prepare accordingly. Adhering to the agenda ensures that the meeting stays on track and objectives are met.
E. Create an action item list during the meeting and adhere to it.
An action item list is a list of tasks that need to be completed following a meeting. It outlines who is responsible for completing each task and when the task needs to be completed. By creating an action item list during the meeting, the project manager can ensure that everyone is aware of what needs to be done and can take ownership of their responsibilities. Adhering to the action item list ensures that tasks are completed in a timely manner and objectives are met.
A, C, D, F, and G are not the correct answers to the question:
A. Create an SOW prior to each meeting and adhere to it.
An SOW (Statement of Work) is a document that outlines the work that needs to be done for a project. It is not typically created prior to each meeting, as it is a more comprehensive document that outlines the entire project. While an SOW may be helpful in some contexts, it is not the correct document to create to make team meetings more effective.
C. Create a lessons learned list prior to each meeting and adhere to it.
A lessons learned list is a document that outlines the successes and failures of a project, as well as the lessons learned from those experiences. While it is important to learn from past experiences, creating a lessons learned list prior to each meeting is not the correct approach to making team meetings more effective.
D. Create a project charter prior to each meeting and adhere to it.
A project charter is a document that outlines the scope, objectives, and stakeholders of a project. It is not typically created prior to each meeting, as it is a more comprehensive document that outlines the entire project. While a project charter may be helpful in some contexts, it is not the correct document to create to make team meetings more effective.
F. Create a corrective action plan prior to each meeting and adhere to it.
A corrective action plan is a document that outlines the actions that need to be taken to correct issues that have arisen during a project. While it is important to have a corrective action plan in place, creating one prior to each meeting is not the correct approach to making team meetings more effective.
G. Create a WBS prior to each meeting and adhere to it.
A WBS (Work Breakdown Structure) is a document that breaks down the work that needs to be done for a project into smaller, more manageable pieces. It is not typically created prior to each meeting, as it is a more comprehensive document that outlines the entire project. While a WBS may be helpful in some contexts, it is not the correct document to create to make team meetings more effective.
