project kick off meeting

Submitted by vijayavadrevu on Mon, 04/29/2013 - 16:31

 39. In a project kick off meeting there is utter chaos with all the attendees talking simultaneously. The project manager is not able to present his report in this noise and the stakeholders feel that their expectations are not being met properly. Also, many of the invited attendees are not attending the meeting. What should the project manager have done to avoid this situation?

·         A)Communicate the agenda of the meeting clearly to all the Stakeholders

·         B)

Postponed the meeting to ensure availability of all the Stakeholders

·        C) 

Conduct a brainstorming session to reach a consensus with Stakeholders

·         D)Establish ground rules for the meeting and communicate the same to all the attendees

I ha     I have answered as A where as the answer is given as D

            Can someone explain?         

 

 

An I  

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sspawar

Mon, 04/29/2013 - 17:02

 read about ground rules.

agenda - does not establish deciplene, it detailed only points to be discussed.

siddus

Mon, 04/29/2013 - 17:09

D is correct. Not sure how you arrived at A. There is no reason to believe that the agenda of the meeting was not communicated to the stakeholders. The core issue here is that there is no decorum in the meeting. For instance, people are talking out of turn; invited attendees are not present. Consequently, the more important issues, i.e. the project status report to be presented by the PM and the concerns of the stakeholders, have been put on the backburner. The PM should establish ground rules for team meetings, outlinging how meetings are to be conducted, how issues are to be resolved, and how decision making will take place. This will help the team focus on the more important issues and settle other issues with peaceful discussion. 

Here is a good discussion on the topic - http://project-management.learningtree.com/2011/01/09/focus-the-project-...

A is not the best answer here simply because even if the agenda was communicated by the PM, meetings could still end up in chaos - if no ground rules are established. 

 

 

 

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crushPMP

Mon, 04/29/2013 - 17:13

Deginitely D, don't know how you even reasoned to come at Option A. That would have been the answer if the situation was that stakeholders were jumping topics and there is no organized discussions.


chaos/absent - no ground rules.

vijayavadrevu

Mon, 04/29/2013 - 17:27

 Thank You all

siddus

Mon, 04/29/2013 - 17:42

I would like to add my 2 cents here. Lack of an agenda may also lead to chaos in meetings.. albeit not to the degree described in the case. But option (D) is a better answer here as we have no reason to believe that the agenda was not communicated. For the exam, we must assume that all processes were followed by the PM, unless otherwise stated. The case states that invited attendees were not present, which possibly alludes to the fact that an agenda was circulated.

 

akashpopli

Mon, 04/29/2013 - 17:44

 Shairng the Agenda is one of te Actions to be taken while communicating the meeting to stakeholders.

However, setting the ground rules is the BEST suitable answer to this problem. This is so, because  by setting the ground rules te Project Manager would have ensured below (not limited to these only):

1. Mandate on attendance throughout the meeting.

2. Etiquettes' of attending the meeting.

3. Acceptable beavior and way to resolve while there are conflicts.

4. Expectations if any from team members, stakeholders and management.