Page 209 - E2 Integrated Workbook STUDENT 2018

Managing projects

6.6 Reports and meetings

The two most important elements used in the control of projects are reports and
meetings.

The following main reports are produced.

 Exception reports

This is when everything is in accordance with the plan. Only
exceptions are reported.

 Progress reports

Both formal and regular, these note what has happened in the
report period and the project status to date.

Regular meetings are also an essential part of control within a
project. As well as communicating the progress of the project, they
can also enhance relationships with the project team and with other
stakeholders.

The main meetings which should be held throughout the project are
as follows.

 Team meetings

The project manager should hold regular meetings with the
members of the project team.

 Project progress review meetings

These are regular, formal meetings involving the project manager,
team members, and the customer or steering committee.

 Project problem solving meetings

These would be held on an ad hoc basis as required to deal with
specific problems.

 Meetings with external parties

The project manager will also have to arrange meetings with
external resource providers such as suppliers and sub-contractors.

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