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Project Communication : Human Resource Champions

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Question:

Discuss about the Project Communication for Human Resource Champions.
 
 

Answer:

Introduction:

There is a valuable need to have an agenda in every project meeting. Meetings which are done without any proper agenda often lead to chaos and disheveled feathers. An agenda is the best way to communicate to attendees through which the orderly processes involved in the meeting are being conveyed (ACTION, (2013). An agenda is something that makes sure that the meeting does not go out of track and that the customary operations along with special projects are being preceded as per the objective.

An agenda helps in preparing for the meeting and scheduling the issues that needs to be discussed. It is sent out in advance in order to give attendees enough time to make available any required updates or suggest any specific issue that needs to be included. Reviewing of the agenda prior to a meeting offers sufficient length of time to attendees to put together documents and relevant reports in accordance to the meeting’s requirement (Ulrich, 2013). The sole purpose of having an agenda and sending it out in advance is to give attendees the required time to prepare themselves for the meeting (Srikanth et al., 2012). The person in charge of such a meeting can exercise his power and control over the discussion flow and the issues covered.

Productivity of the meetings gets enhanced through agendas. It is for the better understanding of the attendees that agendas are prepared through which they know that all the areas listed on the agenda are likely to be discussed and would move at a pace that makes certain all the specified areas are enclosed (Haug, 2013). Agendas clearly state the action items and the responsible people for the same. Agendas play a vital role in zeroing in on areas that requires a decision to be made along with clearing the way for progress.

Other components apart from the agenda that is necessary for successful project meetings:

Agenda is important, but there are certain other things that need to be considered for successful project meetings.

Notice: When a meeting is to be arranged, a notice is send to all the members who are required to attend it. A notice should be circularized under proper authority and it should consist of date, time and place (Hotel, 2013). The purpose of such a meeting should also be included in the notice.

 

Minutes of Meeting: The minutes of the meeting are the recorded discussions which are taken into consideration. It works as an important and useful document to refer back to focus on what actions was taken and when it took place (Morris et al., 2013). The document states the people who were present in the meeting and the actions taken on certain matters and the people responsible for the same.

Quorum of Meeting: A quorum can be defined as the minimum number of voting members who needs to be present in a meeting for conducting business in the group’s name. A meeting cannot start until and unless there is least number of voting members.

Chairperson of meeting: The chairperson for a meeting is a person who is being appointed to look over the proceedings of a meeting, ensuring the attendees are in line with the principle of the meeting.

People responsible for creating, maintaining and updating the documentation around project meetings:

Business Analyst is the one responsible for developing, maintaining and updating the required documentation around the project meetings. They are the people who are responsible for preparing reports and presenting the higher management with exact analysis. An administrative professional is often being presented with the job of taking the minutes at meetings. His role is to keep details of all the discussions and an action plan of what is to be done and by whom and how it is to be measured. In meetings when a group produces a list of ideas, it is his job to record the same for future reference.

 

Reference:

Action, A. I. (2013). Meeting Agenda. circulation, 12, 19.

Haug, C. (2013). Organizing spaces: Meeting arenas as a social movement infrastructure between organization, network, and institution. Organization Studies, 34(5-6), 705-732.

Hotel, D. (2013). notice of meeting.

Morris, F., Gilliland, S., Townsend, C., Navamar, R., Present, G., & Millikin, M. (2013). minutes of meeting.

Srikanth, H., Denner, G., Hammer, M. F. M., & Murray, S. R. (2012). U.S. Patent No. 8,214,748. Washington, DC: U.S. Patent and Trademark Office.

Ulrich, D. (2013). Human resource champions: The next agenda for adding value and delivering results. Harvard Business Press.

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