When to Call a Project Meeting (And When Not To)

Too many meetings kill project momentum. Too few meetings create confusion and problems. Here's how to get the balance right.

When Meetings Are Essential

Pre-Construction Kickoff

• All key players meet before work begins

• Review project scope, timeline, and expectations

• Establish communication protocols

• Address questions and concerns upfront

Major Milestone Reviews

• End of each significant project phase

• Review completed work and upcoming tasks

• Address any scope changes or timeline adjustments

• Ensure client satisfaction before proceeding

Problem Resolution Sessions

• When issues arise that affect timeline, budget, or scope

• All affected parties present

• Focus on solutions, not blame

• Document decisions and next steps

Change Order Discussions

• Before implementing any project changes

• Clear explanation of impacts and costs

• Written approval before proceeding

• Timeline adjustments documented

When Meetings Waste Time

Daily Status Updates

• Daily photo updates and brief written reports work better

• Meetings interrupt work flow

• Most daily information doesn't require discussion

Technical Coordination

• Trades can coordinate directly most of the time

• Site supervisors handle routine coordination

• Only escalate to meetings when conflicts arise

Material Selection (After Approval)

• Once materials are approved, meetings slow down ordering

• Trust the process unless changes are needed

Making Meetings Effective

Before the Meeting:

• Clear agenda shared in advance

• Specific outcomes defined

• Only essential people invited

• Time limit established

During the Meeting:

• Start and end on time

• Focus on decisions and solutions

• Document all agreements

• Assign clear action items

After the Meeting:

• Written summary within 24 hours

• Action items with responsible parties and deadlines

• Follow up on completion

Digital Alternatives

Many "meetings" can be handled more efficiently:

• Photo updates with brief explanations

• Email threads for non-urgent decisions

• Video calls for remote approvals

• Project management software for status tracking

The Bottom Line: Meetings should solve problems and make decisions, not just share information. If you're having meetings to find out what's happening, your project communication system isn't working.