2 Contents Conducting meetings Planning the meeting Running the meeting After the meetingWhat is a RAP sessions?Why hold a RAP session?Main principles of RAPWhen to hold RAP sessionsGuidelines for holding a RAP session
3 Conducting meetings There are three stages to conducting meetings: planning the meetingrunning the meetingafter the meeting
4 Planning the meeting Guidelines to planning effective meetings: determine the outcomes that are wanted from the meetingidentify who needs to attendprepare an agenda to satisfy the outcomesensure all the agenda items can be realistically covered in the allotted time for the meetingbook the meeting roomnotify the participants of the meeting (why, where, when, how long, agenda)
5 Running the meeting Guidelines to running effective meetings: arrive early and make sure the meeting room is set upstart on time, do not wait for late arrivals as it encourages latenessidentify a chairperson to coordinate the meetingidentify someone to take minutesstate the purpose of the meeting at the startReview the agenda, get agreement and then stick to the agendaallocate time on each agenda item and do not run over time for each itemavoid getting bogged down in too much detail or in side issues.If more information or a solution needs to be worked through make this an action item to be addressed prior to the next meeting.
6 Running the meeting (cont.)… Guidelines to running effective meetings:chairperson must control the meeting and not let individuals dominaterecord minutesidentify action items, assign to one owner and specify when to be actioned byfinish on timeif some agenda items are not covered agree to reconveneIf it is a regular meeting, or a follow up meeting is required, state when the next meeting will be
7 After the meetingtidy the meeting room so it is left as you found it (clean whiteboards, remove papers, cups etc)file a record of the meeting (minutes and action items) in the project folder and add actions to the project action items logdistribute minutes and action items to all participants of the meeting.follow up with people assigned action items near to the “action by” date.
8 What is a RAP* session? RAP is an abbreviation for Rapid Planning. RAP is collaborative planning for a project.the common principle of RAP is to engage the stakeholders of the project in the activities of the planning phase to gain their contribution and commitment to the project plan.*Source: Rob Thomsett, Radical Project Management, Yourdon Press, 2002.
9 Why hold a RAP session? A RAP session: increases the involvement of stakeholders in the project plan.gains input to the plan from a greater audience than traditional project planning.may reduce the time taken to develop the project plan.may increase the overall effort taken to produce the project plan (because of the number of people involved)improves communicationfacilitates team buildingdevelops team commitment to the project planensures the key players in the project are on the same page
10 Main principles of RAP A RAP session is: Participative: all attendees are encouraged to contribute to the sessionFacilitative: format is interactive rather than formal and prescriptiveProactive: style is creative (similar to brainstorming)Open and trusting: information is shared, individual views are respected
11 When to hold RAP sessions Type of meetings where a RAP session is useful:project kick-off meetingsdetermining requirementsdetermining costs and benefitswork breakdown sessionsestimating sessionsresourcing and scheduling sessions
12 Guidelines for holding a RAP session A RAP session is a meeting, and as such should follow the basic guidelines for meetingsRAP sessions are normally longer sessions (2-4 hours) than meetings (1 hour)In identifying the agenda for the RAP session ensure this can be achieved within the time allowed for the sessionRAP sessions involve more discussion and development of ideas rather than meetings where action items are used to reduce the discussion timeCan be held over a series of days if necessarySee for more details.