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PK0-003 · Question #38

The project manager has noticed that meeting attendance rates are declining. Regular attendees prefer to talk about the past or upcoming weekend as opposed to reporting on project updates. Which of th

The correct answer is D. Establish ground rules, distribute an agenda, and use a facilitator.. To address declining attendance and off-topic discussions in project meetings, the project manager should implement structured meeting practices to improve focus and productivity. Establishing ground rules, providing an agenda, and using a facilitator ensures meetings are purpose

Project management concepts

Question

The project manager has noticed that meeting attendance rates are declining. Regular attendees prefer to talk about the past or upcoming weekend as opposed to reporting on project updates. Which of the following shows how the project manager should respond?

Options

  • ATake no action. Team bonding is important. Those that cannot attend are probably attending
  • BChange the meeting format to be a daily stand-up of no longer than 15 minutes.
  • CEscalate non attendance to functional line managers. Cut off non-related discussions.
  • DEstablish ground rules, distribute an agenda, and use a facilitator.

How the community answered

(29 responses)
  • A
    17% (5)
  • B
    3% (1)
  • C
    7% (2)
  • D
    72% (21)

Why each option

To address declining attendance and off-topic discussions in project meetings, the project manager should implement structured meeting practices to improve focus and productivity. Establishing ground rules, providing an agenda, and using a facilitator ensures meetings are purposeful and efficient.

ATake no action. Team bonding is important. Those that cannot attend are probably attending

Taking no action would allow the negative trends to continue, further decreasing meeting effectiveness and potentially harming project progress.

BChange the meeting format to be a daily stand-up of no longer than 15 minutes.

While changing the meeting format to a daily stand-up can be effective in some contexts, it doesn't directly address the issue of off-topic discussions or lack of structure that might be causing declining attendance in the current meeting format.

CEscalate non attendance to functional line managers. Cut off non-related discussions.

Immediately escalating to functional line managers and cutting off discussions might be seen as authoritarian, potentially damaging team morale and not addressing the root causes of disengagement.

DEstablish ground rules, distribute an agenda, and use a facilitator.Correct

Establishing clear ground rules helps set expectations for participant behavior and discussion topics, an agenda ensures the meeting stays focused on project updates, and a facilitator guides discussions and keeps them on track. These actions directly address the identified problems of declining attendance and off-topic conversations, making meetings more productive and valuable for attendees. This structured approach helps re-engage participants by making the meetings more effective and less of a time sink.

Concept tested: Effective meeting management practices

Source: https://www.pmi.org/learning/library/effective-project-meetings-1191

Topics

#Meeting management#Communication skills#Team engagement#Ground rules

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