GENERAL – How to – Meeting Prep

Purpose of this How To Guide: How to execute the (PM) Task called ‘Planning – Meeting Prep’

Applicable to: PMs (Project Managers)

Customers: Platinums

Timescale: Interval commence – 10 minute task.

Introduction

When a new interval fires for a customer who has a Campaign Planning meeting or similar, a ‘Planning – Meeting Prep’ task should be assigned to the Project Manager.

The Project Manager will ensure that any meetings for the interval are scheduled with the relevant team members.

This guide describes how to perform this ‘Planning – Meeting Prep’ task.

Campaign Planning Meetings

Campaign Planning Meetings happen 10 days before a new interval commences and are the core meeting where the next months’ work is planned. Currently the Project Manager should:
Book a meeting in a room with a screen available (SQHQ is best)
Invite all team members for the Customer. This is found in the left sidebar of the Monthly Retainer Screen (At the bottom of it at time of writing).
Book the meeting for 45 minutes, being considerate to the teams’ other meetings & lunch / working hours where possible. (this is easier than it sounds as you should be booking about 2 weeks ahead of time)
In the meeting description state the Customer, add a link to their Monthly Contract & also type out how large the Pool is for the Customer.
Finally, attach the How To for holding a campaign meeting & also the template campaign plan for ease of reference.

Report Review Meetings

Report Review Meetings happen 3 days after an interval close. The meetings are the opportunity for the Lead & Account Manager to review the month prior and report upon it for the Customer. The next meeting should be booked in at the same time as the Campaign Planning Meeting, when you have the ‘Planning – Meeting Prep’ task due.

To book this meeting you just need to ensure there is a screen in the room and that you have invited the Lead & Account Manager. As covered in the Reporting How To, the report needs to be supplied to the Lead & Account Manager the day before the meeting.