Project Status Meeting Checklist

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1. Entry Criteria.
   • Start planning for your status meeting after your project is kicked off.
   • Be sure that the project schedule is developed, updated and communicated.
   • Prepare an internal status report that specifies current state of the project.
   • Have the issue log, risk log and change log available and ready for review at the meeting.
   • Keep the risk management plan updated and ready for review at the meeting.
   • Communicate with the project customer and owner to request for changes (if any) to user requirements.
   • Make a customer status report and have it ready for the meeting.
2. Exit Criteria.
   • The project schedule is reviewed, overdue activities are revealed, and workarounds are discussed.
   • Necessary corrections to activity due dates and durations are made.
   • The risk management plan is checked for effectiveness and approved for further use and implementation during the project lifecycle.
   • A plan for handling pending issues is created, discussed, approved and ready for implementation.
   • A plan for managing team communications is developed and ready for use.
   • Necessary changes are requested and approved by the senior team.
   • Key decisions are made, confirmed by the senior team, and recorded in a meeting report.
   • Appropriate team assignments are made to underpin and implement meeting decisions.
3. Preparation.
   • Be sure that the entry criteria are met so you can proceed to meeting preparation.
   • Set time and date for the meeting.
   • Choose meeting place and location.
   • Be sure that the chosen place has necessary infrastructure.
   • Make a list of meeting participants including project manager, team, customer, sponsor.
   • Identify the need for inviting external experts and independent consultants.
   • Notify attendees of the meeting date, time, and location.
   • Share the participants list among all attendees.
   • Send a copy of the meeting agenda (described below in this checklist) to each authorized attendee.
4. Agenda.
   • During your status meeting, discuss tasks and goals that are successfully achieved on the day when the meeting is conducted.
   • Discuss any tasks or goals that are failed to achieve.
   • Define and discuss reasons of failure and develop a corrective action plan.
   • Review the project schedule and determine its status.
   • Confirm whether due dates of scheduled activities are still realistic and reasonable.
   • Reschedule the due dates if they turn to be unrealistic and failing.
   • Review every milestone placed on the schedule to check activity status and determine whether the desired effect is possible to reach.
   • Use the issue log to review status of identified issues and discuss solutions for pending issues.
   • Use the risk log to review status of identified risks and discuss responses to unsettled or uncertain risks.
   • Use the change log to review status of requested changes and discuss new changes that must be requested and approved.
   • Review status of deliverables relevant to the current project stage to determine whether the desired deliverables are produced by the team and acceptable by the customer.
   • Identify a need to rework the project plan.
   • Discuss a need to make authorized delegation and re-assignment of...

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