{"id":1466,"date":"2016-02-22T13:04:32","date_gmt":"2016-02-22T13:04:32","guid":{"rendered":"https:\/\/blog.binfire.com\/?p=1466"},"modified":"2026-02-12T15:15:42","modified_gmt":"2026-02-12T15:15:42","slug":"why-online-project-management-software-will-never-replace-meetings","status":"publish","type":"post","link":"https:\/\/www.binfire.com\/blog\/why-online-project-management-software-will-never-replace-meetings\/","title":{"rendered":"Why online Project Management Software will never replace Meetings"},"content":{"rendered":"

\"Project<\/a>The argument goes that if you are using <\/span>online project management software<\/span><\/a> effectively, the number of team meetings can been reduced significantly or even eliminated. <\/span>\u00a0<\/span>Unless the team is very small, most updates are not relevant to everyone in the room and therefore meetings are not a productive use of time.<\/span>\u00a0 Online\u00a0<\/span>Project Management software that automatically update the Project Manager and the rest of the team when an individual team member completes a task eliminate the need to meet in person.<\/span>\u00a0\u00a0\u00a0 <\/span><\/span><\/span><\/p>\n

While there is some truth to the statement above, sometimes when we try too hard to be \u201cproductive\u201d we end up losing sight of the big picture.\u00a0 <\/span>It is tempting to do away with meetings, especially when much of the team is working via remote and grudgingly participate on conference calls.<\/span>\u00a0\u00a0 <\/span><\/span><\/p>\n

Our perspective is that by reducing the number of mandatory and perhaps time wasting status meetings, Project Managers get an opportunity for more strategic two-way face-to-face dialog.\u00a0 <\/span>Soliciting the feedback of a team in a forum that is not tied to specific tasks creates a mechanism to identify risk areas or opportunities that may not even be on the radar of the Project Manager or executive leadership.<\/span>\u00a0\u00a0 <\/span><\/span><\/p>\n

Although we\u2019ve built a solution with <\/span>virtual collaboration functionalities<\/span><\/a>, even the best software is only complimentary to face-to-face interaction.<\/span>\u00a0\u00a0 <\/span>Here is a list of meetings that are essential for any Project Team:<\/span><\/span><\/p>\n

    \n
  1. Project Kick-Off:<\/b>\u00a0\u00a0 Until the day that machines replace humans, the Project Kick-Off Meeting is how we hit the ground running.\u00a0\u00a0 During this meeting, the team meets (perhaps for the first time) and there is an opportunity to set common goals and objectives.\u00a0 It is important that individuals on the team understand the overall strategy, project scope and how their specific workstream impacts the project as a whole.<\/span><\/li>\n
  2. Collaboration Meetings:<\/b>\u00a0 At Binfire we have developed a robust virtual whiteboard and discussion board, but face-to-face collaboration meetings for brainstorming and information sharing have not lost their relevancy.\u00a0 For instance, when after the completion of a particular milestone and the transitioning to a new team for the next phase of work, it is important to share and discuss ideas in an open forum.<\/span><\/li>\n
  3. Status Meetings:<\/b>\u00a0 Just because you have an online project management software that tracks the status of each project in real time does not mean that there is no value in status meetings.\u00a0\u00a0 In fact, Status Meetings can become more valuable if the format is changed to allow questions to be asked to the Project Manager that are strategic in nature or that impact parts of the project that the individual team member has less exposure to.<\/span><\/li>\n
  4. Stakeholder Meetings:<\/b>\u00a0 No matter how good your online project management software dashboard, Stakeholder Meetings cannot be replaced as a way to update management and other stakeholders about the big picture issues that are not captured in a tool.\u00a0\u00a0 Stakeholder meetings provide an opportunity for the stakeholder to update or reiterate their requirements to the Project Team and for the Team to ask questions and gain clarification on strategic issues.<\/span><\/li>\n
  5. Team-Building Events:<\/b>\u00a0 We sometimes forget the human nature of Project Management which is why team building events are so important.\u00a0 It gives people the opportunity to socialize with their team members in a non-work environment and to learn about each other by sharing common experiences and challenges.\u00a0\u00a0 Often when there are budget cuts, team building events are the first to be cut but we caution Project Managers not to underestimate the value of these activities, especially for long and complex projects that require significant team collaboration.<\/span><\/li>\n
  6. \u00a0Postmortem:<\/b>\u00a0\u00a0 Postmortems are important both to individuals as well as to the organization itself.\u00a0\u00a0 When conducted well, the postmortem gives the individual the opportunity to learn from their mistakes and to get recognition for their contributions.\u00a0\u00a0 For the Project Manager and the company itself, this meeting can be used to record information that can be used to improve the process for future projects.<\/span><\/li>\n<\/ol>\n

    In summary, let\u2019s not forget that the key to Project Management is about harnessing the strengths and talents of your people.\u00a0\u00a0 <\/span>Sure, tools are an important way to do this, but no software yet invented will replace the value from human interaction. <\/span><\/span><\/p>\n

    Does this topic interest you?\u00a0 <\/span>Please feel free to share your comments below.<\/span><\/span><\/p>\n

    Also if you like this read about\u00a0How Microsoft Project Has Fallen Behind Online Project Management Software<\/a><\/span><\/p>\n

    \n
    \n\"\"<\/a>\n<\/div>\n<\/div>
    <\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"

    The argument goes that if you are using online project management software effectively, the number of team meetings can been reduced significantly or even eliminated. \u00a0Unless the team is very…<\/p>\n","protected":false},"author":2,"featured_media":1469,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3,76,2],"tags":[74,75,77,11],"class_list":["post-1466","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-collaboration-2","category-online-project-management-software","category-project-management-2","tag-collaborative-project-management","tag-employee-productivity","tag-online-project-management-software-2","tag-project-collaboration"],"yoast_head":"\nWhy online Project Management Software never replace Meetings<\/title>\n<meta name=\"description\" content=\"Project Management is about harnessing the strengths and talents of people therefore online 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