Before the incredible event of Covid19 lockdown, having to organise as Project Manager a transnational partners meeting was one among the most pleasurable tasks of a project delivery. Indeed, let us be very honest, having the chance to travel to a different country for a couple of days and – besides working – enjoying some sightseeing, good local food, some purchases, and the unique atmosphere of sleeping in a nice hotel were an added value.
Even hosting a partners’ meeting has its delights: returning the amazing hospitality we have enjoyed when travelling abroad, sharing the beauty of our local culture, introducing partners to our office venues with some of their secrets, spending some unique social time with people putting aside the professional and seriousness of project work for some hours.
With the limitation of travelling, transnational project meetings have all been moved online and the most challenging “trip” is the one opening your pc and linking to the selected meeting platform. We all must accept that the most sociable activity will be the moment in which altogether snatch a picture of faces, thus justifying the attendance to the event.
Regardless how and where the meeting will take place, as project managers we need to address specific tasks to make the gathering fruitful and productive. A good, clear, and detailed agenda shall be prepared, in order to fully achieve the purpose of the gathering. It shall include the topic of the discussions, who oversees whatever presentation, the partners who will be involved, the timing which shall characterise the different moments of the co-working event. It might be wise to prepare time ahead a draft, after having checked the state of the art of the project implementation, along with what is needed to be assessed, and what shall be planned together during the meeting. Making this draft circulate among partners so to double check its completeness can add to the participatory involvement of partners.
Preparing the working space, either online or physically, is relevant since the setting of the room can have a direct positive influence on the working atmosphere and productivity. A feasible coffee break, on the verge of spoiling your guests, will also enable the much appreciated hosting attitude, enabling the guest to test how breaks can be enjoyed in our home country. Yes, breaks! They are as much important as the working time since they represent not just a moment to rest, but also a chance for more bilateral networking, for the share of some further working aspects which are due only “off the records”.
Attendance sheets as well as the certificates of attendance need to be ready since they represent the expected evidence of the participation of partners in the meeting. If physical travelling is not allowed, therefore flight tickets and hotel invoices are not at disposal, the certificates and the recording of the online event, along with the above-mentioned group picture, are a must to be kept.