In this project management tutorial Angela shares strategies for setting up the requirements elicitation interview, making the most of the time and location, and sending a meeting invite that sets the tone and stage for a productive meeting.
- Have you ever been invited to a meeting and not sure why you were sent the invite? Or you aren't sure who the person is inviting you? When this happens, if you're like me, you might not prioritize the meeting or prepare for it. If something comes up, you might even show up late or cancel the meeting. Setting up an interview meeting is more than just sending out the meeting invite and booking a room. If you're being strategic about setting up the interview, you might do things like reach out and introduce yourself ahead of time in person or email and get a feel for how their schedule is and how familiar they are with the project.
You might send questions or topics you'd like to talk about ahead of time, Especially if the interviewee is an introvert and the dialogue is expected to be very detailed. You should send the questions or topics in advance and give them a chance to think about and gather information for you. Strategically choosing the location is another consideration. Resist the urge to just book the conference room by your desk. Consider a room by their desk. Some other meeting location ideas to consider, a coffee corner or coffee shop on-site for an initial meeting where the purpose is more about getting to know each other.
Or, maybe a conference room close to their workspace versus yours. Also think about a meeting in their office where they may be more comfortable and can easily find information or show you work examples. When a meeting with a senior leader, personally talk to their support staff to understand what is a good time for them. Next, I'd like to share with you some tactical things in setting up an interview that can make a big difference. When setting up an interview, make sure to title the meeting something that will make sense when they read their calendar for the day.
For example, I had a day of interviews scheduled for me where my entire calendar said, "Meet with Angela". So, when I looked at my calendar day view, I had no idea what any of these meetings where about. It just said, "Meet with Angela" one right after another for the whole day. So, unless I clicked into one of them to look, I had no idea what any of my meetings were about. This is just so simple and yet so powerful. Are your meetings set up to look meaningful on your calendar but not the other person's? Food for thought.
Rather than just, "Meet with Angela", use something like, "Discuss the Automation Project Requirements", it'll be more meaningful on their calendar. Setting up an interview can be a very tactical task but can be strategic as well. A few simple yet strategic things like location, title, and a quick introduction can make a huge difference in getting your interview off to the right foot.
Lynda.com is a PMI Registered Education Provider. This course qualifies for professional development units (PDUs). To view the activity and PDU details for this course, click here.
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- Choosing to use interviews
- Selecting the right person to interview
- Planning interview questions
- Building rapport in an interview
- Choosing probing questions
- Listening and taking notes
- Analyzing and reviewing notes before following up