1. Guide to Conducting Meetings and RAP sessions

2. Contents Conducting meetings Planning the meeting Running the meeting
After the meeting
What is a RAP sessions?
Why hold a RAP session?
Main principles of RAP
When to hold RAP sessions
Guidelines for holding a RAP session

3. Conducting meetings There are three stages to conducting meetings:
planning the meeting
running the meeting
after the meeting

4. Planning the meeting Guidelines to planning effective meetings:
determine the outcomes that are wanted from the meeting
identify who needs to attend
prepare an agenda to satisfy the outcomes
ensure all the agenda items can be realistically covered in the allotted time for the meeting
book the meeting room
notify the participants of the meeting (why, where, when, how long, agenda)

5. Running the meeting Guidelines to running effective meetings:
arrive early and make sure the meeting room is set up
start on time, do not wait for late arrivals as it encourages lateness
identify a chairperson to coordinate the meeting
identify someone to take minutes
state the purpose of the meeting at the start
Review the agenda, get agreement and then stick to the agenda
allocate time on each agenda item and do not run over time for each item
avoid getting bogged down in too much detail or in side issues.
If more information or a solution needs to be worked through make this an action item to be addressed prior to the next meeting.

6. Running the meeting (cont.)…
Guidelines to running effective meetings:
chairperson must control the meeting and not let individuals dominate
record minutes
identify action items, assign to one owner and specify when to be actioned by
finish on time
if some agenda items are not covered agree to reconvene
If it is a regular meeting, or a follow up meeting is required, state when the next meeting will be

7. After the meeting
tidy the meeting room so it is left as you found it (clean whiteboards, remove papers, cups etc)
file a record of the meeting (minutes and action items) in the project folder and add actions to the project action items log
distribute minutes and action items to all participants of the meeting.
follow up with people assigned action items near to the “action by” date.

8. What is a RAP* session? RAP is an abbreviation for Rapid Planning.
RAP is collaborative planning for a project.
the common principle of RAP is to engage the stakeholders of the project in the activities of the planning phase to gain their contribution and commitment to the project plan.
*Source: Rob Thomsett, Radical Project Management, Yourdon Press, 2002.

9. Why hold a RAP session? A RAP session:
increases the involvement of stakeholders in the project plan.
gains input to the plan from a greater audience than traditional project planning.
may reduce the time taken to develop the project plan.
may increase the overall effort taken to produce the project plan (because of the number of people involved)
improves communication
facilitates team building
develops team commitment to the project plan
ensures the key players in the project are on the same page

10. Main principles of RAP A RAP session is:
Participative: all attendees are encouraged to contribute to the session
Facilitative: format is interactive rather than formal and prescriptive
Proactive: style is creative (similar to brainstorming)
Open and trusting: information is shared, individual views are respected

11. When to hold RAP sessions
Type of meetings where a RAP session is useful:
project kick-off meetings
determining requirements
determining costs and benefits
work breakdown sessions
estimating sessions
resourcing and scheduling sessions

12. Guidelines for holding a RAP session
A RAP session is a meeting, and as such should follow the basic guidelines for meetings
RAP sessions are normally longer sessions (2-4 hours) than meetings (1 hour)
In identifying the agenda for the RAP session ensure this can be achieved within the time allowed for the session
RAP sessions involve more discussion and development of ideas rather than meetings where action items are used to reduce the discussion time
Can be held over a series of days if necessary
See for more details.