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Project governance meeting template

An important element of your project's success is proper communication to executive sponsors and key stakeholders. No project moves forward without a few setbacks—and addressing those early and often with your sponsors and stakeholders is key to preventing surprises.

The project governance meeting

A project governance meeting is not the same as a weekly project status meeting. During a project governance meeting, participants don’t cover the project’s status in detail. Instead, they review the project at a high level, only discussing the risks, issues, decisions, actions, and changes (the RIDAC template elements) that could have a material impact on the project. These elements are the critical items that require your executive sponsor’s and key stakeholders’ attention, since they help them understand the impact the elements may have on the project and help inform their decision‑making process.

Meeting details: audience, duration, cadence

The attached presentation template helps you set the agenda and present the critical items in a format that lets your audience quickly understand the issues and take action. Depending on the project's current status, conduct these meetings in a cadence that makes sense.

  • If the project is in red, it’s probably a good idea to have these meetings every week—with the option to schedule an emergency session.
  • If the project is in green, every other week is a good meeting cadence. Note that even a green project can go yellow or red quickly without the right attention—so meeting consistently is important.

The meeting should not last more than 30 minutes, unless you have several critical issues. The audience should include the:

  • Executive sponsor
  • Key business stakeholders (VP of the business line, service owners)
  • Project manager
  • Engagement manager (if you’re contracting a professional services company)
  • Architects (technical and process)

Download Project Governance Deck template

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