Meetings, they say, are the practical alternative to work.

For small startups it definitely feels like it. Still as the company is growing and professional departments are established, the importance of a periodical product line meeting is huge.

It really helps to think of meetings as a method of communication. Project, or product line meeting, is a way to put all departments on the same page, especially in a dynamic startup environment. This kind of meeting will not replace communication in smaller forums, but will ensure at least minimal flow of information to all departments.

My experience is that when done correctly, these meetings actually save time in two ways:

• A single meeting saves the need for multiple separate updates with each and every department.

• Good communication prevents misunderstandings and delays.

So, what makes a Product line meeting an efficient way of communication?

As always is goes to Who, What, How and When:

• Who leads?

  A Project manager should prepare, set, lead, write the minutes and distribute them.

• Who participates?

  The same designated team leaders, one per department, in every meeting. There need to be a representative from R&D, Engineering, Operations, Sales & Marketing, Product Management and project management. If the designated representative can't attend a specific occasion, it's their responsibility to send a replacement. Not showing up is not an excuse for not being updated. On The other hand, if a new issue needs to be raised in the meeting, a guest or two are welcome to present it.

• What is discussed?

  Any issue that concerns more than one department. Product want to add a new feature? Operations face an end-of-life for a component and need Engineering to find a replacement? Marketing needs some information from R&D about the new version? That's the place to ask, get buy-in, and make sure that everyone are aware of the change.

  Note: this is NOT a Design Review nor a brainstorming session.

• How the minutes look like?

  As concise as possible. I recommend using a table and listing only the following: the date an issue was raised, who raised it, what is the immediate action item needed to start resolving the issue, who is the owner of that specific action item and when this specific action item will be resolved. Only on this date revisit the line item and ask for update and if needed, update the line. Once the whole issue is resolved, delete the line.

  A bonus: the minutes automatically become the agenda for the next meeting. That also saves time.

• How often should this meeting take place?

  I recommend a weekly meeting. Same hour on the same day of the week. Put it on the participants calendars for 6 the next 6 months and deal with scheduling changes tactically.

Naturally, each team will find its comfortable way to conduct such meeting (it always interesting to learn what works for you).

I recommend following these basic guidelines and at least one weekly meeting will become a practical method of work.