How to Facilitate Productive Project Planning Meetings

Saturday: 10:30 AM – 12:00 PMRichard Maltzman & Jim Stewart

Rigorous planning is vital to your organization’s ability to oversee project execution and success. But project planning often tends to be done piecemeal, or not at all, often leading to missing and/or incomplete information and correspondingly poor results. As a project or program manager, you can help drive effectiveness of your projects if your meetings are well-run, to-the-point, yield clear direction and are results-oriented.

This session, based on our book, How to Facilitate Productive Project Planning Meetings, will provide valuable tips and ideas. Using the concept of a large multi-day planning meeting, we’ll discuss how to facilitate such a meeting both in person and virtually. We’ll also apply these best practices to status and lessons learned meetings. We’ll briefly discuss Agile and the similarity of scaled Agile to more traditional planning sessions.

The session will also include a team exercise and supporting handouts.

Jim Stewart

Since 2003, as a principal of JP Stewart Associates, Jim has been engaged in multiple endeavors including consulting, training and mentoring. A PMP since 2001 and Certified Scrum Master since 2013, he provides PMP Prep training both in public and private in-house sessions. In consulting, he frequently contributes by helping organizations increase their project maturity. He recently consulted to a financial services firm to help them set up a project management office and received his IC-Agile coaching certificate Jim is on the PM advisory board of a training organization called MindEdge, Inc. and is co-author of the book, “Facilitating Project Planning Meetings: A Practical Guide to Ensuring Project Success.” He will be providing a one-day Into to Agile workshop at Project Summit/Business Analyst World in the fall.

Jim Stewart, PMP, CSM, PMI-ACP



Richard Maltzman

Rich Maltzman, PMP, recently retired from a 40-year career in the telecom industry, with the last 30 years in a Global PMO role. He’s currently a Senior Lecturer at Boston University, developing and teaching classes in Project Management and Qualitative & Quantitative Decision Making. Rich is the co-founder of EarthPM, LLC, a company devoted to integrating sustainability thinking into project management.

Rich has presented on Sustainability, Project Meetings, and PM Competency in Italy, Malaysia, South Africa, Costa Rica, China, and North America.

Published Works (co-authored): 

  • Green Project Management (2011 – Winner of PMI’s Cleland Award for Literature)
  • Project Workflow Management: A Business Process Approach (2014)
  • Driving Project, Program, and Portfolio Success: The Sustainability Wheel (2015)
  • Bridging the PM Competency Gap (2017)
  • How to Facilitate Productive Project Planning Meetings (2018)