To overcome the obstacle of clients not responding on time, an idea our management (not PMs) team has proposed is to send multiple email meetings invites ahead of milestones that are outlined in the schedule.
Example: On Project A, the milestones are:
- Approval of technical specifications - Meeting 1 Approval of Network
- Systems Management Plan - Meeting 2
- Completion of UAT - Meeting 3
In this example (a smaller project), each of these meetings can have a gap of about 3-4 weeks.
Is it wise to send email meeting invites in advance for each of these 3 meetings in a single email? Should we include this in our Communications Management plan?
The meetings, to add a bit more detail, are only done via conference calls to save time, not in-person.
The concern is what happens if one milestone isn't going to be completed on time. In that case, Meeting 1 is no longer possible and this means a rescheduling of all subsequent appointments.