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If you discuss the right topics and details during the kickoff meeting, your project will be successful. The kickoff meeting is a chance to get to know each other and establish a common understanding of project details, methodology, and timelines. To ensure that all topics are covered, it is important to prepare an agenda prior to the meeting.
It is important to be clear about what you won’t discuss at a kickoff meeting. Don’t overwhelm the attendees with information that’s not mission-critical at this time. You can stick to the agenda and schedule additional meetings to discuss non-relevant topics.
This article is a companion piece to our project kickoff agenda. These steps will help you create a concise agenda when filling out this template.
This article explains.
What should be covered at the Pre-client Project Kickoff Meeting?
What should be covered at the Client Project Kickoff Meeting?
What should be covered at the Pre-Client Project Kickoff Meeting?
Pre-client kickoff meetings can often be more productive than the actual kickoff meeting. This is a great way to have a one-on-one meeting with the project manager or client lead. It can be as simple as having coffee, lunch, or a quick phone call.
This meeting is intended to gather specific information about the client. This is not a meeting with people who might have different opinions or a less clear understanding of the project’s purpose. It is a great way of establishing a relationship with your client.
You can still cover the basics of project management even though each client meeting will have its own agenda. Here is an example agenda for a client project kickoff. This agenda gives an idea of the time it will take to fit into a 60-minute meeting.
Introductions – Warm and fuzzy banter (5 min)
Examine the project teams. Which team is responsible for what? (3 mins)
Approval process – The process and personnel involved with signing off deliverables (3 mins)
Statement of Work Review – What’s the status? What, when, and how will we produce it? (20 mins)
Discuss RAID (Risks Assumptions, Issues, Dependencies) and the client. What is the client’s approach for managing risk and change? (3 mins)
Reporting – How do we track and communicate the progress and who is responsible? (3 mins)
Collaboration – What tools are available to help us work together? (3 mins)
What are the basics of Assets? (5 mins)
Kickoff agenda – What will be discussed at the client kickoff meeting and what will it cost? (5 mins)
AOB – Any other topics we should be discussing? (5 mins)
Introductions – Warm and fuzzy banter (5 min)
This is an opportunity for you to have a conversation with your client to ensure that the project goes smoothly and there are no unpleasant surprises.
It’s a good idea to have an icebreaker with your client. Ask your client about their week and what they have planned for the weekend. This is a great way to get to know your client outside of the context of the project. It will help you to build trust and last through all the ups, downs.
Examine the project team. What is the responsibility of who? (3 mins)
The’real’ kickoff meeting will allow the project team to review roles and responsibilities. This is a chance to gain and share insights into team dynamics.
You want to see behind the scenes and learn who is involved in the project. You need to learn how to communicate effectively with them in order to be able engage with them. It is very useful to know who your supporters and allies are, as well as who is most likely to cause trouble.
It’s a