It’s time to get started on a new project, and you want it to go off without a hitch. But, before you can even worry about the details, you need to start with a successful project kickoff meeting. This is an important meeting that will set the tone for the entire project by setting expectations and defining the scope.
During a project kickoff meeting, you’ll outline the project’s purpose, dive into details, and discuss the next steps. This meeting will make sure that everyone is on the same page from the start. So, if you’re looking to plan a successful project from day one, follow the steps below to run an effective and productive project kickoff meeting.
What is a project kickoff?
A project kickoff meeting is like the first kickoff during a football game. But – instead of directing the ball in the direction the kicker wants it to go, it’s the Project Manager who “kicks the ball.” A project kickoff meeting is the first formal meeting between the project sponsor, key stakeholders, and the project team. It is an opportunity to set expectations for the project, review the project plan, identify risks and issues, and ensure that everyone is aligned with the project’s objectives.
Why are kickoff meetings important?
Project kickoff meetings are essential because they help ensure that everyone is working together towards the same goal. By reviewing the project objectives, identifying risks and potential issues, and setting expectations, you can avoid potential problems down the road. Kickoff meetings are also an excellent opportunity to build team morale and get everyone excited about the project.
4 Steps to planning a successful project kickoff meeting
You’ll want to keep in mind a few things when planning your project kickoff meeting. Following the below steps will ensure your first meeting goes off without a hitch:
- Decide who needs to be in attendance: This should include the project sponsor, key stakeholders, and all project team members.
- Pick a date and time that works for everyone: This first meeting should be inclusive and available for everyone to attend. So, make sure that the time and date are accessible to all attendees.
- Decide on a location for the meeting: If you want your meeting to be in-person, pick a location that is easily accessible. If your attendees can meet digitally, you can skip this step, but make sure everyone has access to the digital meeting. (i.e., make sure they are set up with the right software to digitally run the meeting).
- Have a buttoned-up agenda: If you want your project to run without a hitch – you need to start that way. A complete agenda that leaves no room for questions will set the tone for your project and set you up for great future success.
What should include in a project kickoff meeting agenda?
The kickoff meeting agenda is the document that creates the outline of what the team will complete during the length of the project. This agenda should be used to familiarize all team members with each other (and the skills they bring to the project) and with the client/project. The project agenda should cover the following items:
- Project overview
- Objectives
- Constraints (actual or potential)
- Deliverables
- Project management methodologies
Project overview: When creating the project overview, answer the following question: what are you hoping to achieve with the project? Don’t get extremely specific with the overview – just bullet points so everyone knows the high-level project expectations.
Objectives: Identify what specific goals you hope to achieve with the project. In this step, try to get as granular as possible to avoid future scope creep or delays.
Constraints: While we don’t have a magic ball to predict the future, try to look forward and identify any factors that could potentially impact the project. These can be actual constraints, like a limited budget, or potential constraints, like a pivotal member of the team falling ill or anything you cannot prepare for.
Deliverables: Take the project overview and dig deeper with specific deliverables that need to be achieved. These deliverables can include physical products, like a new software application, or intangible items, like training materials.
Project management methodologies: Identify how you will manage the project and what methods you will use. Various project management methodologies like Agile or Waterfall, are good choices that your team can easily adopt.
By following these steps and including these items in your project kickoff meeting agenda, you can ensure that your project gets off to a strong start.
Establish communication and tracking software
Communication and transparency are pivotal for the success of a project. You and your team should establish which software everyone will be using to communicate. This could be as simple as setting up a Google Drive folder where everyone can access project documents or using a project management software program like Hive.
Hive can help you track project progress, assign tasks, and store files all in one place. Hive can also set up project calendars and follow deadlines, so your team’s communication is established from the start, and you can all save correspondences and ask questions through the same platform.
Tips for running an effective meeting
When you spend time planning and setting up your meeting, you can answer important questions that make your session more effective. Having the answers to questions during the meeting will show the team/stakeholders that you are confident about the pace of the project and ready to get things going. Conversely, if you are unsure of yourself or lack answers, that shaky ground can create holes in the project and potentially lead to sinking the entire ship.
Another tip is to try to be personable and upbeat during the project kickoff meeting. Be the hand that steers the conversation on the topic, and try to be encouraging and motivating as this new project begins. You may have team members who are not looking forward to “more work” or other objectives. Your job is to circumnavigate these issues, steer the conversation back on topic, and be the guiding light for both project encouragement and a soundboard for questions and concerns.
Everyone should walk away from your project kickoff meeting feeling energized and knowing their exact part in this new project’s life cycle. Prepare your team with all the information, tools, and encouragement they need to succeed.
Project kickoffs are a vital part of any successful project. By taking the time to plan and execute a kickoff meeting, you can set the tone for the entire project and avoid potential problems down the road.
