The Project Kick-Off Meeting

A project kick-off meeting is often the first opportunity to set the tone for the project as a whole. It’s the time when business objectives are communicated and project team members are encouraged to begin uniting as a group.

A project kick-off meeting should be planned accordingly and provide a step-by-step plan of the project. This can help team members stay engaged and ask questions regarding the scope, schedule or cost of the project.

• Start with an agenda – The agenda typically covers the purpose of and plan for the project, while identifying deliverables and shared goals. It may also outline other aspects of the project, like a list of objectives and communication plans.

The meeting agenda should be passed out in advance of the kick-off meeting to help ensure each team member understands the structure of the project and what will be covered. It may also give team members extra time to present questions regarding the project to the team leader.

• Break the ice – When the meeting starts, the project manager should take charge and briefly address each item on the agenda, answering questions when necessary.

It’s also common to go around the room and have everyone introduce themselves, briefly explaining their role. This can help build comradery between members of the team and give everyone an idea of how each team member fits into the big picture.

• Present the project – After a brief team introduction, the project leader should follow the structure of the agenda and lay out the project piece by piece. This is typically the time to explain each project goal and brainstorm ideas to help increase efficiency and productivity. A manager open to suggestions may help improve morale, increase production and limit the number of potential bottlenecks or obstacles during the project.

• Set expectations – During the kick-off meeting, it’s recommended that project leaders address both their expectations for the project and the expectations of the client. For instance, if the project is projected to require people to work long hours, it’s usually a good strategy to communicate project expectations to team members, so that they plan and maintain a work-life balance.

In addition, this may be a good time to decide on a convenient time to hold project update meetings, and give everyone an opportunity to participate in the meeting. Finally, teamwork is often one of the most important expectations to set. If a project team hasn’t worked with each other before, consider planning a few team-building activities to help increase morale and camaradarie.

• Emphasize the communication plan – In general, frequent communication is integral to a project’s success. The kick-off meeting should emphasize the project communication plan and discuss the communication channels that should be used, such as email, phone or Internet forum. Some of the meetings that take place during the project life cycle can include:

1. Weekly status meetings
2. Project plan updates
3. Task and activity planning sessions
4. Management updates

• Feedback and closure – At the end of the meeting, try to leave some extra time for any questions. This can allow team members to express any questions or concerns they have about the project. If the team leader doesn’t have ample time to address every question, ask team members to send questions via email, and then discuss them privately or at the next meeting.

Try not to run the meeting over time, but if possible, end with a brief recap and discuss a few action items before concluding the meeting. This can help ensure team members are aware of their responsibilities and that all are on the same page.

The kick-off meeting can go a long way toward establishing and solidifying the teamwork necessary to complete a project. As a project leader, it’s important to take advantage of the opportunity and show that you are the right person to lead the project.