This productive back-and-forth helps bring all the participants on the same page and prevent common project management challenges from arising later.Įveryone wins! How to Run a Smooth Project Kickoff MeetingĪ lot is riding on how effective your kickoff meeting is, so make it count with careful planning and solid meeting management software. It’s a chance to set expectations about the project-what will be delivered when it will be delivered, and how it will be delivered.
Pulse in ClickUp allows you to see your entire team at a glance, so you can see who is online and what they’re working onĪ kickoff meeting minimizes miscommunication by allowing all stakeholders to have real-time discussions about the project. The result? Miscommunication and internal chaos-ultimately leading to project failure! But that would potentially leave certain details open to interpretation and important questions unanswered. You could share all of the project details with your project team members and the client through a centralized document, and call it a day. Is it necessary to have a project kickoff meeting?Ībsolutely! A kickoff meeting synchronizes your agency and the client on every aspect of the project at hand and sets you up for project success.
In addition, invite any other project stakeholders, such as individual contractors and points of contact at any partner agencies. Client and project sponsors: The points of contact representing the company that outsourced its project to your agency.Project team members: The people at your agency who will work on the production and handling of the deliverables.
Team managers: The people who will lead the teams involved in the project.Project manager: The person who will coordinate and own the project.Who attends a project kickoff meeting?Įveryone involved in the project-including your team members and point(s) of contact at your client company-needs to be at the kickoff. However, a large project with multiple phases usually has a kickoff meeting at the beginning of every stage.Ī long-term, ongoing project may also require multiple kickoffs to align team members on any new directions provided by the client. If you have a small project, you’ll probably need just one kickoff meeting. Resources: How you’re going to allocate your project team members and tools to the project.Timeline: The project schedule during which you’ll provide the deliverables to your client.Deliverables: The item or a collection of items that your agency needs to create and deliver.Project Goal: What the project will accomplish, which will help your client succeed.Project Plan: A description of the project, going over what needs to be executed and how.The goal of this meeting is to align all agency team members and the client on the crucial details of the project. In the project management stage, the kickoff takes place after the planning phase and signals the start of the execution phase. 5 Project Kickoff Meeting Templates to Cover Your BasesĪ project kickoff meeting is a client meeting conducted at the start of every new project.Step 9: Create and assign action items to your team members.Step 7: Agree to a communication and reporting plan with your client.Step 6: Define the project timeline and milestones.Step 5: Assign roles to your team members.Step 4: Talk about the expected deliverables.Step 1: Get your ducks in a row before gathering your stakeholders.How to Run a Smooth Project Kickoff Meeting.
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