Here's how you can ensure a successful project kickoff meeting in Civil Engineering Design projects.

Develop a well defined agenda outlining the meeting's objectives and allocating time for each discussion point. This roadmap ensures everyone arrives prepared and the meeting stays focused.

Por obvio que parezca, lo primero es revisar tres veces los objetivos y alcances, para que no quede fuera ningún punto ni los estudios de base sean insuficientes para lograr los objetivos deseados y definir los perfiles claves que te acompa?arán. Una vez ello, juntar al equipo de trabajo y comunicar los objetivos, plazos y coordinaciones internas, definiendo de modo claro los encargados de cada disciplina. Es escencial avanzar de modo coordinado con todas las especialidades involucradas. Recuerdo que un proyecto la solución de aguas lluvia no fue oportuna y eso implico rehacer casi todo, ya que se debió geometrizar de nuevo y a partir de eso se impactó a varias especialidades.

One of the main goals of the kickoff meeting is to build excitement and enthusiasm for the project. Yes, there are a lot of important details that the Team must know but the Kickoff meeting is not for loading the team with a lot of information. Other meetings will follow. Talk about how important the project is and what it is aiming to achieve and the benefits to be derived. Mention your key stakeholders and what they need and want. Mention your team members and the past project successes that are represented therein. Touch on key risks and anticipated challenges. Highlight any innovative or different approaches that may be tried. Instill a sense of purpose, commitment and confidence.

Define Goal and Review Scope : Often ignored tasks while defining the scope are: 1) Preliminary studies like Geo-Technical Investigations. 2)Topographical Survey. 3) Study of existing utilities like Water Supply Source, Power supply source, Storm water drainage, Sewage system, connectivity to Main Roads etc. If the above tasks are well studied and project is designed taking in to consideration above factors, it will help controlling the cost, schedule and scope.

Knowing the scope is essential, but not enough. Changes in scope of work are a risk that often occurring. It is important to keep record of all risks, opportunities for improvement, changes requested and/or decision taken since the kickoff meeting and during the whole execution, to be able to raise a flag every time such changes entail an additional effort of the Project Team.

Clearly define the project scope, deliverables and milestones. Ensure everyone understands their roles, responsibilities and deadlines. This sets the stage for clear expectations and accountability throughout the project.

The scope shall be clear to all parties in contract. Without a proper scope definition for project, time and budget may be wasted to unnecessary discussion about work description and extra works.

Make sure all the stakeholders are represented during the meeting and meticulously document their input, also set clear project KPI and success criteria for monitoring and evaluation during project implementation, so everyone can be on the same page on what successful progress look like.