7 KEY ASPECTS of the Kickoff Meeting

We all do a kickoff meeting at the beginning of the project. Whilst working with many projects and guiding project managers over a period of many years I've learned that kickoff meeting is underutilized, it is intended just as an introduction meeting. I believe such intention (kick-off is introduction) dilutes the real objective of the kickoff meeting. It is good to know each other when team/client is new but introduction is just one of the agenda in the kickoff meeting. I’ve always encouraged project managers to consider other important aspects of the kickoff meeting. One should inevitably utilize this meeting as a foundation of the project. Here is a summary of 7 KEY aspects of project kickoff meeting with client and team.

 Clarify Roles & Responsibilities: Along with the introduction, it is very important to understand roles and responsibilities of all key stakeholders. It helps to avoid conflicts during project execution.

 Client’s Attention: Highlight blueprint of the project here, convey how the inputs from client adds value. Most importantly, you try making client interested in the lifecycle of the project by presenting it in such a way that something exciting is going to happen.

 Clarify Considerations & Assumptions: It is extremely necessary to ensure that all assumptions are 100% true. If any assumption is wrong, it is going to be a risk for the project. Highlight all your risks and their mitigations, and check if customer is okay about such mitigations.

 Agree on Response Time: Here, I believe project manager should take a first turn saying confidently that “When I am being approached for any queries, I’ll response back within 2 working days” and then ask about response time from client. Project manager needs many inputs and confirmations from client during project lifecycle. Any delays in response simultaneously delays the project which impacts project deadlines.

 Acknowledge Communication & Escalation Model: Discuss needs and frequency of the meetings (daily, weekly meetings) agenda and attendances. Also discuss and agree on escalation mechanism, 1st level, 2nd level…etc if something goes out of the way.

 Check customer preparedness for acceptance: Very important aspect as it decides the success of the project. Many times project goes all green till the acceptance phase, and then all of sudden turns into red zone, struggle to recover from. Project manager should be organizing acceptance aspect of the project from day 1. Discuss who, when, what, why, where, and how of the acceptance with customer and align your project plan of actions accordingly. Tip: Where possible, the project manager should get and agree on acceptance criteria with client well in advance during project lifecycle.

 Closure: Spend just few minutes on how well closure of the project should be, next project, support, warranty…etc based on the agreements. Physiologically, it boosts everyone’s encouragement and excitement about the project which helps in executing it successfully and keep the ball rolling.

 Ideal duration of kickoff meeting is 45 minutes to 1 hour. Do not make it too lengthy.  Be to-the-point and straight, otherwise you may lose confidence from other stakeholders. The kickoff is intended to bring everyone up to speed, after all well begun is half done!