Project Kick Off Meeting Agenda Template
A project kick-off meeting is the first step to a successful launch. Teams with well-structured project kick-off meetings have better planning and meet their goals on time and under budget. Gather your team and use our free kick-off meeting agenda template for your next project.
Start Your Project On the Right Foot
This is the first time individual contributors and stakeholders will have the opportunity to ask questions and discuss possible solutions and details to the project outcomes, milestones, and constraints.
A Proven Planning Framework
One of the first project discussions to be had during the kickoff meeting is a full definition of what will be accomplished by this project as well as a definition of what will not. Defining clear expectations can help solve problems down the line and sets up every project for success.
Project Kick Off Meeting Agenda
Project Kickoff Meeting Templates
Anticipation surrounds every new project, and so do questions. Lots of questions. If you are responsible for the kickoff meeting, you’ll want to address those questions as part of your session. You’ll also want to create a meeting agenda that sets the tone for the project. Remember, a project may be the first time some employees have worked together.
The project kickoff meeting should create excitement and provide the project’s focus for the team members. There’s no need for budgetary concerns, scheduling issues, or project changes. This first meeting should have a sound framework that is reflected in the meeting’s agenda. Putting together a comprehensive agenda takes time, but using the right project kickoff meeting template can turn days into hours.
Identify the Project
Most companies have project designators. Some will have numbers; others will have names such as Sapphire or SilentSam. Whatever it is, be sure to include it at the top of the agenda.
What is the kickoff meeting’s purpose? What do you plan to accomplish at the project kickoff? It doesn’t have to be lengthy, but it needs to be clear. For example, Today’s objectives are to: introduce project members, describe the project’s scope, define goals, and make assignments.
Team members will be welcomed and introduced. If most of the team has never worked together, consider a meeting icebreaker, even if it’s just asking people to give their name and their favorite food. Then, introduce the team members with their roles. Include a list of the team members and their roles for each attendee.
Not everyone will have the same understanding of what the project is or what the business case is. Summarize the major goals and discuss the project management methodology that will be used. Depending on the audience, you may require more detail to explain how the methodology works and how it applies to the project.
Now is an excellent time to set out the scope of the project and outline the expected deliverables or outcomes. As part of this kickoff meeting presentation, provide any standards, regulations, or compliances that must be addressed as part of the project.
When discussing the project plan, go into more detail about how the project will work and some of the expectations regarding control procedures and assumption validation. Review timelines and tentative milestones so participants can get an understanding of the overall project schedule. It’s also a perfect place to talk about budget and what costs controls will be in place for travel, expenses, and purchases.
Quality controls should be outlined, along with how team members are expected to communicate during the project. The frequency of project meetings should be included and the type of meetings such as stand-up or sprints.
Now that the team has a clearer picture of the project scope and methodology, it’s time to detail the goals for the project and how the team will determine success. It’s important to engage the team members fully so they feel ready to accept the project challenges.
Roles were identified early in the meeting. Now it’s time to discuss responsibilities. Whether it is an individual or a group, give a brief description of the responsibilities throughout the project. If responsibilities change, be sure that everyone is clear.
If there are tasks that need to be completed before the next meeting, make assignments. Consider assigning someone as the notetaker for future meetings. Another team member could be responsible for distributing all documentation. More project-specific assignments will be made in subsequent meetings.
Quickly review the key points of the meeting, along with any action items. Save some time at the end of the meeting for questions and answers. If time is short, write down the questions and answer them as part of the meeting notes.
Thank everyone for attending. Make sure they have details on how to communicate with team members. Provide links to any material or documentation that the team needs to access, including a meeting schedule so members can be prepared and avoid scheduling conflicts.
Ensuring Project Success
Successful projects begin with successful project kickoff meetings. With the above outline as a project kickoff meeting agenda example, project managers are on a path to a project that meets goals and remains under budget and on schedule. Try a kickoff meeting agenda project template to save time and conduct better meetings.