A kickoff meeting is the first meeting between the project team and the project stakeholder, who can be internal or external to the project. The meeting is an opportunity to gather the right people in the right room at the right time to collaborate and discuss everything that will help the project succeed.
A kickoff meeting's purpose is to lay the groundwork for a successful project— it's opportunity to ensure that stakeholders and the project team are on the same page about the scope, goals, budget, timeline, and everything in between.
The concept may appear simple, and you may be tempted to simply send an email, but resist! Even though we live in a digital age, some things are better done in person, aided by technology. A kickoff meeting is an opportunity to spark an initial conversation and work together to create a clear roadmap with no confusion or mismanaged expectations. With proper planning, you can avoid surprises and gaps in the project management process, avoiding headaches and setbacks later on.
A well-executed project kickoff meeting keeps teams organized, on track, and on time. Whether your project meeting is for internal or external stakeholders, here are four tips to make the most of it.
Make time - Schedule a period of time for everyone involved to thoroughly review all project details. An hour-long meeting is appropriate, but the amount of time allotted may vary depending on the organization and the complexity of the project.
Invite the right people - The goal is to bring everyone who will be involved in the project together in the same room at the same time. If you have colleagues, make sure your meeting is available online through Skype, Zoom, or another video conferencing software.
Create an agenda - Create a strategic kickoff meeting agenda that includes all of the important project priorities. Your agenda will guide the conversation and, ultimately, the project as a whole, so devoting even a few minutes to a topic or a simple series of questions is acceptable.
Assign a notetaker - If there are project-specific developments during the meeting, taking notes is one way to ensure you make changes or connect with the appropriate person as soon as possible. As you progress through the project, you can even embed your Lucidchart project timeline into Google Docs to keep all of your information in one central, collaborative location.
