Here is an example of a flexible agenda:Ī thoughtfully-crafted agenda should leave your team and stakeholder in the know and confident about everything from a shared understanding of the vision to the nitty-gritty details, like who signs off on deliverables. A templated agenda will prevent the need to recreate the wheel each time you dive into a new project, improve shared understanding, and add methodical consistency to your process across different projects. To optimize coordinated efforts, consider a kickoff meeting template-essentially, a flexible agenda that includes the primary topics you cover with your stakeholders prior to each new project. You will likely host many project meetings throughout your career, if you haven’t already. Top priorities for any kickoff meeting agenda As you advance throughout the project, you can even embed your Lucidchart project timeline using our Google Docs integration to keep all your information in one central, collaborative place. The reality is, if there are project-specific developments in the meeting (and there will be), taking notes is one way you can ensure you make changes or connect with the appropriate person immediately.
Assign a notetakerĪ notetaker seems obvious, doesn’t it? Or, maybe you think you don’t need one.īut the biggest lie you’ll ever tell yourself? I don’t need to write that down.
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Your agenda will guide the conversation and ultimately the project as a whole, so it is acceptable to dedicate even a few minutes to a topic or a simple series of questions. Set an agendaĭevise a strategic kickoff meeting agenda complete with the essential project priorities. If you have remote staff, make sure your meeting is accessible online, by Skype, Zoom, or another video conferencing software. The goal is to gather everyone who is going to play a role in the project at the same time, in the same room. An hour-long meeting is a suitable length, but the allocated time may depend on the organization and project complexity. Set aside a chunk of time that allows everyone involved to thoroughly review all project details. Whether your project meeting is for internal or external stakeholders, here are four tips to consider to get the most out of your meeting.
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How to prepare for your project kickoff meetingĪ well-executed project kickoff meeting helps teams stay organized, on task, and on track for success. With the proper preparation, you can eliminate surprises or gaps in the project management process, preventing headaches and setbacks later on. A kickoff meeting is an opportunity to spark an initial conversation and build a clear roadmap together, with no confusion or mismanaged expectations. The concept may seem simple, and you may be tempted to just send an email, but resist the urge! Although we live in a digital world, some things are better off done in person, supported with technology. It’s basically the in-person 411 of projects. The purpose of a kickoff meeting is to lay the foundation for a successful project-it’s an opportunity to ensure the stakeholder and the project team are on the same page with the scope, goals, budget, timeline, and everything in between. The meeting is an opportunity to get the right people in the right room at the right time to sync up and discuss everything that will guide the project to success. What is a project kickoff meeting?Ī kickoff meeting is the first meeting between the project team and the project stakeholder, who can either be internal or external. But the next time around, you can save the day-and future projects-with a project kickoff meeting and agenda. Have you ever been in the middle of a project and paused in total frustration and confusion about the vision and scope of a project? Although you may be digging your way through old email threads and scribbled on Post-it notes for some clarity and direction, you may or may not find it.
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