Prepare the meeting Before you can prepare the kickoff, you need to have your project properly planned and documented. Here are some topics worth talking about, depending on your project: Organization and business model: Not everybody will be familiar with the organization and its business model. This can be one slide that shows the project org chart: Like this template?
Click here to see all templates Generally org charts are a bit more complex than this one, but you get the idea. Let me explain why. Congratulations on your first kickoff! After the kickoff There are also a couple of things you need to take care of after the meeting. Includes all sections for your kickoff meeting With REAL project data so you know exactly what to enter Easy to adjust timeline and org chart Comments with tips on every slide page Powerpoint file.
Learn from the best! These senior project managers share their best tips on running project kickoffs I reached out to some of my friends on LinkedIn who are project managers. And I asked for their best advice on doing kickoffs. Read here what they shared with me. Go to each functional leader, go over the project charter and requirements and any customer dates or budget information. Ask them who can be included on the project team.
Prior to a kick-off, if the project has a time constraint, try to build out a timeline using analogous information from previous projects. Talk to the team member individually and go over the project with them. Go over the WBS, list of activities. Talk about possible risks. Typically, projects I work on have time commitments.
This is why I seem to stress time so much. By the time the kick-off meeting starts, the project is not a surprise. I find that if you surprise people, they get defensive and feel blind-sided, which is not good. If you surprise people [with your project], they get defensive and feel blind-sided, which is not good. For the kick-off, go over the agenda a few days in advance. Do a dry-run if necessary. Keeping to the agenda, parking issues in a parking lot or the issue log will help keep the kick-off on a positive start.
Being as confident as possible will help keep you on task to lead the team. At the kick-off, review the project and high-level requirements. Give access to the project folder. Talk about risks that might come up. Go over the list of activities. You might find something was missed in the work breakdown.
Make sure everything is accounted for in the project plan. I make the introductions using first names. I explain my management style: open communicative, participative and sometimes I will micro manage depending on the criticality and consequences.
I explain the scope and purpose of the project and the predicted time lines — but projects being dynamic and evolving — client wants a red hat, then the client wants a red hat with bells on — this too is not cast in stone. I ask each member of the team to say who they are, what they do and how they see themselves in the project. If you let people decide what or how they want something, it often brings better results than dictating how it must happen. I explain the channels of communication, but I ask the team to say what they expect with regards to the same if you let people decide what or how they want something it often brings better results than dictating how it must happen — within the boundaries of reality.
I explain who the client is and I detail the subcontractors and who the vendors are » Roy Macaraig — Project Manager Digital Transformation « 1. Participant list — think of this like it was your wedding guest list! Is your project management plan ready? The kick-off is the alignment of the project management plan to the rest of the team. The kickoff is the opportunity to share your plan. A well written project management plan can lead to a successful kick-off 3. Not common practice, but each phase that requires some process-understanding also deserves a kick-off.
The project timeline is an overview of what is expected to be delivered and when. This can be as detailed as needed for your project. During your kick-off meeting, establish a baseline for how you plan to share progress with your stakeholders or client. You can use a status report to show how the project is tracking on budget, tasks, milestones, and timeline.
The status report should be available to all stakeholders and anyone whose work might be affected by the project, to make sure everyone is aware of the progress or delays. How will you be sharing your status reports and other files? Some project tools you may use include:. Communicate with your team and with the client how you want to identify and respond to issues together.
Even with the best planning, sometimes unexpected things pop up on a project. Good project risk management for both internal and external client projects means that you and your team will be continuously identifying, analyzing, prioritizing, and mitigating risks that could get in the way of delivering a project on time and on budget. This can include team members keeping a close eye on their billable hours and keeping on top of upcoming software updates or changes to technical tools used during the project.
Give our free project plan template a try to help you to define, manage, and track your next project, and keep stakeholders in the know.
Confluence is a team workspace where organizations document and share their vision, plans, and goals to unify teamwork.
Close View this page in your language? All languages Choose your language. Open and close the navigation menu. The Workstream Project management Project kickoff meeting. Nailing your project kick-off Your ultimate guide to starting a project on the right foot. Browse topics. Benefits of brainstorming.
Developing a project plan. If you distribute work unevenly, some team members may have to work overtime while others could be underutilized. Try the Workload view in ClickUp. For example, client review dates, estimated project completion times, and milestones are important events, and you should discuss them. The Timeline view is another option to visualize your project timeline. Think of it as a Gantt chart , just in a linear format. Bonus: read our Gantt chart vs.
Timeline comparison to see how they differ. Additionally, you can always set due dates for tasks so that Assignees know when they should complete their work. For important events in your timeline, you can create reminders. You can use the Calendar view to schedule regular meetings.
This will let you host and join the project meeting right from within a task. No worries! Use Email in ClickUp to send and receive emails without leaving your task management platform and save time by taking immediate actions.
Use the Chat view for all other conversations! You can even Assign Comments here to make quick action items for anyone. However, when it comes to viewing progress and task updates, we recommend taking the simplest path to maintain transparency. If you establish clarity prior to the execution stage, you can spend more time working and less time bogged down with questions of assignment and ownership, especially within your own team. You can visualize and track dependencies, handoffs, and more with cross-functional flowcharts; use swimlanes to clarify responsibilities across different teams or groups, from your design and software engineering teams to quality assurance and UX.
Decide how your team will work together to efficiently meet deadlines and milestones. Identify a central location to host project processes, document versions, notes, and feedback, complete with the ability to easily share updates and information as quickly as possible.
You can stay organized using cloud-based diagrams with Lucidchart, with cross-functional sharing, real-time collaboration, and painless version tracking while securely sharing with customizable diagram permissions. It seems obvious, but leave time for questions. Leave nothing up to guesses or assumptions. Each person should leave with an understanding of what comes next and what is needed to get started.
This might include providing access to a particular platform or sharing documents and resources. Refine as much as possible now to save time later. From start to end, Lucidchart can provide project managers with a visual map to monitor goals and expectations while guiding teams through each stage of a project.
Utilize visual processes and our intuitive diagramming platform to keep teams and stakeholders invested, in the know, and on track to achieve and exceed project expectations.
Lucidchart is a one-stop shop; you can link and build all your documentation in one place, with real-time updates and instant access to documents so you can get the most out of your kickoff meeting and project planning stages, while putting great ideas into practice. Lucidchart is the intelligent diagramming application that empowers teams to clarify complexity, align their insights, and build the future—faster.
With this intuitive, cloud-based solution, everyone can work visually and collaborate in real time while building flowcharts, mockups, UML diagrams, and more. The most popular online Visio alternative , Lucidchart is utilized in over countries by millions of users, from sales managers mapping out target organizations to IT directors visualizing their network infrastructure. How to Save Projects, One Kickoff Meeting Agenda at a Time Reading time: about 9 min Posted by: Lucid Content Team 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?
What is a project kickoff meeting? Why host a kickoff meeting? How to prepare for your project kickoff meeting A well-executed project kickoff meeting helps teams stay organized, on task, and on track for success. Make time Set aside a chunk of time that allows everyone involved to thoroughly review all project details.
Invite the right people The goal is to gather everyone who is going to play a role in the project at the same time, in the same room.
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