Kick-Off Meeting

What is a kick-off meeting?

A kick-off meeting is the very first meeting or sit-down between concerned parties. It is held before launching a project to discuss goals, objectives, and the execution plan.

If you want a more in-depth understanding of this topic, check out the FAQ section below:

Question #1: What is the objective of a kick-off meeting?

The main objective of a kick-off meeting is to make sure that everyone involved is on the same page. It is considered successful when everyone in the room leaves understanding what is expected of them, what key performance indicators they are accountable for, and what the overarching objective of the project is.

Question #2: Are kick-off meetings important?

Yes. In addition to aligning everyone’s objectives and understanding of the project, it can also eliminate the risk of miscommunication, ensuring everyone is on the same page every step of the way.

For more articles explaining the importance of kick-off meetings, check this helpful site.

Question #3: Who is involved in a kick-off meeting?

The people involved in a kick-off meeting would ultimately depend on the project. In some cases, you would need to invite everyone involved to sit in. In others, you can get away with just looping your team leaders in and then letting them communicate the details of the project with their respective teams.

If you are doing client work, however, it is crucial that you include the client in the kick-off meeting as well so you and your team can better understand what their expectations are before you proceed.

Question #4: What gets discussed in a kick-off meeting?

In most cases, the main things that get discussed in a kick-off meeting are as follows:

1. Roles and responsibilities. Everyone in the meeting should know exactly what their and everyone else’s roles and responsibilities are to ensure the smooth execution of the project. The last thing you want is to be six months into a project and people are still unsure what they are supposed to do or who to get in touch with for specific tasks.
2. Objectives. Getting everyone on the same page right from the get-go can help guarantee the success of your project. When everyone understands what the objectives of the project are and how important their specific roles and responsibilities are to achieving each one, they have a more compelling reason to do a great job.
3. Timelines. Of course, outlining everyone’s responsibilities and deliverables is just one part of the equation. You should also be clear as to when each deliverable needs to be turned in to ensure that the project gets completed on schedule.
4. Questions. Again, the main goal of a kick-off meeting is to get everyone involved in a project on the same page before it commences, so it is essential that all pressing questions are asked and answered during it.

Take note, however, that we said ‘all pressing questions’ and not ‘all questions’. This is because it is impossible to know all questions that need to be asked during the kick-off meeting—which is why it is important for everyone involved in the project to keep communication lines open throughout its execution in case previously unknown questions come up way.

Question #5: How do you prepare for a kick-off meeting?

To prepare for a kick-off meeting you need to prepare a couple of things, including:

1. Visual aids. Using visual aids allows you to clearly explain your point.
2. An agenda. Outline everything that needs to be discussed to keep everyone focused throughout the meeting.
3. Invite list. Make sure all stakeholders are present. If someone cannot make it, make sure there is someone who can relay what gets discussed to them.

Aside from these three things, however, you also need to assign someone to jot down everything that gets discussed and agreed upon during the meeting so everyone has something concrete to go back to once the project commences.