As project managers, it’s your responsibility to get the job done. And nothing says “I mean business” like a project kickoff meeting agenda.
A kickoff meeting is a crucial first step in getting a new project off on the right foot. It should cover all the important goals, tasks, deliverables, and deadlines and set roles and responsibilities within the team. The project kickoff meeting agenda is your blueprint for making this happen.
Whether you’re setting off on a journey or prepping for an exam, there’s nothing more important than being prepared. Sure, you might get a few things right along the way, but without proper prep, the chances of wasting time are so much higher. So, let’s see how a kickoff meeting agenda can help your project succeed.
What is a project kickoff meeting?
The purpose of the meeting is to ensure everyone understands the objectives of the project and knows what their role will be. It’s also an opportunity for the project manager to gain a better understanding of the client’s expectations and consider any potential risks that might crop up.
Yet, a project kickoff meeting isn’t just a chance for the project manager to give a long speech about the project. It’s an opportunity for everyone involved to ask questions, give input, and get clarity on anything they’re unsure about. The meeting also covers things like project milestones, task assignments, how and when to communicate, and so on. Basically, every element that forms the scaffolding of your project should be set out in your project kickoff meeting.
What is a project kickoff meeting agenda, and why do you need one?
The agenda for a project kickoff meeting should achieve the following objectives:
- Introduce the project team and clarify roles and responsibilities
- Establish a shared understanding of the project’s goal and objectives
- Get buy-in from all stakeholders on the project plan
- Address any concerns or risks that might impact the project
- Confirm everyone is on the same page and ready to move forward
What’s the difference between a project kickoff meeting with your team vs. one with clients?
The main difference between a team and client kickoff meeting is the level of detail that’s covered.
When kicking off a project with your team, the agenda will be more focused on the nuts and bolts of how the project will run. This might include assigning tasks, setting deadlines, and ironing out any logistical issues.
When kicking off a project with clients, the agenda will focus more on aligning the project goals and objectives. This might include confirming the project scope, discussing the client’s expectations, and agreeing on metrics. Think of the former as a zoomed-in focus and the latter as a big-picture view.
How to create a project kickoff meeting agenda
A project kickoff meeting agenda allows you to keep track of what you need to do, who should attend the meeting, and what you need to discuss. This is especially important if you’re dealing with a large, complex project with many stakeholders.
With these objectives in mind, let’s take a look at what you should include in this handy document.
- Introductions, project name, and overview
- Review of the project goals and objectives
- Timelines and milestones
- Project risks
- Assignment of roles and responsibilities
- Tools and methods
- Q&A session
- Next steps
Let’s dive into what each of these means.
The first item on the agenda should be introductions. This is a chance for everyone in the room to say who they are and what their role is in the project. If you have any new team members, use this opportunity to introduce them and give a brief overview of their skills and experience.
Top tip: team check-in questions can help break the ice and get people in a collaborative mindset.
2. Review of the project goals and objectives
The next item on the agenda is a review of the project goals and objectives. This is your chance to ensure everyone agrees on what you’re trying to achieve.
Remember the 5 Ws and H: who, what, where, when, why, and how.
- Who will be involved? Consider everyone, from team members to stakeholders to customers. Don’t forget to detail who’s doing what.
- What’s the background of the project? What’s the scope? What does success look like?
- Where and how will you communicate and record your work?
- When are your milestones and deliverables expected?
- Why are you doing it? This one’s really important. Try and sum it up in a sentence or two.
- How will you achieve your goals, including how you’ll work together?
If there are any changes to the project goals or objectives since the last meeting, this is also an opportunity to update everyone on those changes.
- Statement of work: this document outlines the scope of work for the project and spells out the overarching goal.
- Project charter: this document gives a technical overview of the project, including its goals, objectives, timeline, and budget.
- Project deliverables: this is a list of everything that needs to be delivered as part of the project.
- Presentation of the project plan: this is your chance to show everyone how you’re planning on achieving the project goals. But don’t just make it a list of instructions; use it as an opportunity to get everyone’s input and feedback.
3. Timelines and milestones
Milestones are like the metronome to your project, with each one driving your team forward. Everyone needs to know what the milestones are, when they’re due, and how you’ll track, record, and communicate them. If delays happen, you’ll need to record and manage them. And when it comes to invoicing, having clear dates and deadlines is a good way to make sure every bit of work is agreed upon and documented.
The best way to communicate a timeline is visually using a Gantt chart and/or project timeline template (ideally, a cloud-based one everyone can access and edit from one place). You can also use this opportunity to highlight any risks or potential issues that might impact the project timeline.
4. Project risks and issues
No project is without risks, so this is your chance to identify them and get everyone’s input on how to mitigate them. Risks might include supplier problems, changes in scope, budget overruns, or delays in the project timeline. By outlining them in a risk register, you can make sure everyone is aware.
Good risk assessments involve everyone — from managers and team members to internal and external stakeholders. The more angles you can consider, the more prepared you’ll be should things go sideways.
- Check out our guide to creating a risk register for more tips.
5. Assignment of roles and responsibilities
The next item on the agenda is to finalize roles and responsibilities. Now is the time to clarify who’s responsible for what and make sure everyone understands their role in the project.
6. Tools and methods
Good tools don’t guarantee success, but they can make the job a whole lot easier for everyone involved. Here are some key things to have in your toolkit:
- Project management software: this will be your bread and butter for the entirety of the project. It’s worth taking some time in the beginning to set it up properly and ensure everyone knows how to use it.
- Communication tools: these might include email, video conferencing, or project management software with built-in communication features.
- Business chat apps: a communication channel that allows both synchronous and asynchronous chat is invaluable. Just make sure everyone is using the same one!
- File-sharing tools: you’ll need a way to share project files with everyone on the team. This could be as simple as using Google Docs or setting up a folder in Dropbox. However, you can opt for more sophisticated project management software that includes file-sharing features.
Your project kickoff meeting agenda should list all the tools and project management methodologies your team will use. For better collaboration, provide a run-through to make sure everyone has access to the tools and knows how to use them — especially for remote teams.
7. Q&A session
The next item on the agenda is a Q&A session, allowing everyone in the room to ask any questions they have about the project before it begins.
8. Next steps
The final item on the agenda is discussing your next steps. This is your chance to recap tasks, deadlines, and deliverables and make sure everyone’s ready to roll!
Project kickoff meetings: best practice
- Prepare: take some time beforehand to clarify the agenda and confirm you have all the necessary information.
- Invite the right people: only invite those who need to be there. Too many cooks spoil the broth! But if you leave key people out, you’ll lose their expertise, and they’ll feel undervalued, too.
- Stick to the agenda: it can be tempting to go off-topic, but try to stick to the items on the agenda. This will keep the meeting productive and ensure everyone knows what to do when it’s over. Managing your agenda also keeps things short. After all, no one likes a meeting that drags on forever.
- Follow up: afterwards, send out meeting minutes detailing the next steps. This will help everyone hit the ground running.
- Do proper introductions: everyone should introduce themselves, even if you’re all in different locations. This will help everyone put a name to a face (or at least a voice) and make collaboration easier.
- Explain the single source of truth: it’s important that everyone knows where the single source of truth is for the project. This might be the project management software, the project plan, or something else entirely. Whatever it is, make sure everyone knows where to find it and how to use it.
- End on a positive note: try to end the meeting on a positive note, even if there are some challenges ahead. This will help to boost morale and motivate your team to do their best work.
- Ask questions: yes, you might be the project manager and the person who’s responsible for guiding people, but that doesn’t mean you have to know everything. If you’re unsure about something, ask a question. It’s better to get clarification now than to make a mistake later on.
- Use collaboration tools: make use of a wide range of collaboration tools to help your team work together. From online Gannt charts and Kanban boards to diagramming tools and beyond, there’s a lot out there. So, don’t hold back on outfitting your team with tools that make their jobs easier and your project run smoother.
By following these best practices, you can ensure your project kickoff meeting is productive, informative, and motivating. And that’s exactly what you need to get your project off to a great start!