what should a project kick off presentation include

Essential Project Kickoff Guide with Starter Kit

By Kate Eby | August 27, 2021 (updated October 31, 2022)

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Project kickoff meetings are vital for setting a project’s tone and expectations for clients and project teams. We’ve rounded up expert tips and the top templates, and compiled a project kickoff starter kit to help you plan your meeting.

On this page, you’ll find information on what to include in a project kickoff , how to plan an agenda , a step-by-step guide to running a project kickoff , and a project kickoff starter kit .

What Is a Project Kickoff?

A project kickoff meeting is the first meeting between the project team and the client, when you establish expectations, communication, and goals. The meeting allows both parties to define the project's purpose and what they consider a success. 

Additionally, the investor gains insight into how the money will be spent and why this project is beneficial

Purpose of a Project Kickoff Meeting

The purpose of a project kickoff meeting will depend on who is involved. An internal project kickoff meeting reviews the purpose and goals of the project, while a project kickoff meeting for stakeholders and clients enables both parties to share their perspective on project background and purpose, as well as establish a working relationship with the project team. A project kickoff meeting can also benefit Agile teams when they take on a new project or when you onboard a new team member, as it ensures that everyone is on the same page.

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What Should a Project Kickoff Meeting Include?

A project kickoff meeting should include the following:

• Introductions: Let everyone announce themselves and the role they will have in the project.
• Agenda: Reiterate the plan for the meeting, with items for discussion and time delegation.
• Executive Summary: Review the background and overall purpose of the project.
• Project Scope: Review the statement of work (SOW), goals, timeline, budget, and constraints.
• Deliverables: Define the material goals of the project or the items sent to the client.
• Define Success: Align the client and project team’s vision to ensure all parties have an understanding of the metrics for success.
• Questions: Allow ample time for questions from both parties.
• Provide Communication Channels: Give the client a point of contact, and tell the project team how they will be in communication with one another.
• Next Steps: Review any follow-up actions needed after the conclusion of the meeting.

What Is a Project Kickoff Presentation?

A project kickoff presentation is a document presenting the agenda or topics covered in the meeting. The presentation provides a visual aid for attendees and guidance for the presenter. It also helps advance the meeting and keep discussions on topic. 

A well-prepared presentation can leave a lasting impression on the client and investors, ensuring professionalism and confidence.

How Do You Introduce Yourself in a Project Kickoff Meeting?

A project kickoff meeting should start with introductions for all attendees. State your name and your role in the project, along with a small personal fact or highlight. This allows everyone to get to know each other and find commonalities. 

When addressing the group, be conscious of your body language and how you present yourself. By keeping your arms open and out to your sides while speaking and making eye contact with people, you show that you are open, listening, and engaged. Practice your introduction before the meeting — this helps ensure that you come across as confident and excited for your role in the project.

What Is Discussed in a Project Kickoff Meeting?

Hassan Osman , project manager and author of Project Kickoff: How to Run a Successful Project Kickoff Meeting in Easy Steps , shares what he feels are the most important topics to discuss in a project kickoff meeting.

According to Osman, an effective project kickoff meeting should fulfill the following three goals:

• Inform everyone of the project goals.
• Introduce stakeholders to each other so that they’re aware of everyone’s roles and responsibilities.
• Generate enthusiasm among the team members, and motivate everyone to get started on the project.

When to Plan the Kickoff Meeting

A kickoff meeting typically occurs at the beginning of the project lifecycle , before any project work begins.

How to Plan for a Project Kickoff Meeting

When planning for your kickoff meeting, it is essential to address the following questions:

• How long should the meeting be?
• Who should attend?
• What should be discussed?
• Where should it be held?
• What documents should you print?

It is also important to consider the best time for all parties involved to attend. You can do this by creating a poll for attendees to respond to or by sending out an email invite that allows attendees to suggest alternative times, if needed. Once you solidify a meeting date, send out a project kickoff announcement email to all attendees.

Project Kickoff Meeting Agenda

A meeting agenda provides an outline of the proposed meeting schedule. Meeting agendas help you keep the meeting on track and ensure the team discusses all necessary topics. When creating your meeting agenda, here are some items to consider:

• How much time do you have for the meeting?
• What do you need to communicate with the client?
• What do you need to communicate with the team?
• Who is responsible for talking about each item?
• How much time should you allot for each item?
• Do you need to answer any questions at the meeting?
• What is the intended outcome of this project?
• What resources do you need?
• Have we done similar projects before? If so, what did we learn from them?

It is also important to consider how the agenda may differ when holding kickoff meetings with your team, stakeholders, or a client. 

“The agenda is fairly similar across the different types of kickoff meetings, in the sense that the objectives are the same,” says Osman. “However, if you are conducting a kickoff meeting for a client, then the internal kickoff meeting is a bit different from an external kickoff meeting. 

“Think of the internal kickoff meeting as a dry run of the external kickoff meeting, in which you review the presentation and ensure that your team is all on the same page before the external meeting. [An internal meeting] also helps the presenters practice delivering the meeting ahead of time with a real audience and make any changes to the agenda (if needed).”

Step by Step: How to Run an Internal Project Kickoff Meeting

An internal project kickoff meeting is essential to make sure the entire project team is familiar with the project and prepared to meet with the client. Here are some helpful steps to running a successful internal project kickoff meeting:

• Introductions: Have everyone introduce themselves and their role in the project. Allowing the team to get to know each other will help create camaraderie and excitement for the project. Introductions are also a great chance to try some icebreaker games.
• Discuss the Client’s Background, Stakeholders, and Problems: Familiarize the team with the client and the problem(s) they face so that they can better understand the client’s needs.
• Discuss Project Purpose: Review the project’s purpose; this helps the team orient themselves and prepare to develop strategic solutions.
• Discuss Proposed Solutions: Discussing solutions internally will help the team prepare and present the best solution to the client. Kickstart this session with a brainstorming activity to come up with creative and strategic solutions. This is also an excellent time for mind mapping or storyboarding.
• Review Project Scope: The project scope is a vital part of the kickoff meeting, and should include a statement of work , goals, project timeline, budget, any constraints, and the completion date.
• Review Action Plan: The action plan should cover task management, how the team tracks milestones, and the work management program that the team will use.
• Discuss Risks, Assumptions, Issues, Dependencies (RAID): Communicate with the team about how you plan to address any issues that may arise. Doing so is vital for mitigating risks that may prevent the team from meeting the project deadline, budget, or goals.
• Review Collaboration and Communication Tools: Establish which communication tools your team will use to communicate with one another and stay informed of the project’s progress.
• Discuss Reporting: Discuss how each team will track their milestones and report on their progress.
• Client Kickoff Agenda: Begin the discussion of which items should be on the meeting agenda. The focus should be on topics that need to be reviewed or clarified with the client.
• Questions: At this time, have the team voice any questions or concerns before meeting with the client.

Download a Project Kickoff Template Starter Kit

Get everything you need for a project kickoff meeting in our project kickoff starter kit, which includes a project kickoff announcement, agenda, timeline, meeting checklist, meeting minutes, and presentation template in one easy-to-download file.

Download Project Kickoff Starter Kit

Project Kickoff Announcement Template

The project kickoff announcement email offers an important first impression for all meeting attendees. Use this template to send a formal and polished announcement with all the information attendees will need.

Download Kickoff Announcement Email Template - Microsoft Word

Project Kickoff Agenda Template

Use this template to create a meeting agenda. The template includes a section for each proposed agenda item and an accompanying time allotment. Some example agenda items include introductions, project background, benefits and goals, project scope, roles and responsibilities, project schedule, communications plan, issue management, regulations and client requirements, questions, and next steps.

Download Kickoff Agenda Template

Microsoft Word | Google Doc | Smartsheet

Kickoff Project Timeline Template

The project timeline is a crucial component of the kickoff meeting. Use the template to create a project timeline to help the team stay organized and easily track progress, events, and milestones.

Download Kickoff Project Timeline Template

Microsoft Excel  | Smartsheet

Project Kickoff Meeting Checklist Template

When you have a simplified list of tasks to complete, meeting preparation can be less daunting. Use this template to check off each task as you complete it.

Download Kickoff Meeting Checklist Template

Project Kickoff Meeting Minutes Template

Use this template to track what you discuss in the meeting, and write clear, brief notes under each outlined topic. Organized meeting minutes will help you recall the small details so you can focus on the big picture.

Download Kickoff Meeting Minutes Template

Microsoft Word | Smartsheet

Project Kickoff Presentation Template

Use this kickoff presentation template to create a slide deck that will set you up for success and enable you to present with confidence. This template includes slides for contents, project overview, approach and methodology, roles and responsibilities, project timeline, communication requirements, and risk management.

Download Kickoff Presentation Template - Microsoft PowerPoint

You can download a variety of free project kickoff templates by visiting our template roundup page .

What to Do After a Project Kickoff Meeting

After a project kickoff meeting, share the results with the team and schedule follow-up tasks. These tasks may include distributing notes, reaching out to the client, and scheduling a meeting with the project team.

After reviewing your notes from the project kickoff, do the following:

• Share meeting notes or a summary with all attendees.
• Send a follow-up email to the client and invite additional questions or concerns.
• Schedule an internal follow-up meeting to further discuss the meeting and project with the team.

Expert Tips for Successful Kickoff Meetings

A successful kickoff meeting will look different depending on the project, team, and client. However, you can take key steps to put your team on the track to success. Here are some expert tips on agenda keeping, note taking, communicating, and presenting:

• Keep the meeting brief, using a time limit and focused agenda. By allotting times for each agenda topic, you can help keep the discussion on track. Sticking to the time limits will ensure your meeting is brief, which helps maintain engagement and excitement. Agenda items that need more time or require more details should be discussed further in a follow-up meeting.
• Establish clarity and excitement with both the client and the project team. Presenting each agenda item and allowing both the project team and client to share their thoughts will ensure everyone is on the same page and clear on the expectations. Convey excitement with open body language, enthusiasm, and confidence. The client should have time to express their vision and why they are excited about the project, and the project team should express their excitement about their role in bringing that vision to realization.
• Date and time of the meeting
• Names of the meeting participants and absentees
• Any additions to the current agenda
• Actions taken or agreed to be taken
• Any open discussion or participation for each agenda item
• Are there any questions before we move on?
• Any thoughts before we move on?
• Does anyone have an idea they would like to share?
• Any questions, concerns, or comments?
• We would love your input.
• We appreciate any ideas or suggestions on this topic.
• Produce a communication plan for your team. Outline how often and on what platforms communication will occur with the client, both internally and externally. Implementing a system that creates an efficient workflow among teams is important to make communication accessible and optimized. A project initiation template is useful for keeping all team members and stakeholders looped into the project’s current status.
• “Be well prepared and practice delivering your presentation ahead of time, because your kickoff meeting is your main chance at leaving a positive first impression,” says Osman.
• If you can, host the kickoff meeting on your turf, so you have better control of the client’s experience and familiarity with the presentation equipment. If you are presenting in a new environment, take the time to scope it out beforehand. Note what you will need and practice using any equipment involved.

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Project Kickoff Meeting: How to Write a Kickoff Meeting Agenda

Project managers put a lot of time and effort into researching the viability of their project. But all that work is pointless if they don’t communicate the purpose of the project to their team and clients. That’s why a kickoff meeting is so important.

A kickoff meeting puts everyone on the same page. The team and client know the mission statement, the vision statement and the project plan . It’s all part of the meeting agenda and makes sure the project team starts off on the right foot.

What Is a Project Kickoff Meeting?

The project kickoff meeting communicates the project goals and objectives to ensure the project team and client are clear on what they should be doing in the project.

This activity is part of the project initiation phase. A kickoff meeting is usually led by the project manager. Often, there is an internal kickoff meeting with just the project team, with a later, external kickoff meeting that includes the project client, project sponsor or stakeholder.

In the meeting, the project manager explains the project scope, background information and project timeline to the team. A kickoff meeting should set the right tone for the project as it moves into the execution, monitoring and controlling phases. A well-run kickoff meeting could lead to a successful project completion.

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Project Kickoff Template

Use this free Project Kickoff Template for Word to manage your projects better.

What Is the Purpose of a Kickoff Meeting?

A kickoff meeting is primarily used to get the project team on the same page. In this project meeting , project managers explain common goals to keep in mind as the team executes their tasks. It sets up project success.

The kickoff meeting also lets the project manager introduce the project team. It’s important that everyone knows who they’re working with and what their roles and responsibilities are. This avoids conflicts later in the project that can delay work and threaten the project timeline.

The team can ask the project manager questions until they have a clear understanding of what’s expected from them before the project starts . Because this meeting occurs in person, and not over email or shared documents, you reduce the chance of miscommunication. This helps to avoid scope creep down the line.

There’s a lot of information shared during the kickoff meeting, including what project management software the team will be using. ProjectManager is a cloud-based project management tool that has unlimited file storage to keep documents in a centralized hub that’s easily accessible by the team. They can use multiple project views to attach relevant documents to their tasks to keep them on track. Try ProjectManager today for free!

Kickoff Meeting Agenda Example

A kickoff meeting is different depending on the type of project. Some are more structured and formal, where the project manager does a lot of preparation prior to having the kickoff meeting. Smaller projects may have a kickoff meeting without a demo or a deck.

One thing is common, regardless of what sort of kickoff meeting it is; the agenda. More often than not, the kickoff agenda features the following items, all of which are crucial to a well-done kickoff meeting.

1. Project Background

Part of the project proposal, the project background is a history of the project and how it came to be. It shows the research that led to greenlighting, and why the project is necessary.

This includes the why, where and how of your project implementation. You’ve detailed the current situation, what the problem is and how the project solves it. This is all backed by reliable data. The project background is used in a project proposal to get approval from stakeholders. It also helps put the project in context during the project kickoff.

2. Project Scope Overview

The project scope overview is a detailed description of the project work your team must complete to have a successful project. The terms of this work are defined by the project timeline and the project budget .

By understanding the objectives and requirements necessary to complete the project, project managers can more accurately forecast cost and time. By explaining the project scope to the project team, they have a better idea of the constraints on the tasks they’ll be assigned to execute.

3. Project Timeline Overview

The project’s deliverables are laid out on a chronological timeline, which acts as a roadmap for the project. This is the backbone of any project schedule and should include milestones, tasks, any dependencies and due dates at a minimum.

The project timeline overview is critical for the team, as they’ll be tasked with meeting those deadlines and making those deliverables. Therefore, this information must be clearly communicated. There should be no confusion from anyone on the project team about what must be done.

Make a project timeline in minutes with ProjectManager’s Gantt charts. Get started for free today!

4. Risk Management Overview

When making the project plan, a project manager will have to develop a risk management plan as well. This is the process of analyzing risks that could occur during the project. Then, you make a determination on what steps will be necessary to respond to these issues when they arise.

You prioritize risk based on how they impact the project. That’s how you develop a risk mitigation strategy, which includes who will be responsible for which risk if it occurs. The project team must be aware of who has ownership of risks and catch these issues quickly.

5. Roles and Responsibilities

The project manager is responsible for defining the roles and responsibilities of the project team. That is, the team member’s position on the team, the tasks they’re assigned and the duties of their particular role in relation to the larger team and the project.

This is basically a job description. It must be disseminated to the project team during the kickoff meeting. It gives an overview of the job, a list of responsibilities and what that person is authorized to do. Also included is who they report to, so there is a clear chain of command.

6. Project Management Methods and Tools

There are many ways to manage a project. That includes a more traditional methodology such as waterfall, an iterative agile approach or a hybrid that seamlessly connects different work management styles . You also must choose a project management tool that fits the methodology used.

The project team must know how the project is being managed and what their part will be, including the project management software tool they’ll be using. In some cases, this will require a period of training for the team to get them to understand the methodology and how to use the project tools. All of this will be discussed at the kickoff meeting.

How to Run a Project Kickoff Meeting

That’s a lot of information to pass on to the project team. How can you make sure that everyone walks out of the kickoff meeting with that knowledge intact? Here are a few pointers to make sure you run a project kickoff meeting successfully:

• Prepare: You thoroughly researched and documented the project during the initiation phase in order to sell it to your stakeholders, now you have to do the same to the project team. That includes making sure everyone attends, having someone taking notes to share later and having an agenda to make sure you don’t forget anything critical.
• Introduce Yourself and the Team: This is the first time the entire project team has been assembled, so take some time to have everyone introduce themselves. It’s not a bad idea to schedule a bit of time for some icebreaker questions to facilitate the necessary intimacy for better teamwork.
• Define the Project: Make sure the team is clear on what the purpose of the project is and how the project mission statement relates to the larger company’s goals and objectives. To make sure everyone understands, take time to answer any questions the team might have.
• Hand Out the Project Plan: The project plan should be a handout in the kickoff meeting, including the budget timeline, but now you can go over it in detail and make sure everyone understands the topline information, such as the project timeline, key milestones and deliverables.
• Define Project Scope: Make sure the team knows the project scope and key project information. This helps avoid scope creep by managing the team’s expectations.
• Share Roles and Responsibilities: If the team has a history together, this step might not be as important, but it’s crucial for new teams to understand their relationships with one another.
• Explain Central Source of Truth: Have a central source of truth for the team to know the status of the project. That is, the team needs a shared place with real-time data so everyone is always clear on the project’s status and their place in it.
• Ask Questions, Next Steps and To-Do Lists: Before wrapping up, open the floor to any questions to make sure everyone is clear on what has been shared at the kickoff meeting. Take some time to explain what will happen next, including any post-kickoff meeting to-do lists for the team. Our free action items template can help.

This project kickoff template helps you define the key topics that you’ll need to go over with your project management team before the project starts such as the project background, scope, timeline and roles and responsibilities.

Next Steps After Your Project Kickoff Meeting

Speaking of those next steps, they are an important springboard following the kickoff meeting to send the team into action. This is when the execution phase of the project begins. It’s a milestone that has probably been noted in the project plan.

While there will be frequent meetings throughout the project, the kickoff meeting is unique in that it involves the entire project team. It’s unlikely that everyone will be assembled at the same time and place again. This is why having the right project management software is so important.

As noted above, a central source of truth is key to keeping everyone on the project team connected. It should update in real time and provide transparency into the process. This means that everyone knows what everyone else is doing and how they fit into that picture. It’s the best way to avoid bottlenecks, block other team members and keep the project on track.

How ProjectManager Can Help After your Kickoff Meeting

ProjectManager is a cloud-based work management software that plans, monitors and reports in real time to keep hybrid teams working together better to meet the project purpose. ProjectManager is designed with multiple project views that allow teams to work how they want, regardless of their level of expertise, location or methodology.

Plan Ahead on Interactive Gantt Charts

Managers have the features they need to plan ahead with the project mission on interactive Gantt charts that organize tasks, link dependencies and add milestones. But they can also filter for the critical path and set a baseline to track project variance in real time. The project plan can then be shared with teams and stakeholders so everyone always knows what they’re doing and how it fits into the big picture.

Manage Work on Kanban Boards

Team members can use the task list, calendar or kanban board project views to manage their own work and stay productive. Kanban boards visualize workflow for the agile team that needs to manage their backlog and plan sprints. Meanwhile, managers get visibility into their team’s process and can reallocate resources as needed to prevent bottlenecks and costly delays.

Track Performance in Real-Time

Progress and performance are always on-screen with live dashboards. There’s no time-consuming configuration needed. Data is collected and the numbers are crunched automatically. Then, they’re displayed on easy-to-read graphs and charts showing costs, time and other project metrics.

Everything you need to follow in a kickoff meeting to project success is in ProjectManager. From one-click reports that can be filtered and shared to email and in-app notifications to keep everyone always updated, resource management features and more, ProjectManager is the only hybrid work management tool you’ll ever need.

ProjectManager is award-winning project management software that organizes work to keep you productive from kickoff meetings to project closure. Join the tens of thousands of teams that are already using our software at organizations as diverse as NASA, Siemens and Nestle. Try ProjectManager today for free!

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The Ultimate Guide to Kickoff Meetings

• by Adrian Neumeyer

No meeting is more important when launching a project than the project kick-off meeting. That’s why you should get it right.

In this article we’ll go through all the steps. What a project kick-off is about and how to actually run a good kickoff meeting.

What is a project kickoff meeting?

• Why having a kickoff?
• Who attends a kickoff?
• How does a kickoff typically go?
• The typical agenda
• Preparing your slides
• Project kickoff template
• Tips from senior project managers

The project kickoff meeting is a meeting where the project team is introduced to a project right before it goes into execution. The host is usually the project manager. During the kick off, he will give an overview of the project goal, schedule, project organization, expectations towards team members and other critical information.

There’s usually a labor-intensive phase leading up to the kickoff. The customer, contractor and stakeholders have to find a common project goal. A project charter will be created which outlines the purpose and scope of the project. Then the project has to be properly planned, staffed and the budget has to be approved etc.

(For a complete list of steps to set up a project,  check out the  project kickoff checklist )

Only after all this work has been completed will the project kick off be scheduled.

You can think of a kickoff like of a pre-flight briefing that pilots will do with the crew before they embark on a flight.

Why having a project kickoff?

A project can only be successful if all participants have a common understanding of the project’s purpose, timeline, organization and their responsibilities. The kickoff is the event where all this information is shared with all project team members. It also gives people the opportunity to have their questions answered.

That’s why a kickoff meeting is super important.

Pooja, a program manager from Delhi summarized the value of kickoffs very well:

The kickoff meeting process and agenda ensure everyone is engaged, understands the project goals, scope, and risks, and actively takes responsibility for their roles. There is agreement upon a well defined scope and it helps everyone involved in the project alignement to a goal.

So, a kickoff is much more than just showing a few slides. It’s about creating motivation within the team and getting everyone to take over responsibility.

Skipping the kickoff because you think it’s not necessary will get you into trouble further on. You will find yourself in discussions with people who don’t want to do what you expect them to do.

You will face resistance from team members because they feel having been run over. And within weeks your wonderful project plan will fall apart. Just like a castle built on sand.

Who attends the project kickoff?

The following people should attend the kickoff:

• project manager
• project team
• key stakeholders
• management from both customer (sponsor) and contractor. By contractor I’m referring to the party that is hired to do the actual project work.

No need to explain why the project manager should attend. He’s the one who leads through the meeting. Then there’s the project team, which are staff members who are doing the actual project work. Key stakeholders could be representatives from areas or departments that are either strongly impacted by the project or whose expertise has major influence on the project’s success

(If you are not sure how to find out who your stakeholders are, I strongly encourage you to read my article on stakeholder analysis ).

Examples of important stakeholders could be Legal if your project touches legal issues. It could also be Purchasing in case you’re buying expensive goods as part of the project. It could also be HR if the project has major influence on employees, e.g. if time tracking is introduced.

Next, let’s explore how a kickoff is conducted in the real world.

How does a kickoff meeting typically go?

The cycle of a project kickoff including preparation and the meeting itself can span across several weeks or even months. It all depends on the size of the project.

Here’s the process for preparing and running a kick off:

• Scheduling the meeting – usually several weeks or even months in advance
• Preparing the meeting – creating the slides
• Conducting the meeting  – you are the showmaster
• After the meeting – sharing the presentation with your audience

Schedule the meeting

Large meetings with many participants are always hard to schedule. There are always scheduling conflicts because people have so much on their calendar. That’s why I always schedule the kickoff meeting way ahread of time, like months in advance. This way I can block a slot in everybody’s calendar and I can reserve a suitably sized conference room.

Sent out the meeting invite several weeks or even months before the kickoff date.

All you need to do is send out an Outlook invite with some text like:

‘Hi all, this is the invitation to our project kickoff meeting. Please block this time on your calendar. Attendance is mandatory. The agenda will follow. Regards, John (project manager)’ .

How long should the kick off be? Normally a kick off takes between 1.5 and 2 hours. This number may vary depending on the size of the project and the need for discussions at the end.

What if some folks decline your meeting invitation? Well, you have to accept that some people just don’t have time. They may either be traveling or on vacation. If people have a strong reason why they can’t join, I will schedule a separate mini-kickoff with them to go through the agenda. I want to make sure they still get the same information as the rest of the team.

Video: How to use the Outlook Scheduling Assistant

The Scheduling Assistant   helps you find a time slot that works for most people.

Prepare the meeting

Before you can prepare the kickoff, you need to have your project properly planned and documented. Specifically, you need to have an agreed project goal, a presentable project timeline and a chart showing the project organization.

If you don’t have those documents ready, finish this step first. For many of these documents you’ll find templates on the Internet. Also read my article on defining a project goal . For the timeline, download this project plan template .

Once you got the basic documents complete, it’s time to create the agenda:

The kickoff agenda

Every kickoff has more or less the same agenda. Here’s a good template:

• Introduction – introduce yourself and the team (15 mins)
• Project goal and background  – why was the project started? (20 mins)
• Project scope – what are you going to deliver? (20 mins)
• Project organization – who is going to be involved? (10 mins)
• Timeline – explain your approach on the timeline (20 mins)
• Roles and responsibilities – what are the roles and duties of the team members? (20 mins)
• Teamwork and organizational topics – how is the team going to work together? (10 mins)
• Next steps – what are the next activities on the timeline? (10 mins)
• Q & A – answer questions of the attendees (15 mins)

Preparing the PowerPoint presentation

Next, you have to prepare the PowerPoint slides using the agenda as a basis. I can’t tell you exactly how may slides you should include for each agenda point. Be careful with not overloading people with too much information. Better keep your slides concise and simple without going too much into the details.

People mainly want to know how the project impacts their work, what they have to do, when they are going to be involved, whether they can take their summer vacation etc. On the other hand you want to convey as clearly as possible what you expect from the team. So, create your content around those topics and you will do pretty well.

Here are some tips on what to cover in each section:

1) Project goal and background

Explain why the project was initiated and what it’s supposed to deliver. You may have to dive a bit into history and give context so that people fully understand the project goal. 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. So it’s interesting for people to hear where the company is coming from, where it has offices, what its customers are and how it is making money.

Project history: Explain what attempts were made in the past to tackle the issue your project is concerned with. Learning from past failures is always helpful. And it’s probably a good idea to clarify what you’re doing differently to avoid project failure  🙂

Urgency: A common objection to projects is: Why do we have to do this now? Why can’t this project wait til next year? Share the reasons why postponing is not an option and why it has to be done now when everybody is so busy.

Project goal:  Of course you need to talk about the actual goal. What does the company expect from this project? And what other objectives does the sponsor hope to achieve as a side effect: financial objectives, sales goals, cost savings and more.

2) Project scope

Next you should talk about the project’s scope.

Project scope is the sum of things a project is going to take care of. This includes project-related tasks (e.g. write a piece of software), specific deliverables (e.g. a training plan) and defined outcomes (e.g. all staff is trained).

For the purpose of a kickoff meeting, you only need to give a high-level overview of the scope. This can be one or two slides with five bullet points each. How do you know what to write about? Think of the major parts your project is delivering. In a construction project this would be setting up a building, doing the plumbing and electrical wiring and so on. This would be the scope. Similarly you list the key scope in the kickoff slides.

At the same time you should list those things that are not in scope. Maybe you set up the building but the client wants to do the flooring and tiling by himself. Or you leave out the lighting setup. So, that would be ‘ out of scope ‘, as we say in project management. The reason why you should mention what is not in scope is you don’t want people to have wrong expectations. This will only backfire later on when somebody asks you ‘ Why isn’t the lighting installed?’ and you say ‘Oh, didn’t we agree this was not in scope?’ .

3) Project organization

In this section you give people an overview of the project team. Who is involved? What departments are on board? Who’s overseeing the project from a management level? These are the kinds of question people have. In the end, people want to know who they have to contact regarding a specific issue. The organizational overview provides the answer.

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.

4) Timeline

This is the slide that people care about most. Why? First, it gives an idea about how intense the work is going to be. The more work is squeezed into the timeline, the higher the workload. Second, people are keen to see the timeline because they get an idea of how the project impacts their professional and personal schedule.

Some people have planned a long summer vacation. And now your project jeopardizes their plans. Or maybe they have planned business trips and therefore won’t be available to full extent.

Go through the timeline from now til the end and explain the major activities and how they tie together. Also mention any special circumstances that were taken into consideration for the planning. These could be parallel projects, resource gaps, weather conditions or other external factors.

5) Roles and responsibilities

This is THE MOST IMPORTANT set of slides in your whole presentation. Let me explain why.

Here you tell people what you expect from them. What kind of work they have to do, but also how they’re supposed to work together as a team. If this point does not come across and does not fully settle in the minds of your team members, then you will face issues with delegation. People won’t be clear about where their responsibility begins and where it ends. They won’t know what team they have to work with etc. And in the end you’ll be the one sorting out the issues.

That’s why you should take as much time as needed to go through roles and responsibilities. I have a separate article about project roles and responsibilities  in case you don’t know what I’m talking about.

6) Teamwork and organizational topics

On this slide you talk about the modalities of collaboration of the project team. This includes the meeting structure, that is  how often the team is going to meet both onsite or remotely. In the same context, people may want to know whether they have to come to the office every day or if they can work from home.

Other stuff worth mentioning is where people can find and store  project documentation (e.g. in a shared drive), files they have to maintain such as an availability overview and so on. Also, if the project involves traveling, you may want to talk about upcoming business trips and travel regulations or visa requirements.

7) Next steps

The final slide in your project kickoff presentation should highlight the next steps: What are we working starting tomorrow or next week. This is good because that way you can keep the momentum that comes with launching a new project. At the start everybody is still motivated and you want to use this energy to get the first work done. Just have one slide with maybe 4 or 5 bullet points indicating what the team is working on next.

The actual meeting

It’s the big day! You may be a bit nervous before the kickoff but that’s totally normal. Make sure you check if the conference room is ready so you can start the meeting right away. Check if the A/V equipment and beamer are working fine. If you have people joining by phone, dial in a few minutes before to see if the connection is working.

Once you start the meeting, don’t jump right into the hard facts. Instead, give people a warm welcome and tell a funny story or a joke. You want people to relax and open up so that the kickoff becomes a positive and exciting experience for them.

Then, for the next 1 to 1.5 hours all you do is go through the slides. Present your information in an engaging way and always keep eye contact with your audience. You want to see if people are still with you or if you’ve lost them. Make pauses and ask ‘Are there any questions so far?’  You are presenting super important information, so you want to make sure everybody understands what you have to say.

The thing is, people are reluctant to ask questions or state their concerns in a group setting. They are afraid of looking stupid and skip their questions even though something might be unclear. Keep that in mind. What I do is say things like ‘It’s very important that you understand this, so just ask if anything is unclear. I’m happy to answer all your questions.’

Towards the end of the meeting, you start the Q & A session. This is where the team can ask whatever questions they have. It can take anywhere from 10 minutes to one hour. And it’s important to give people this opportunity, because it creates trust and you get the buy-in that’s vital for a successful project.

When there are no more questions you close the meeting. Thank everyone for attending and express your gratitude of working with such a great, high-performing team.

That’s it. Congratulations on your first kickoff!

After the kickoff

There are also a couple of things you need to take care of after the meeting. If you’ve had somebody write the minutes (which is good but not really needed for a kickoff), you need to check those before sending them out. The other, more important step is to share the meeting presentation with all attendees — and also with the people who could not attend.

I also make a comment in my email that anyone who’s got questions should contact me. As I wrote before, people generally feel uncomfortable asking questions in a group. So you can clarify their concerns or questions in a separate 1:1 meeting afterwards.

How to Make Your Kickoff a Success? Watch My Five Top Tips

Join my online course “Real-World Project Management”

Project Kickoff Template

You don’t need to create your slides from scratch. I have a simple template for you which you can download here in PPT format. It already has the agenda structure I’ve used in this article!

Why create YOUR KICKOFF DECK from scratch?

Get our kickoff template​.

• 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
• 14-page Powerpoint file

Learn from the best! These senior project managers share their best tips on running project kickoffs

Megan o’malley, senior project manager (pmp) from ohio.

If you surprise people [with your project], they get defensive and feel blind-sided, which is not good.

Being as confident as possible will help keep you on task to lead the team.

Guy Coulson, senior project manager from South Africa

If you let people decide what or how they want something, it often brings better results than dictating how it must happen.

Roy Macaraig – Project Manager Digital Transformation

Do you have any further questions.

Got A Question? Need Some Help?

Have a question about this article? Need some assistance with this topic (or anything else)?  Send it in and I’ll get back to you personally. 

Hi! I'm Adrian, former Senior IT Project Manager and founder of Tactical Project Manager. I created the site to help you become an excellent project leader and manage intense projects with success!

View all posts

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How to Run an Effective Project Kickoff Meeting (+Agenda)

Embarking on a new project is like setting sail on a voyage: you need a clear course charted from the beginning to avoid veering off course and encountering stormy waters.

That's where the project kickoff meeting comes into play – it's your compass, guiding your team and stakeholders toward a shared destination right from the start.

In this blog, we'll explore the ins and outs of conducting a successful project kickoff meeting, along with a ready-to-use agenda template to streamline your planning process. Whether you're a seasoned project manager or new to the role, these practical tips and strategies will help you confidently navigate the complexities of project initiation.

Before diving into the specifics, let's take a moment to understand what a project kickoff meeting is.

What Is a Project Kickoff Meeting?

A project kickoff meeting is the very first meeting for your team project. It brings together team members, clients, or executive sponsors to set the stage for success. Led by the project manager, this meeting dives into:

• Project scope:  Background information and purpose
• Key objectives and timelines:  Ensuring clear roles and responsibilities
• Alignment and expectations:  Open discussion and risk identification

Kickoff meetings can be formal or casual , depending on the project and stakeholders. Complex projects with external clients may require formal kickoffs with detailed presentations and demos. For simpler projects with fewer stakeholders, a casual kickoff without elaborate presentations may be enough. The key is to tailor the meeting to the specific needs of your project.

Kickoff meetings typically last about 60 minutes .

What Is the Purpose of a Kickoff Meeting?

The purpose of a kickoff meeting can be summed up in one word: alignment. A kickoff meeting is essential for getting everyone involved in a project on the same page from the outset. It's a chance to:

• Communicate key project information:  Discuss project goals, timelines, and expectations.
• Answer questions and address concerns:  Ensure everyone is clear on their roles and responsibilities.
• Foster collaboration:  Create a shared understanding and build team spirit.

Types of Project Kickoff Meetings

Project kickoff meetings come in various forms, tailored to each project's specific needs and dynamics. Here, we'll explore four main types of project kickoff meetings to help you understand which one suits your situation best.

Traditional Project Kickoff Meeting

Traditional project kickoff meetings are exclusive to your team. It is also known as internal project kickoff meeting. They ensure everyone is on the same page about the project's goals, scope, and expectations.

These meetings are a chance to:

• Address concerns
• Clarify doubts
• Build team spirit

They often happen before:

• Content launches
• Platform rollouts
• New fiscal years
• New team formations

These kinds of gatherings aim to boost confidence and solidify company culture.

Client Kickoff Meeting

Client kickoffs, also known as external kickoff meetings involve clients or partners. They're also called client-facing meetings. They bring together the team and clients to:

• Discuss project details
• Align expectations
• Set up communication channels
• Establish collaboration frameworks

These meetings are essential in industries like:

• Marketing agencies
• Event planning firms
• Anywhere client feedback is crucial

Agile Project Kickoff Meeting

Agile kickoffs are for Agile teams who work in short cycles (sprints). They're not needed before every sprint, but are crucial for:

• New projects
• New team members

These meetings keep the team aligned on:

• Methodology

They promote shared understanding, collaboration, and productivity.

Internal Stakeholder Project Kickoff Meeting

Internal stakeholder kickoffs are high-level meetings for setting project goals and objectives. They are targeted towards executive sponsors mostly to ensure that the executive sponsors understand the project's strategic alignment with company interests.

These meetings focus on the big picture:

• Business value
• Overall impact

They avoid getting bogged down in:

• Project specifics
• Granular details

They're common for reviewing:

• Project roadmaps
• Major initiatives (e.g., software deployments)

Each type of project kickoff meeting serves a distinct purpose and audience, ensuring all stakeholders are aligned and informed as the project begins its journey toward success. Choose the appropriate kickoff meeting format based on your project's requirements, team composition, and strategic objectives.

Essential Steps for a Successful Project Kickoff Meeting

Every successful project begins with a well-executed kickoff meeting. Whether you're initiating a new project with your team or meeting with clients to discuss project goals, having a structured approach can make all the difference. Here are the key steps to ensure your kickoff meeting sets the stage for success:

(1) Prepare Thoroughly

The project kickoff meeting is your chance to set the stage for a smooth and successful project journey. To ensure it goes off without a hitch, plan meticulously:

• Craft a Clear Agenda:  Outline the meeting flow, key topics, and timings to keep everyone focused and on schedule.
• Finalize the Guest List:  Invite all relevant stakeholders, including project team members, clients, and any necessary approvals.
• Schedule Strategically:  Choose a time that works for most participants and avoids potential conflicts.
• Assign a Note-taker:  Designate someone to capture key decisions, action items, and discussions. Rather than relying solely on manual note-taking, consider using a virtual note-taking tool like  Wudpecker  to ensure comprehensive and accurate capture, both for on-site and online meetings.

Wudpecker's AI technology goes beyond basic note-taking, allowing you to ask follow-up questions after the meeting to clarify specific details like "Did both sides choose a person-of-contact on their side?

(2) Make Introductions

Kick off the meeting on a positive note by facilitating introductions. This is especially crucial for teams working together for the first time or when external stakeholders are involved.

Here are some strategies to make introductions engaging and informative:

• Go beyond names and titles:  Encourage participants to share a brief overview of their roles, relevant expertise, and any interesting tidbits related to their work on the project.
• Facilitate introductions strategically:  If the group is large, consider using a round-robin style or dividing participants into smaller groups for introductions.

(3) Define Project Purpose

A clear understanding of the project's purpose is the compass guiding your team towards success. Dedicate ample time in the meeting to:

• Discuss the project's background:  Provide context by explaining the factors that led to the project's initiation and its connection to broader organizational goals.
• Outline key objectives:  Clearly define the specific, measurable, achievable, relevant, and time-bound ( SMART ) goals the project aims to achieve.
• Articulate desired outcomes:  Paint a picture of the project's successful completion by describing the positive impacts and benefits it will deliver.

(4) Share Project Plan

During the kickoff meeting, take the team on a guided tour of the project roadmap. This is where you'll unveil the key aspects of the project plan, including:

• Timelines:  A clear understanding of the project schedule, including project start and end dates, key milestones, and deadlines for deliverables.
• Milestones:  Significant checkpoints throughout the project that mark progress and achievement of specific goals.
• Deliverables:  Tangible outputs of the project, such as reports, prototypes, or completed features.

(5) Assign Roles and Responsibilities

A well-defined team structure is essential for smooth project execution. During the kickoff meeting, dedicate time to:

• Clearly outlining individual roles and responsibilities:  This ensures everyone understands what's expected of them and who they can turn to for support or questions.

For complex projects or teams that haven't worked together before, consider providing additional details:

• Main point of contact:  Identify the individual responsible for overall project communication and coordination.
• Project sponsor or executive leader:  Assign the individual who champions the project and provides strategic guidance.
• Approvers:  Specify who holds decision-making authority for specific deliverables or project phases.

(6) Discuss Methodology and Tools

Communication, task management, and collaboration are the cornerstones of successful project execution. During the kickoff meeting, discuss the following:

• Project Management Methodology:  Explain the chosen approach, such as Agile , Waterfall , or Kanban . Briefly outline how it guides the project workflow and decision-making.
• Collaboration Tools:  Introduce the software or platforms that will facilitate communication, task management, and file sharing. This could include project management platforms like Asana or Trello , communication tools like Slack or Microsoft Teams , or cloud storage solutions like Google Drive or Dropbox.
• Note-Taking Tools: Consider utilizing the smart features of virtual note-taking tools like Wudpecker to comprehensively capture key decisions, action items, and discussions during meetings.

(7) Allow Time for Questions

A successful kickoff meeting isn't just about delivering information; it's also about creating a space for open communication and addressing potential concerns. Here's how to encourage this:

• Dedicate ample time for questions:  Allow participants to ask clarifying questions and raise any concerns they may have about the project.
• Encourage active participation:  Foster a welcoming environment where everyone feels comfortable speaking up and seeking clarification.
• Address questions directly and honestly:  Provide clear and concise answers, and if there are uncertainties, acknowledge them and outline next steps for finding solutions.

Here are some key question areas to consider, incorporating the questions you've provided:

Project Objectives and Scope:

• What are the primary goals and objectives of this project?
• How will we measure the success of this project?
• What specific tasks or deliverables are included in the project scope?
• Are there any limitations or boundaries we need to be aware of?

Team Dynamics and Communication:

• How will team members communicate and collaborate throughout the project?
• What tools or platforms will we use for sharing updates and information?

Project Management and Execution:

• Have we decided on the project management approach or methodology (e.g., Agile, Waterfall)?
• What are the key principles or practices we'll follow during project execution?
• What is the overall timeline for the project, including major milestones?
• Are there any specific deadlines or time-sensitive tasks we need to be aware of?

Risk Management and Stakeholder Engagement:

• Have we identified any potential risks or challenges associated with this project?
• How do we plan to mitigate or address these risks throughout the project lifecycle?
• Who are the primary stakeholders involved in this project?
• What level of involvement or input do we expect from each stakeholder?

(8) Outline Next Steps

Summarize key discussion points and outline the next steps for the project team. Share relevant contact information, resources, and action items to facilitate seamless project execution.

By effectively outlining the following steps, summarizing key points, and establishing clear communication channels, you can empower your team with the knowledge and resources they need to execute the project successfully.

Remember, a well-defined roadmap keeps everyone informed, engaged, and working towards achieving the project's objectives.

Project Kickoff Meeting Agenda Template

Here's one practical example of a Project Kickoff meeting. Feel free to use the template!

With our tips, you can easily lay the groundwork for clear communication, shared understanding, and collaborative planning in your next project. Remember to maintain momentum through effective communication. Utilize the right tools and resources and collaborate closely with your team.

With dedication and focus, you're well-equipped to navigate project challenges and achieve success.

How long should a project kickoff meeting last?

Keep your project kickoff meeting concise, aiming for no more than an hour. This duration allows you to cover essential points without losing participants' attention.

Who should attend a project kickoff meeting?

All relevant stakeholders, including the project manager, project team members, clients, and internal stakeholders, should be present to ensure alignment and clarity.

Is the project kickoff meeting considered a milestone?

No, the kickoff meeting is not a milestone but rather a crucial initial step in project planning and alignment. Milestones are set later in the project timeline to mark specific achievements or progress points.

What should not be included in the project kickoff meeting?

In the kickoff meeting, don't get caught up in all the nitty-gritty details of the project scope. Sure, it's important to know what the project is about, but diving too deep can make things confusing and slow down the meeting.

Keep it simple: set expectations, clarify roles, and talk about how you'll tackle the project. By sticking to the big picture and avoiding getting lost in the weeds of project management, you'll keep everyone on track and focused on the main goals.

What should be included in a project kickoff presentation?

A project kickoff presentation should include introductions, project background, goals, success criteria, project management details (e.g., plan, timelines, methodology), and any relevant documents to align stakeholders and set expectations.

How can I effectively lead a project kickoff meeting?

Lead confidently and clearly, ensuring all participants understand the project vision, objectives, and roles. Facilitate discussions, encourage engagement, and foster a collaborative atmosphere to kick off the project on the right foot.

Date: [Insert Date]

Time: [Insert Start Time] - [Insert End Time]

Location: [Specify if it's an in-person or virtual meeting and provide necessary details or links]

Meeting Purpose:

To officially initiate [Project Name] and ensure alignment among all stakeholders regarding project objectives, roles, responsibilities, and expectations.

1. Welcome and Introductions (5 minutes)

• Brief welcome from the project manager or team lead.
• Introduction of all meeting participants, including team members, stakeholders, and any external partners or clients.

2. Overview of Project Goals and Scope (10 minutes)

• Presentation of the project's overarching goals and objectives.
• Discussion of the project scope, including deliverables, timelines, and key milestones.
• Clarification of any initial questions or concerns regarding project goals and scope.

3. Roles and Responsibilities (15 minutes)

• Overview of each team member's role and responsibilities within the project.
• Discussion of expectations for collaboration, communication channels, and reporting structures.
• Identification of key stakeholders and their roles in the project.

4. Project Timeline and Milestones (10 minutes)

• Presentation of the project timeline, highlighting major phases and key milestones.
• Discussion of critical deadlines and dependencies.
• Alignment on project priorities and timeline expectations.

5. Communication Plan (10 minutes)

• Introduction of the project communication plan, including preferred communication channels, meeting schedules, and escalation procedures.
• Discussion of how information will be shared, documented, and disseminated throughout the project lifecycle.

6. Q&A and Open Discussion (15 minutes)

• Opportunity for participants to ask questions, seek clarification, and raise any additional concerns or considerations.
• Facilitation of an open discussion to address any outstanding issues and ensure alignment among all stakeholders.

7. Next Steps and Action Items (5 minutes)

• Recap of key discussion points and decisions made during the meeting.
• Assignment of action items, including responsibilities, deadlines, and follow-up tasks.
• Confirmation of the date, time, and agenda for the next project meeting, if applicable.

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• The Workstream
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Nailing your project kick-off

Your ultimate guide to starting a project on the right foot

Browse topics

What is a project kick-off? A project kick-off meeting is the first meeting with the project team and the client of the project where applicable. This meeting is the time to establish common goals and the purpose of the project. Starting a project without a kick-off meeting is like setting off on a trip without any concrete plan. You’re likely to see some cool things along the way, but you’ll probably end your vacation with some weary travelers and a fairly sparse photo album. A good project kick-off meeting sets the course for a successful and smooth project collaboration.

Why should you have a project kickoff?

As the first meeting between the project team members and possibly the client or sponsor, the project kick-off is the best time to set expectations and foster strong team morale. Usually, the kick-off takes place after the statement of work or project poster has been finalized and all parties are ready to go. 

Your kick-off is an opportunity to orient the team to the work at hand, decide how everyone will work together, and establish common project goals and check-ins. Think about discussing things like how you’ll communicate, how often you’ll meet , what the timeline is, and what could slow the project down (and how to avoid that).

Planning your project kick-off meeting

By failing to prepare, you are preparing to fail, they say. There’s nothing worse than showing up to a meeting with someone who hasn’t taken the time to prepare for it. Make sure you avoid losing face by planning your project kick-off meeting well.

A project kick-off meeting shouldn’t be an “information broadcast.” If you need to share background information in advance, do it on a shared document like a Confluence page . Project kick-off meetings should actively involve the team and anyone else who’s a stakeholder or whose work will be affected by the project.

Set up a meeting agenda to keep the meeting streamlined and efficient, try making a list of questions you want to ask your team. (Even better, send those questions to them ahead of the meeting so they’ll have time to think about their answers.) Prepare some answers based on questions you think your team might have.

Structuring the meeting

How you structure your meeting agenda depends on the project, but key elements should include the 5 W’s, or who , what , where , when , why and how : 

Introductions

• What’s the background of the project
• Why are you doing it 
• What is the project scope 
• What’s the action plan 
• Who’s doing what 
• How are you going to work together
• What does success look like 

Make sure you also cover what the agenda for the kick-off meeting with your team will look like and if there are any questions or anything that hasn’t been discussed.

What’s the difference between a project kick-off meeting with your team and with customers or clients?

It could be that the project you’re about to kick-off is internal, such as a new document management system rollout or the build of a new design feature . Or you’re about to start an external project for a client or customer. In both cases, the initial kick-off meeting has the same basic function; it’s a meeting to set the tone, style, and vision for the project as a whole, and to establish common goals, tasks, and timelines with your project team.

For client work, your project kick-off meeting will include introducing the team working on the project, talking the client through the project stages, and agreeing on how to effectively work together to successfully deliver the project. It’s a chance for your team to get a stronger contextual grounding in the project, to show their understanding and enthusiasm for the project, and set the stage for a positive working relationship with your client. 

What’s involved in a kick-off meeting?

So you’ve done your preplanning and you’re ready to start your kick-ass project kick-off meeting with your team. You’re so organized! Every project is different, but we recommend to trying to cover off these topics in your meeting:

Get the ball rolling. Don’t assume everyone knows each other, so let everyone introduce themselves, their role in the project, and what they’ll be delivering. Bonus points if you can think of a fun and quick icebreaker.

Statement of work, project scope, timeline, and deliverables

Out of everything you’re discussing during the project kick-off meeting, this is one of the most important parts. It solidifies what’s involved in the project and whether or not everyone is on the same page. 

The statement of work you submitted to the client describes the work you’ll deliver and by what deadline. 

The project scope includes a detailed description of project deliverables and the work needed to accomplish them. 

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. 

Deliverables are the actual items you will send to your customer or client, and they’re usually noted on the timeline.

Tracking progress/milestones and communicating them

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). For client projects, it’s important that your client agrees with the level of detail they will receive in the status reports to ensure easier invoicing and payments.

Tools and methods

Put together a set of collaboration tools you’ll be using during the project and decide with your team how you’ll be using them to communicate. How will you be sharing your status reports and other files? Aligning on these things early on will help to keep the project’s communication streamlined. It’s also helpful a to make sure your team or client can access whatever tools you decide to use to keep informed about the project. Some project tools you may use include:

• A work management system to track items in progress. Examples include Jira, Basecamp, or Asana.
• A shared document system to make sure everyone (including your client) has access to important project documents and information. Examples include Microsoft docs, Google docs, or you can use a document management system that has built-in hierarchy and organization tools like Confluence.
• A communication tool like email or Slack so that the teams can stay in touch about any questions or needs that emerge.  To make it easier to communicate between teams on cross-functional projects, a tool like Atlas features automated weekly digests for project statuses. This allows stakeholders to see a week-over-week view on how work progresses through an email digest or its integrations with Slack and MS Teams.

For client work, there may be other tools you’ll need access to before you can started. Think design assets like logos, fonts, or style guides, templates, databases, logins (to CMS, social, analytics, etc), access to your client’s intranet, and the correct details for invoicing.

Risk and issue management

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.

It’s also a good idea to ask in your client kick-off meeting what their attitude is toward change, for instance when it comes to wiggle room in the budget.

Document your project kick-off

If you’re keen to get cracking on your own project kick-off, but you’re not quite sure where to start, a project plan template in Confluence can guide you in the right direction. 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.

You may also like

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Quick Guide to Project Kick Off Meetings

Every project beginning is exciting; all the members will have different expectations and feelings about the required results. Therefore, rapport is crucial to establish commitment and generate a sense of accountability for everyone when beginning a project. The first meetings must be a presentation that can set up the milestones, generate agreements over the scope, and define the tasks. 

The Project Kick Off Meeting provides the opportunities mentioned above, so this article will explore the steps to perform a smooth project start and a seamless kick off meeting.

What is a Project Kick Off Meeting?

Let’s begin imagining this simple scenario: people from very different backgrounds (let’s think IT and Marketing) will be starting a project together. Joining these two groups will also be members of the management team, financial experts, and even a project manager who will be in charge of making it all come together. The vision of all these very diverse teams must become aligned for the sake of the project. 

Depending on each project needs’, there has to be a clear definition of roles, and everyone will want to know what is expected from them. Having that sense of direction will establish a project flow that will come in handy when there is a need for flexibility. 

The project kickoff meeting is the first meeting that will happen between the project team and stakeholders. Regardless of whether they are all internal or external, it’s essential to make sure that the right people are in the conversation, and by right, we mean the ones who will push the project to success. You can find affordable kickoff meeting agenda templates for presentations in our website.

Now that we have cleared that out let’s jump into what makes a project kick off meeting great. 

How do you do a Project Kick Off meeting? 

The contents of the project kick off meeting can be relatively varied. However, a recommended structure exists to keep everyone on track. This meeting is fundamental not just in the human aspect but mainly as a planning tool where everyone knows who is involved, establishes an initial relationship, and defines a group pledge. 

Before the project kick off meeting 

Planning the project kick off meeting can be of great help for a smooth start. In your first steps to preparing your kickoff deck presentation, it’s important to consider where you need to allocate your resources. 

Define the impact of the project along with and metrics that state how the project will succeed. Remember to use SMART Goals : specific, measurable, actionable, realistic, and timely. This way, you will ensure that your project does not stray away from the vision and that all the project members are on the same page about timeframes, reach, and capacities. 

Identify the key players to attend the project kick off meeting

Once you have these logistics in place, have a one-on-one chat with the Project sponsor to align expectations. Also, it’s a good time to ask them to prepare some words about why this project is relevant to the organization. 

Ensure you additionally identify the Project Leader, facilitator, core team, and relevant stakeholders during this time. At this point, for your internal tracking and your eventual presentation during the meeting, you can use the RASCI model that will allow you to identify who is  R esponsible,  A ccountable,  S upportive,  C onsulted, and  I nformed roles. You can iterate over this model during the meeting if you need changes or have the different players define their roles. 

Project Kick Off Meeting Agenda 

By this point, you have met and identified top stakeholders, and it’s time to take care of some meeting basics. Begin by setting up 1-2 dates and hourly options that can be more convenient for everyone in the team. If you’re working remotely, take into account time zones, and if you’re local, check if there is a meeting room or space available at the given times. As soon as you can, ideally at least a week before, send out all meeting invites and ad reminders for everyone. 

Now it’s time to define the project kick off meeting agenda; remember this is not information debrief only, but a get-together where you will level with all parts to make sure agreements are established. 

Now let the project kick off meeting begin!

All the required team members show up on time; we notice some of the marketing team members share comments of excitement about the project and ask some first exploratory questions to the IT team. It’s time to start. 

Start by welcoming everyone, and then move forward to the project kick-off principles: collaboration is required to generate more reliable results, find as much data possible to have a shared understanding, open up to possibility, and share a positive mindset. 

Good practices in the Project Kick Off Meeting Start 

If you want to go the extra mile, this is a great opportunity to showcase the Project Charter , including the goals, team, timeline, and scope to understand visually. During the meeting, you can even send out the Project Charter as a pdf for everyone to keep and even print at will. 

Also, you can structure the first minutes of the kickoff presentation as a simplified elevator pitch to establish the problem and solution upfront. 

Remember that in SlideModel.com we have a wide array of templates you can use for your project planning business presentations, you can check out the Project Management Pack PowerPoint Templates which is one of our most comprehensive templates.

Structuring your Project Kick Off Meeting

As we’ve seen until this point, the project kick off meeting is important meeting and eventful. Therefore we want to recap what your meeting agenda should include. 

1. Introduction 

In every concurred meeting with people from different teams, it’s a good idea to consider not everyone knows each other. Begin with a brief round of introductions. As a protip, provide them with a little script that includes name, team, and role to keep it short and candid, i.e., ¨My name is Donald, and I’m the Development Lead¨

2. Project Background 

It’s good for all parties to know where the project is coming from and share essential lessons from similar projects like it or similar stakeholders. 

3. Reason or purpose of the project: Why are we doing it? 

This is a perfect moment to introduce the Project Sponsor as they will want to share the project’s vision and why its execution is vital to the organization. Their intervention can either happen as the first item on the meeting. It can happen after the introduction or even after the project charter, but the sponsor’s short speech is a must. 

4. Project Scope: Where we begin and end? 

The project’s beginning and end are conceptually closer than we might think. As Stephen Covey said ¨start with the end in mind¨, is a great tip for this moment because while discussing and defining the project scope, everyone can get aligned and know what is expected from the final product ahead.  

5. Action plan and milestones: What’s the playbook? 

The project charter might come in handy here, as it will help build a general comprehension of what the project must look like. It’s essential to have an action plan with actionable steps to allow everyone to know what tasks must be done. Eventually, this can become the project backlog and can serve as a playbook to revise in retrospectives. 

6. Role definition: Who does what? 

Even though everyone will come to the meeting with certain expectations, it’s recommended that you and the project sponsor are clear on who will perform which task. This way, accountability can be established since the first encounter, and responsibility can be provided to each in their area. 

7. Collaboration: How are you going to work together 

Regardless of whether the tool is physical or virtual, it’s a great idea to show the team where all the information will be set. There are several tools out there that are great for project management. However, a tool like Trello, for example, will allow you to create Kanban boards that will allow a clear ¨to do¨, ¨in process¨and ¨done¨ methodology that includes high visibility. Afterward, you can convert those Trello Boards into presentations that can be used in daily meetings or other relevant project meetings. 

8. Success: How does it look like 

Along the way, many opportunities will show up. However, it’s great to know the true north of the project. Ensuring everyone knows what success looks like in this project will ensure that all the people in the project have the same goal and won’t be stuck in analysis paralysis. Ensure that there is absolute clarity about this last step and what are the final results expected. 

Key concepts about the project and establishing rapport 

In your role as a presenter, you have delivered vital information about the project, introduced the project sponsor, and everyone now knows the project’s vision. It’s time to get people interacting to know each other, break the ice and get ready to work in synchronicity.

At this point of the meeting, you want all attendees to take ownership of the project and establish their working agreements. To do this, a simple but yet effective ice breaker can be a great way to go. Share the Vision, Mission and Mission tests that the Project Leader has created and start with the activity. 

Separate your attendees into 3 groups: Vision, Team Mission, and Team Mission tests. They don’t have to be together with people of their specific area (i.e., Marketing, IT, etc.); this can be random to mix people so they can meet each other. Give each mini-team 20 minutes to refine the initial statements and define any specific they have to improve the project. 

How to finish the Project Kick Off Meeting Closing and Next Steps 

The first steps have been completed. To close the meeting, provide some minutes to your Project Sponsor for the last hype to your team. The upcoming weeks or months will be full of tasks to complete, and in the end, that same team you gathered today will have completed a successful new solution. 

After the meeting is over, make sure you set up the next steps, including the kick-off meeting, setting up planners and software, and preparing materials for all the involved. Remember to set up Key Performance Indicators (KPI’s) so that all the objectives will be measured timely for the best results. 

Final Words 

Congratulations, you have conducted your first Project Kick Off Meeting! However, it’s not time to lay back and relax but actually to keep the momentum going. Your team had the information to begin, but now there needs to be a solid follow-up to ensure the tasks will be done as per the previous agreement. 

Hopefully, the first meeting will have set up the event tone, and all the parts are equally invested in the new project to come. 

1. Project Management Super Pack Templates for PowerPoint and Google Slides

With this super pack Project Management Template you can find the essential tools you might need to do kickoff presentations for your project, including agendas, roles setting, timelines, project charter, heatmaps, teams, and more. 

Use This Template

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Project Kickoff Meeting: The Complete Guide [+Best Practices]

March 13, 2024 - Updated on March 13, 2024

Throughout a project’s lifecycle, questions will surface, and changes will become inevitable, demanding adaptation and alignment. However, with the project kickoff meeting, you can reduce these elements of surprise.

This initial gathering unites all project stakeholders to share their perspectives on the project’s framework and expected outcomes . It sets the groundwork for defining the crucial elements of the project, which include established requirements, the team involved, and the essential activities that need to be carried out.

In the following text, we will explain why the project kickoff meeting is important, its role, who the participants are, and how to run it successfully.

Let’s dive in!

What is a Project Kickoff Meeting?

A project kickoff meeting is an initial gathering that marks the beginning of a project . It provides project stakeholders with the opportunity to collectively define the project’s objectives, approaches, and essential elements.

During a project kickoff meeting, you help set the project’s direction and ensure everyone has a unified perspective on how the project should progress. It typically takes place between internal project stakeholders on one side and the client, sponsor, or other external stakeholders on the other side.

Therefore, everything necessary for the project, such as defining project goals, project milestones, a statement of work, and different crucial project segments, will be up for discussion among the participants of the project kickoff meeting.

After this meeting, all project stakeholders will know the direction in which the project should go, which forms the basis for later project phases and the concrete actions of each stakeholder.

The Purpose of a Project Kickoff Meeting

Project kickoff meetings are held with the purpose of introducing key team members, project managers, clients, and relevant stakeholders to each other, as well as discussing project goals and defining roles and responsibilities .

It provides an opportunity to address concerns, resolve ambiguities, and establish effective communication channels. Additionally, the project kickoff meeting allows the team to develop a project timeline, milestones, and deadlines.

Moreover, this meeting serves as a platform to identify potential risks, dependencies, and constraints, enabling proactive planning and mitigation strategies .

By fostering collaboration and setting expectations from the outset, the project kickoff meeting enhances overall project efficiency and minimizes misunderstandings down the line.

Types of Project Kickoff Meetings

There are two types of project kickoff meetings: internal project kickoff meetings and client-facing project kickoff meetings . Both of these types share the same fundamental goal—to clarify and make the project’s scope, timeframe, work methodology, and ultimate project objective transparent.

However, the specificity of the goals may vary among the participants, which is the main difference between the following two types of project kickoff meetings:

#1. Internal Project Kickoff Meeting

During an internal project kickoff meeting, the participants are teams within the organization.

The meeting focuses on discussing specific activities and tasks within the project . The aim is to ensure that everyone within the organization has a clear vision of the project and its work methodology. The project manager achieves this by going through all the crucial project aspects and the ultimate goals.

This type of meeting involves assigning roles to each team member, defining their responsibilities, establishing the timeframe for activities, setting key milestones and deadlines for each project phase, and laying the foundation for open communication and collaboration among the team members to successfully execute the project.

#2. Client-Facing Project Kickoff Meeting

The client-facing project kickoff meeting involves organizing meetings with both internal teams within the organization and external stakeholders , such as clients or customers.

The purpose of this meeting is to ensure that everyone is on the same page. It aims to align the company’s goals, work methodology , and plan with the requirements and needs of the clients or customers. This approach prevents potential issues that may arise from a lack of alignment between the company and external stakeholders in terms of project execution and objectives.

During these meetings, the timeframe for project execution, key milestones, communication methods, and feedback mechanisms are discussed, ensuring that the project progresses in the right direction.

Project Kickoff Meeting Agenda

The project kickoff meeting agenda provides participants with insight into the project’s structure and serves as a roadmap for the entire project implementation process. A crucial step in the project kickoff process is to create a carefully structured meeting agenda that encompasses all relevant aspects of the project and its execution.

The following are key components that a high-quality project kickoff meeting agenda should include:

• Introduction
• Project Goals
• Project Timeline
• Risks Overview
• Roles & Responsibilities
• Tools & Methods

Now, let’s delve into these key components to better understand their significance in shaping a successful project kickoff meeting.

#1. Introduction

The introductory part of the project kickoff meeting agenda aims to establish a positive atmosphere and foster a sense of connection among all participants involved in the project.

This involves welcoming the attendees to the agenda, acknowledging their presence, and highlighting the qualities they bring. If there are new collaborators on the project, introduce them to the team and explain the reasons for their inclusion and the roles they will fulfill.

#2. Project Goals

Once again, in front of all participants, reiterate the project’s goals and the desired end result. Provide a concrete example of what you aim to achieve , such as increasing the sales of a specific product by 15%. Explain why this would be beneficial for the company and highlight the approach you envision to accomplish this goal.

On the meeting agenda, you can share with all project participants your vision and the key points from your project proposal, which, after all, convinced stakeholders to support your idea and allocate resources.

#3. Project Timeline

Provide all participants with an overview of the project activities , including their scheduled timeframes, to ensure everyone is well-informed about the planned activities and their timing throughout the project.

So, the project timeline should outline the project plan, highlighting key milestones and their respective target dates. It also presents the expected deliverables required by the client, along with deadlines.

Furthermore, it showcases your schedule for achieving these deliverables. You can utilize different charts to visually showcase to all participants the timeframe for project completion, such as Gantt charts , flowcharts, or burnup charts. This approach enables each participant to grasp how the project activities will unfold.

#4. Risks Overview

One crucial element to include in the project kickoff meeting agenda is a comprehensive overview of potential risks that may arise during the project’s implementation. It is essential to make the expected challenges transparent, ensuring that all participants are aware of them and exercise caution when engaging in activities that carry potential risks.

In addition to raising awareness among project participants, it is important to identify and discuss strategies that will be employed to mitigate or circumvent these risks. This can significantly contribute to the project’s success by promoting proactive risk management.

#5. Roles & Responsibilities

Dedicate a section to discussing the roles of each individual involved in the project. Clearly outline the responsibilities associated with each role .

This segment is crucial as it clarifies the specific tasks and duties assigned to each team member. It promotes effective collaboration and ensures that everyone understands who to approach for different aspects of the project.

For instance, a project manager is the person who will lead the project, manage all people involved in the project, and overall be in charge of coordinating all project segments. This example shows how defining roles and responsibilities contributes to well-organized and smoothly executed projects.

#6. Tools & Methods

In this segment, you will outline your plan regarding the selection of project management approaches and tools . This includes specifying the software programs and tools you will use for managing your project, such as Jira, Asana , Trello , or another project management software.

You will also address any necessary training required for new team members and how it will be conducted. This segment encompasses various programs that you will utilize in your work, such as communication tools for team collaboration or time-tracking software to monitor work processes.

#7. Q&A

Allocate time toward the end of the meeting to address any questions or concerns that participants may have. This section allows for further clarification on any aspects of the agenda that may still be unclear.

The goal is to foster open collaboration and engagement among project participants and address any uncertainties, worries, or potential obstacles that may impact the successful execution and completion of the project.

In addition to encouraging open communication and providing support , it contributes to making participants feel valued.

#8. Next Steps

At the end of the meeting, summarize all the agenda items and highlight the most significant ones. Conclude the project kickoff meeting agenda by defining the next steps in the project’s implementation . It is important to continuously define specific and actionable steps to maintain the dedication and engagement of the project participants.

For example, you can schedule individual team meetings to solidify specific tasks and assignments further.

How to Run a Project Kickoff Meeting

Before conducting a project kickoff meeting, preparing is crucial to ensure its effectiveness. Here are the steps to follow:

#1. Prepare For the Meeting

Identify the key stakeholders and team members who should attend the meeting. Ensure to include individuals with decision-making authority, relevant expertise, and those directly involved in the project’s execution.

Plan the meeting duration based on the complexity and scope of the project. Typically, project kickoff meetings last between one to two hours. Ensure you allocate enough time to cover all the essential agenda items without rushing through the session.

Develop a comprehensive plan that outlines the topics to be discussed during the meeting. Include critical points such as team introductions, project overview, goals, timelines, roles and responsibilities, and next steps. Share the meeting plan with the participants in advance so they can come prepared as well.

#2. Introduce the Team

Start by briefly introducing yourself, emphasizing your role in the project and your experience relevant to the project’s objectives. Highlight your enthusiasm for leading the project and your commitment to its success.

Allow each team member to introduce themselves and encourage them to share their roles, expertise, and relevant achievements. That will help team members get to know each other and establish a sense of familiarity.

#3. Introduce the Project

After introducing the team, provide a concise yet informative overview of the project . This step allows participants to understand the project’s purpose and significance within the organization.

Provide a brief project background, outlining the reasons for initiating the project. Emphasize the challenges or opportunities that have driven its inception.

Clearly articulate the project’s goals and objectives and ensure everyone understands the desired outcomes and the purpose behind the project’s execution. This step aligns the team’s focus and creates a common understanding.

#4. Share the Project Plan

During this stage, present the project plan to the attendees. This plan should include all the crucial details, such as goals, timelines, milestones, and deliverables.

Follow these steps to share the project plan effectively and align your team on key project details:

• Outline the project goals. Communicate the specific goals and targets the project aims to achieve. Discuss how these goals contribute to the overall success of the organization.
• Present the project timeline. Share the timeline, including significant milestones and deadlines. Help the team understand the sequence of activities and their estimated durations. Emphasize any critical dependencies and potential risks.
• Explain the deliverables. Describe the key deliverables that the project will produce. This could be a product, a report, or a tangible outcome. Discuss the expected quality standards and any client or stakeholder expectations.

#5. Assign Roles

To ensure smooth project execution, assign roles and responsibilities to each team member

by following these steps:

• Identify critical roles: Discuss the key functions required for successful project delivery. These roles may include project manager, team lead, subject matter expert, and various functional team members.
• Assign responsibilities: Clearly define the duties and tasks associated with each role. Discuss the interdependencies between team members and the importance of effective collaboration.
• Establish reporting lines: Define the reporting structure and establish communication channels within the team. Clarify how progress updates, challenges, and decisions should be shared among team members.

#6. Explain the Next Steps

After assigning roles, it is crucial to explain the immediate next steps the team needs to take. This will help align everyone’s expectations and clarify how the project will progress.

Identify the tasks that need to be completed to kickstart the project. Highlight any critical activities or dependencies that need immediate attention.

Outline the communication plan for the project, including regular team meetings, progress updates, and reporting mechanisms. Clearly define how and when team members should communicate with each other.

#7. Allow Time for Questions

At the end of the kickoff meeting, allocate sufficient time for questions and discussions . Encourage participants to seek clarification, express concerns, and share additional insights. That will promote engagement and ensure that everyone is on the same page.

Project Kickoff Meeting Best Practices

To ensure a smooth and productive project kickoff, follow these practices. They will help you set the tone for the entire project, align your team members, and clarify expectations.

• Documenting the Meeting . During the kickoff meeting, it is desirable to document all the topics discussed, decisions made, and agreements reached. Documenting the meeting ensures precision and clarity regarding all the information and agreements, providing a solid foundation for the project’s progress.
• Maintaining a Positive Attitude . Be enthusiastic during the kickoff meeting to establish a positive vibe among all participants regarding the project. Present the benefits of your project, the idea, and what the project’s outcome will be.

By highlighting the value each participant brings and their contributions to the project, you foster motivation within the team.

• Sticking to the Agenda . To organize a quality project kickoff and successfully start project execution, create a well-planned and organized agenda and adhere to it. Share the agenda with all participants so they know what to expect and come prepared.

Utilize a project kickoff meeting checklist to track whether all planned activities are proceeding as scheduled and mark off completed items, ensuring that you stay within the allotted time frame.

• Establishing Clear Roles and Responsibilities . To promote better collaboration in project execution, provide each participant with information on their assigned roles and established responsibilities. This facilitates collaboration among the participants and enhances work efficiency as everyone knows their specific tasks and responsibilities on the project.
• Encouraging Open Communication . Open communication is vital for successful project management. When communication flows freely, suggestions, requests, and uncertainties can be shared, allowing for early identification and resolution of issues.

By establishing an environment of open communication, feedback, and collaboration, everyone involved can stay aligned and work together effectively.

Begin your project with a strong start by conducting a well-executed project kickoff meeting . Embrace a positive mindset, recognizing the potential benefits and opportunities the project offers.

Bring your team together, fostering a sense of collaboration and unity. Clearly articulate your vision for the project’s entire execution process and communicate your expectations of each team member.

Ensure that your project’s goals, scope, and work methodology align not only with your organization’s vision but also with the expectations of external stakeholders. This alignment sets the stage for effective collaboration and ensures that all parties involved are on the same page.

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Guide to Project Kickoff Meeting [free presentation slides]

Editorial Team

The project life cycle involves several meetings with stakeholders and different parties. The main agendas revolve around issues related to the project, such as the project status, plans, deliverables, and possible changes.

All these meetings have their significance. However, one stands out-the kickoff meeting. In this article, we will look at what project kickoff meetings are, their purposes, when they take place, and any other information you may want to know.

What is a Project Kickoff Meeting?

The project kickoff meeting is the first meeting held by the project stakeholders when flagging a new project or unveiling a new phase. It is usually attended by high-level stakeholders such as the management, project sponsor, project manager, and a few team members.

The inclusion of the team members is to encourage the voicing of opinions. Project kickoff meetings can also occur within the project team and usually involves the project manager and the team members. When conducted between the project team, its primary essence is to allow the project managers to outline the common goals and encourage team building.

A kickoff meeting can act as a tool for motivating the team members to meet the project objectives . It prepares the team members and the client teams on expectations, communication, and project collaboration.

When Does a Project Kickoff Meeting Take Place?

The kickoff meeting takes place at different times in large and small projects. It usually occurs immediately after the initiation phase and is generally attended by all the project team members.

This is usually an opportunity for the team members to get to know each other since they will be meeting for the first time. Generally, smaller projects require only one kickoff meeting. Larger projects have a different approach.

Kickoff meetings for larger projects are normally conducted when the planning is complete and the project is on the verge of execution. Remember that most of these projects have several phases, which may call for kickoff meetings at the beginning of every stage.

Other situations also call for virtual kickoff meetings. If the project is spread across a large geographical area, it would be advisable for the team members to communicate over the internet to save time and money.

What is the Purpose of a Kickoff Meeting?

Every project kickoff meeting must have a purpose. This may differ from meeting to meeting depending on the unique needs of the given project and the project stakeholders. However, project meetings also have an overarching purpose: to set the pace for the project and lay down the framework.

The kickoff meeting plays a vital role in the project management lifecycle and the project initiation process. It gets the project off the ground and officially opens up the project work. The kickoff meeting also acts as a jumping off point for the project team and client team.

Other purposes include:

• Introducing Team Members

Most project team members will be meeting for the first time during the project kickoff meeting. It serves as an opportunity for the stakeholders and team members to interact and know about one another.

• It allows agreeing to work together efficiently.

The best way of agreeing on how to work on a project is through a joint session. Project kickoff meetings bring together project team members and other stakeholders, allowing them to decide how they will work together to realize given project objectives.

Such agreements ensure that once the project kicks off, it will move on efficiently, and any other hiccup can be solved. 

• Creating a mutual understanding

Project kickoff meetings help create a mutual understanding of what a successful project resembles, giving the project team members an idea of what to work for. Every project has its parameters of measuring success, which will be laid down during the meeting.

This meeting can also be used to create a shared understanding of the project background so that the stakeholders and team members deeply understand whatever they are working on. Knowing the project background can also act as a motivating factor.

It offers a chance to get the team, key stakeholders, and the project sponsors on the same page to efficiently execute the projects. It also serves as an opportunity for the agency tasked with delivering the project to get crucial information for the project’s success.

If there is a client involved, the project kickoff meeting can be a chance to instill confidence in the client and reassure them that they have made the best decision in choosing you and your project team. It works for different parties.

Closely related to the purpose of the project kickoff meeting are the objectives. Let’s take a look at these:

Project Kickoff Meeting Objectives

The objectives of the project kickoff meeting are dependent on the project. However, some cut across different projects. Here are some of the specific items that should be done in the project kickoff meeting:

• Agreeing on the project goals and purpose.

The project team members and stakeholders should have a sit-down and agree on the project’s goals and purposes. These should be clearly outlined to help all the parties involved understand what they are working towards.

• Setting groundwork for communication

During the meeting, the leader or project chairman should set the tone for clear communication and teamwork for the entire project duration. This will help in the efficient execution of the project objectives, allowing the team to meet the set timetable.

• Establishing roles and responsibilities

On normal occasions, the project kickoff meeting brings together the project team members for the first time. Therefore, no one should leave the conference without knowing the team’s roles and responsibilities. Everyone should know what is expected of him/ her during the onset of the project.

• Setting deadlines and deliverables

The meeting should be used to set the project timeline, deliverables, and the status update and frequency. Remember, these are things that must be decided on before the real work begins, and there is no better time to do that than during the project kickoff.

 However, it is worth noting that all these may shift during the progression of the project. Therefore, the kickoff meeting should help come up with a baseline for forward propulsion. During the meeting, parties should also discuss the detailed aspects of the project.

Some of the issues to cover include the methodology and the scope of the project. A successful meeting should set the pace and tone for the rest of the project. Therefore, leaders and organizers should ensure that it is done right since it can determine a given project’s success.

How to Conduct a Successful Project Kickoff Meeting

Now that you know the importance of the project kickoff meeting, you should always strive to get it right if you are the project manager or the organizer. The proceedings can either ensure that a given project will be successful or not.

On many occasions, large projects have both internal and external kickoff meetings. The former involves the team members and the management, with its main aim being creating an understanding of the project. The team members are prepared for meeting the client and prevented from making unnecessary inquiries.

The external kickoff meeting takes place once the internal one is done. Here, one gets to understand what is expected in a given project, clear any doubts they may be holding on to, and understand the project’s process.

These are the steps you can follow to conduct a successful kickoff meeting:

• Set the agenda

This is the first thing to consider when organizing such a meeting. The issues to be discussed should be decided on beforehand. While setting the agenda, be sure to include an introductory session. You should introduce the project, its objectives, milestones, assumptions, challenges, and have a question-answer session at the end of the presentation.

Also, ensure that you use presentations to explain your reasoning. The agenda should be sent to the attendees before the meeting is conducted for preparation and active contribution.

• Conducting the meeting

When conducting the meeting, you need to introduce yourself and ask the other attendees to do the same. Once everyone has talked, tender the agenda, explain the meeting objectives, and discuss what needs to be addressed in the meeting.

After that, you can explain the project, its objectives, a brief of the project, and every team member’s roles and responsibilities . You should also discuss the communication and reporting system to be used for the entire project duration. This can cover how to communicate with the stakeholders. Also, set the agenda to be discussed with the client and have a Q& A session.

While conducting the meeting, ensure that you explain the project charter and what it contains. Make sure that you set the expectations such as the leave procedures, work assignments, and even rotation.

Remember to discuss the critical stakeholders, their needs, and roles in the execution of the project. While on this, explain the communication and reporting system. You can specify the communication frequency and the report formats.

The final topic to cover during the meeting is the project. Explain the project to the attendees, its business needs, and why the client and the company need it. It would help if you invited the client when covering this part to make it more personal. However, make sure that the client knows in advance to prevent awkward moments.

You can also discuss any critical risks and challenges that the project may face once it is on track and how to overcome them.

• Close the meeting

A successful meeting does not end at the presentation part. The final piece, which is closing the meeting, should be done in a particular way. End the court meeting with a question-and-answer session and encourage the attendees to clear any doubt.

Also, thank the participants for coming and encourage them to reach out if they need any clarification on the project. Remember that you should prepare the meeting minutes when the meeting ends and send them to the participants and other members who could not attend the meeting.

Project Kickoff Meeting Agenda

One of the main reasons why most project kickoff meetings do not yield any success is that the organizers fail to get the agenda right. To help you come up with good agendas for your session, we have included a few notes for you:

• Introductions – The agenda should give each member time to introduce themselves and outline their role in the project. Also, remember to include a quick icebreaker to get everyone talking.
• Project Background : The agenda should include time for discussing how the project sits with the client’s high-level business strategy. This can also include any other relevant project.
• Briefing : This should be the third thing on your agenda. It should cover the project details, purpose, goals, and the problem that the project aims to address.
• Project success : This agenda deals with what makes a successful project, success measurements, key metrics, and other business parameters.
• Project management : This agenda deals with project management topics such as the plan, timelines, tasks and deliverables, methodology, risks, dependencies, reporting, and other information.
• Any other business : The AOB in the agenda deals with any different relevant topic that can be discussed. It would be best to allow the client’s team to talk about anything that they need to cover in the meeting.
• Next steps :  One of the agendas should be discussing the next steps and action items for the different teams and stakeholders.

The points to be discussed in the meeting should be clear enough and communicated before to save time and ensure project efficiency. The agenda should also be broken down to enhance easier understanding. Attendees should not ask for clarifications of the agenda.

Project Kickoff Meetings Best Practices

Here are some of the practices that will ensure that your project kickoff meeting is successful:

• Sticking to your agenda

An agenda is the most critical tool to keeping any meeting on track. It is more of a creative brief for creative projects. Therefore, to lead a successful discussion, ensure that you develop an agenda and stick to it.

The meeting serves as an opportunity to bring everyone together and on the same page about the project. It can be quite tempting to deviate and focus on trivial issues, which may eat into the meeting time, throwing everything off track.

Therefore, ensure that you stay high-level and ignore the trivial issues. The participants or project manager should stick to the meeting’s main goals, which are the what, why, how, and who. The ‘why’ is usually essential as it offers background information allowing everyone to understand why the project matters to the company at large.

• Define roles and responsibilities

One should explain how all the attendees fit into the project and what is expected from them to help everyone understand whatever they are working on. To ace, this, start by introducing everyone in the project and explain their contribution.

You can also tie the responsibilities to the project deliverables. Defining roles and responsibilities lets teams know who to approach whenever there is a problem, saving time for the project’s efficient execution.

• Ensure that you offer time for questions

The project kickoff meeting should be geared towards enhancing the understanding of the project. Attendees should, therefore, be allowed to seek clarifications on different aspects. The ultimate goal is to get everyone on the same page.

Therefore, project managers should take this time to clear any confusion or answer issues that need clarifications. However, the Q & A session must come at the end. Also, remember to encourage people not to ask questions that can be quickly addressed outside the group meeting to save time.

The questions asked should offer clarity for everyone in attendance. These can range from project goals, processes, and timelines.

• End the meeting with action items

The best way to have a productive meeting is to end it with clear action items. Everyone should leave the room with a clear idea of the next steps. Always strive to complete your session by pointing out given action items for every team and person in the project.

All the participants should come out of the meeting knowing exactly what to do and how to go about the next steps.

• Make a follow-up

Always make sure that you follow up with an email. It is understandable to expect people to take notes during the meeting, but the truth is, not everyone will. Therefore, as the project manager or organizer, you should ensure that you follow up with an email summarizing the proceedings and the necessary action items.

However, this does not mean that you should include all the nitty-gritty. Just cover the main things you feel the participants should have at the back of their minds. Making a follow-up will also give the participants a guide to refer to whenever the need arises.

A project kickoff is not a waste of time. It can ensure project success if done right. It offers a chance for parties to align their expectations and goals and lay down the framework for the project. Ensure that you implement the tips discussed in our article for a successful project kickoff meeting.  

Click  here  to download Project Kick-Off Meeting Presentation Slides Template.

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Project Kickoff Meeting – Crucial Step To Start Project On The Right Foot

You’ve put in a lot of time and effort to get your project off the ground—yet so frequently, it might feel like a project is off course before it even starts. This is because each project team member and stakeholder brings unique information, expectations, and objectives to the table.

If you don’t give them an opportunity to be on the same page before they start working, the remainder of the project will be an uphill fight, no matter how hard you attempt to correct the course.

Before the work begins, a project kickoff meeting is an excellent approach to getting the project team on the same page. In the project management kickoff meeting, you’ll highlight the project’s purpose, go through specifics, and brief about future actions. That way, no matter where your successful project planning leads you, everyone will be there to support you.

What is A Project Kickoff Meeting?

The project kickoff meeting is an important occasion that signifies the start of the project. It typically involves gathering all the key stakeholders, including project managers, team members, clients, sponsors, and other relevant parties, to discuss the project’s goals, objectives, timelines, and expectations.

During the kickoff meeting, the project manager will introduce the objectives, scope, and deliverables. The team members will present their roles and responsibilities, and the clients will share their expectations and requirements. The meeting is an opportunity for all parties to get to know each other, establish a common understanding of the project, and align on the project’s goals and objectives.

The project kickoff meeting agenda usually includes an overview of the project scope, budget, risks, and timeline presentations . The team members will discuss their approach to the project, and the stakeholders will provide feedback and suggestions. The project management kickoff meeting is also an opportunity to establish communication channels and protocols for the project, including how to handle conflicts and issues.

Why Should You Conduct a Project Kickoff Meeting?

The kickoff meeting in project management is significant and marks the beginning of the project. The project management kickoff meeting typically involves several activities, including:

Team Introductions

The meeting usually begins with introductions of all the stakeholders present. This includes project managers, team members, clients, sponsors, and other relevant parties.

Overview Of The Project  

The project manager is responsible for summarizing the project’s aims, targets, and boundaries. This includes discussing the project’s purpose, what is expected to be delivered, and any relevant background information. This helps stakeholders to understand the project’s goals and how it fits into the organization’s broader objectives.

Roles and Responsibilities

The project manager will define the roles and responsibilities of each team member and stakeholder, ensuring that everyone comprehends their function in the project and its expectations. Using this approach, the project manager avoids any misinterpretations or disputes that may arise later in the project or their powerpoint presentation .

Timelines and Milestones

The project manager will present the timeline and identify key milestones and deadlines. This aids in guaranteeing that the project remains on schedule and that all individuals are informed of the projected timelines. 

The project manager will discuss the budget and any financial constraints that may impact the project. This assists in guaranteeing that all individuals comprehend the monetary necessities of the undertaking.

Risks and Challenges

The project manager will pinpoint potential risks or difficulties that could arise throughout the project and discuss how they will be dealt with. This helps to ensure that everyone is aware of potential obstacles and that plans are in place to mitigate them.

Communication Plan

The project manager will plan for communication regarding the project. This includes identifying who will be responsible for communication, how often communication will occur, and what channels will be used.

The meeting concludes with a Q&A session, where stakeholders can ask questions and clarify concerns about the project.

Project Kickoff Presentation

Project Manager typically uses the following project kickoff presentation to discuss the above points. Here is a sample of the project kickoff presentation to give you a good starting point to make your project presentation in a fraction of the time.

Six Tips To Make Your Project Kickoff Presentation a Success

As a project manager, you must ensure your team is motivated and aligned with the project’s goals and objectives. 

The delivery of the presentation is a critical factor in initiating a project successfully. Here are six tips to make your project kickoff meeting a success:

Know your audience

Understanding your audience is critical to creating a successful project kickoff meeting presentation. Take the time to research your stakeholders and understand their needs, expectations, and goals. This will help you make an attractive presentation to their interests and ensure they are engaged and invested in the project.

Keep it concise and clear

Your project kickoff presentation should be concise and to the point. Avoid using jargon or technical terms that may be unfamiliar to some stakeholders. Use simple language, clear visuals, and relevant examples to communicate your message effectively.

Focus on the big picture

It’s essential to communicate the big picture of the project, including its goals, objectives, and expected outcomes. This will help stakeholders understand how the project fits into the organization’s overall strategy and why it is essential.

Address potential concerns

Acknowledge potential concerns that stakeholders may have and address them upfront. This will help build trust and credibility and show that you are prepared to handle any challenges that may arise during the project.

Engage your audience

Keep your audience engaged throughout the project kickoff meeting by asking questions, encouraging discussion, and soliciting feedback. This will help stakeholders feel invested in the project and encourage them to ask questions and provide input.

After the presentation, follow up with stakeholders to address any questions or concerns that may have arisen. This will help build trust and ensure everyone is on the same page as the project progresses.

Project Management Templates

Project managers often create project presentations to bring all the stakeholders on the same page. Here are a few project management templates to give you a head start:

Wrapping It Up

As a project manager of a critical endeavor, you are responsible for introducing the team, understanding the project background, comprehending what success looks like, understanding what must be done, and agreeing on how to operate successfully together. The project kickoff meeting is an opportunity to step up and get the team and client on the same page.

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How to run a proper project kickoff meeting (with sample agenda)

Initiative kickoff is a critical event in product development.

Do it well, and you’ll kickstart the whole process and increase the odds of succeeding. Do it poorly and, at the very best, you are off to a slow start.

There are many types of kickoffs. They are:

• Internal meeting of the product team
• Technical meeting of the development team
• Alignment meeting with an external product owner
• Formal meeting with the client
• Initial workshop with subject matter experts

For the sake of this article, I’ll assume the most common type of a kickoff — one done with a product manager or a stakeholder/sponsor that’s external to the team.

Why should you do an initiative kickoff?

I am a skeptic when it comes to meetings. Most product managers attend or organize too many of them when many of them are unnecessary.

But, initiative kickoff is not among them. The benefits of the meeting easily outweigh its costs.

A typical kickoff has three objectives:

Kickoff as an icebreaker

Kickoff as an alignment meeting, kickoff as a starting point.

If the whole team already knows each other and works together then that is great, but most teams don’t.

Different initiatives require different skills and expertise. Even if the majority of the team stays constant, a new stakeholder and a new subject matter expert are enough to change the team dynamics.

A kickoff meeting gives a formal opportunity for people to get to know each other, (re)define their work and communication style, and see how the new team setup performs together.

Kickoff is a great opportunity to get everyone on the same page.

You probably shared some documentation, business objectives, and proposed roadmap before the meeting. But, let’s be honest; most of the team either doesn’t read that or just skims through it briefly.

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Even if they dig deeper into initiative details, they often have doubts, fill gaps with their assumptions, and might develop a perspective different from yours.

The kickoff meeting allows everyone to share their perspective, ask questions, and clarify all loose ends. Stakeholders can provide additional context and narrative, and everyone can clarify their doubts.

Everyone should be on the same page and clearly understand the “why” behind the initiative. Kickoff helps to do just that.

Starting is always the hardest. The backlog is empty, the scope isn’t refined, and the immediate next steps aren’t clear.

Kickoff helps to break through that.

One of the goals of the kickoff is to leave with a clearly defined list of next steps, which should lead to further next steps. It works as a spark that starts the fire.

Kickoff preparation

Kickoff is often a meeting when people who don’t fully know each other come together to discuss an initiative they don’t fully understand.

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To make sure it doesn’t turn into a disorganized, wasteful meeting, make sure to prepare. A 30-minute recap before the meeting is not enough.

There are a few areas you should focus on the most:

Go through all known documentation and resources

List questions, doubts, and assumptions, meet key people before the meeting.

The whole team should try to get as much context as possible. It will allow them to ask better questions, participate in discussions, and understand various topics better. Without that, all you can do is a PPT explainer presentation, and that’s not a kickoff.

While going through all resources, you’ll probably have some doubts and questions. That is good; list them out, but don’t stop there. Spend some intentional time fishing for any gaps in your understanding or concept. The more you clarify on kickoff, the better.

Meet with the key stakeholders, your tech lead, and whoever takes a lead role in the initiative before the kickoff. Clarify the objectives of the meeting, and try to sort out any doubts they have. If you already have questions and doubts, share them with them. It’ll help them come better prepared for the meeting.

The better prepared you are, the more you’ll get out of the meeting.

Kickoff meeting agenda

During the kickoff, you should make sure you:

Have an icebreaker

Align understanding, define constraints, discuss risks, plan baseline processes and communication, plan the next steps.

How much time to spend on each and whether the kickoff should last an hour or two days depends heavily on a specific context.

The more you prepare, the better you’ll know how much time to reserve for every section.

Make sure everyone in the room understands who is who. For new teams, I would even consider sticky notes with their roles or adding them as a nickname (e.g., “Bart – PM”). It helps put new knowledge in a better context.

When someone proposes an idea, flags a risk, or disagrees with someone, it’s easier to understand where they’re coming from or their way of thinking if you know what their role in this initiative is.

Also, accommodate some time for casual warm-up activities, such as Impromptu Networking . It’ll help people transition from other contexts, energize them, and help them get to know each other.

To have a fruitful discussion, you have to get everyone on the same page. Stay on a high level, though. It’s better to leave more detailed questions and discussions for later once everyone has the same final picture in mind.

The questions you should seek to answer include:

• What exactly do you want to achieve? What’s the end vision?
• Why do you want to achieve that?
• For whom do you do that? Which user persona/client?
• What are the criteria for success? How will you measure it?
• How was the idea born? In what context do you operate?

Now that you know the what, why, and how behind the initiative, let’s discuss the limitations. There are always some.

There are usually three types of limitations:

In an ideal scenario, a team should be able to define the initiative’s scope as they see fit to meet the expected outcome, but that is not always the case.

There might be a contract in place that makes some part of the scope fixed, or the security/privacy requirements might make some things not negotiable.

While having 100 percent of the scope fixed is an anti pattern leading to a feature factory, there’s rarely full flexibility too. Make sure you are all on the same page about what’s within the team’s capacity to define and what is non-negotiable.

Also, understand what would happen if you don’t deliver some part of the scope. It’ll help you manage risks better. Sometimes, not delivering a “must have” feature means a major client will join the service later. Sometimes, it makes the whole product not compliant with the law and renders it unusable. There’s a big difference in severity between these two.

How much time do you have to achieve the initial goal?

Try to understand when the initiative should be completed and, most importantly, why?

What would happen if you went over the timeline?

“Deadline” means an entirely different thing when talking about:

• Some dream dates set by the C-suite
• Time-limited market opportunity
• Regulatory or contract-related obligation

How flexible are you when it comes to resources?

Can you add new people if needed? Or outsource some part of the work?

Also, discuss the long-term maintenance costs. I know it’s hard to predict, but you need some baseline assumptions. The team will prioritize different solutions when they have to keep cloud costs below $500/month as opposed to when scalability is the top priority.

Now that you understand the big picture and constraints, it’s time to discuss risks. Some of them you probably spotted during the prep work, and some came from previous sections.

There are different ways to do risk prediction exercises. You could try a post-mortem, for example. Meaning that you imagine the initiative was a total failure and tried to list all the ways that contributed to that. It’s also a pretty fun exercise.

The goal is not to map all possible risks . Risk management is a continuous process. The objective is to identify the biggest ones that can break the whole initiative and should be monitored and tackled from day one.

A kickoff is an opportunity to set some cooperation basics. Some questions to answer here include:

• What framework do you plan to use to deliver the initiative?
• When do you want to meet for planning, refinements, and reviews?
• What communication channels do you plan to use?
• How do you intend to manage plans, roadmap , and budget?

Once again, the goal here is not to discover a perfect way of working. It takes months for a team to find out a system that works best for them.

The goal is to have enough basics in place to start.

You know your kickoff was great if people not only understand the initiative but also what they should do next.

It doesn’t have to be a very detailed or long-term plan. Next steps can be to, for example:

• Update the initiative documentation
• Prepare for the refinement tomorrow
• Use the refinement outcome to make the first sprint planning the next day is good enough

Keep in mind, it doesn’t have to be one meeting. It could be a series of smaller meetings.

You could align people in one meeting, then let them prepare to discuss risks and constraints in a second meeting, and then give them time to propose an action plan you’ll confirm on the third one.

If done well, a kickoff helps everyone be on the same page, understand the problem better, and kickstart their work in a good atmosphere.

It’s such a critical meeting that it deserves a lot of preparation from everyone. The effectiveness of the meeting depends on the quality of the preparation.

The goal of the kickoff is to break the ice, align everyone, discuss constraints, risks, processes, and expectations, and leave with clear next steps.

Don’t fret too much, though. Although some people treat kickoff as a super-formal, serious ceremony, it works best when held in a casual and friendly atmosphere. Think of it as just a bunch of colleagues chatting about a shared topic.

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Use a project kickoff template for successful projects

There are times in life — and business — where “just jumping in feet first” is the best approach, but when it comes to projects, you’re going to want to start with the stable ground of a project kickoff template.

Project kickoff meetings and any other type of project meeting will benefit your teams in the long run, because they set the tone for how a project schedule will run.

In this article, we will discuss what to include in a project kick off meeting and how to use monday.com to create project kickoff meeting templates that will set you up for success for any phase of your project.

What is a project kickoff template?

A project kickoff template is a tool used to give project managers and their teams a framework for alignment. It can help create smoother processes in a few ways:

• Defining expectations
• Outlining steps
• Identifying task owners

What should a project kickoff template include?

The list of things to include in a project kickoff meeting is what will set your project kickoff template apart from any standard meeting agenda template. One of the chief purposes of a project kickoff meeting is to set expectations for cross functional aspects of the project and to even establish a general project timeline . You’ll want to also create and distribute a project kickoff meeting agenda .

We recommend you use work management software like monday.com Work OS to be your main tool to both speed up this process and create a project kickoff template to collect, organize, and collaborate around all this information. Check out these six things to keep in mind.

1. Introductions of all project stakeholders

While it may sound obvious, this first step — introducing the team ​​— sets the stage for all the others. It’s essential to know all the stakeholders on the team. However, don’t assume everyone knows each other. Better to err on the side of re-introductions.

If your project team is on the larger side (20+), it may not be reasonable time-wise to have each person give a complete, 2-3 minute introduction. Instead, consider the team lead introducing themselves and listing the folks on their team who will be contributing to the project.

2. Review of the project plan

Ideally, all stakeholders have already seen a version of the project plan and project goals. Ideally, they were integral in helping shape the project plan. However, it’s still essential to ensure everyone has a copy of the final plan.

The project kickoff meeting is not the time to solicit feedback on the project plan, nor is it the appropriate time to tick through it line by line. Instead, this is the time to review significant milestones, ensure deadlines are included on all necessary calendars, and check project deliverables .

3. Discussion around project roles and responsibilities

Again, at this point, the project roles and responsibilities should be clearly defined. At the project kickoff meeting, it’s essential to review these items, answer any and all questions, and plan for contingencies.

Who is the backup should the lead be out of town for a few days/weeks? Is one part of the project dependent on the other? If yes (and the answer is undoubtedly yes), who is responsible should a task go sideways?

4. Establishment of communication channels

There is no shortage of communication channels these days. From email to text to phone to Slack/Teams … it’s important to know which channel to use and when.

Sidenote: if your Work OS is monday.com, we make it pretty easy to communicate within our platform.

Be sure to establish these communication channel norms upfront to reduce redundancy and lost messages.

5. Agreement on what software will be used

For a project to run smoothly, you will need a project management solution — software to help keep the project running on time, within budget, and with (relatively) few bumps along the way.

We recommend (of course) starting with one of the many monday.com templates — specifically from our group of project management ones: Single project, advanced single project, advanced project management, or project requests and approvals. You could even create your own project kickoff template to use again and again.

The Advanced Project Management Template serves as a nice starting one for more complex projects.

This template makes it easy to plan, track, and manage complex projects across multiple teams and departments. Teams can streamline project requests and get a high-level view of the entire portfolio. During the kickoff meeting, be sure to share the various board views available and communicate to the team they can use the view that best suits their needs:

6. Incorporation of automations and integrations

At the project kickoff meeting, establish and/or review the various automations and integrations that are part of your project plan. At monday.com, our automations mean repetitive work is no more! Customizable automations can be set up within minutes. Teams can instantly send emails when due dates arrive and receive real-time notifications when tasks are completed.

Integrations help to connect monday.com with the tools you already use. From Outlook to Dropbox to Eventbrite to Slack, we have you covered:

Many of our ​​integrations use “no-code” automation recipes to combine the best of both worlds.

Project kickoff meeting best practices

When setting the project kickoff meeting agenda, there are a few items you want to do:

• Ensure every voice is heard
• Answer all questions
• Review project goals and expectations
• Talk through the high-level project plan
• Lead with a personable and upbeat tone
• Invite all stakeholders
• Share the statement of work, if applicable
• Discuss the scope of the project

You know your project kickoff meeting has been successful when the team leaves energized, motivated, informed, and ready to start working on the project.

But before you officially start working on the project, there is one more thing to do.

What should you do after the project kickoff meeting?

Here’s a quick checklist for after the kickoff meeting:

• Follow-up on all action items
• Send a summary of the meeting: both written and recorded versions
• Ensure all stakeholders are included on necessary communications and project boards
• Clearly outline next steps

How monday.com helps teams create and manage project kickoff templates and plans

As mentioned above, monday.com is your Work OS solution — the visual platform that helps your team manage a project from start to finish. From tracking meeting notes and amendments to project plans in your project kickoff meeting to managing progress, we’ve got you covered.

Choose from over 200 templates and then customize your board to create the workflow of your dreams. Groups, items, sub-items, and updates are synced in real-time to keep everything within the context of your actual project, workflow, process, or anything else. Status buttons reflect your team’s actual work, so all your updates are in one place. Notify team members, add files, and link boards together, so it’s easy to keep track of what’s going on.

When you are ready to start your next project and create an intuitive and shareable project kickoff template, try monday.com.

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What to Include in Your Project Kickoff Presentation

by PMHut Team · December 8, 2009

What to Include in Your Project Kickoff Presentation By Zenkara

I was recently asked about why project kickoffs are important – surely people could just read the Project Management Plan and Project Charter.

Nice in theory – rather more difficult in practice. It’s always better to get everyone in a room (physical or web-based) and make sure everyone understands the fundamental points of the project.

But what to include in a presentation?

• Name of the project
• Project manager
• Expected results
• Stakeholders
• Organizational structure
• Key deliverables

Customer Engagement

• What will the customer do
• How will we interact with them?

Risks & Opportunities

• What could go wrong?
• What synergies or opportunities (cross/up-sell)
• How much money?
• How much effort?

Reporting and Meetings

• How will we report progress? (THIS IS CRITICAL)
• Do we need to meet regularly?
• How do we raise problems and issues? To who?

Other Project Matters

• What tools, etc do we have at our disposal
• What platforms/technologies are we using
• Is there a current architecture laid out?
• What gets stored where?
• Where are the project practices? On the wiki/intranet?

By keeping things simple and not creating 80 page presentations, you’ll be able to communicate a clear vision and use the info in future plans, reports, and presentations to the sponsor. It will also bring future team members up to speed much quicker.

Zenkara focuses on streamlining and deploying business processes and quality systems and accelerating decision making through OODA (Observe, Orient, Decide, Act) and metrics systems. Zenkara is located in Brisbane, Australia.

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Could you explain or elaborate on “What synergies or opportunities (cross/up-sell)” please?

Risks are often seen in purely negative terms e.g. “what could go wrong on the project?” We should take a balanced view – looking at what things could go well, and what savings could we potentially make. e.g. we may not need as much training as planned since some users will be involved early in the project… Cross-selling and upselling are an opportunity to show how we might be able to make savings if we combine activities with other projects.

Here is a kickoff presentation template that I use: http://www.hitdocs.com/project-kickoff-presentation-pptx/

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17 Questions for Project Kick-Off Meetings + Checklist

As I’ve got older and more experienced, I’ve also got lazier when it comes to preparing for project meetings. Recently I was completely caught out when I checked my diary in the morning. That afternoon I had four external people coming in for a meeting that I had forgotten about!

It was an informal pre-kick off meeting for something that might turn into a project. I had a couple of hours to prepare which was plenty, but it made me feel a bit uncomfortable. It could have been worse — at least the meeting wasn’t at 9am.

We talked through the bare bones of what they wanted to do and I think there is something there. The next step will be properly initiating the project.

In this article, we’ll talk about what you should include in that kind of meeting: the project kick off meeting.

But first, let’s talk about the project initiation phase and what needs to happen at the start of a project to set it up for a successful finish.

The project initiation phase

You kick off the project through the project initiation phase. This is where you get all the information together to work out exactly what it is you are supposed to be doing, by when, with whom.

It’s the very first part of the ‘real’ project, after the business case is approved but before the work starts.

How long is project initiation?

There is no simple answer to how long the project initiation phase should be. On a small project, you could finish project initiation in a morning, following a chat with one other person.

On a big project, you might run multiple workshops with various different groups of stakeholders, each getting you closer to understanding the full project scope and objectives of the project. That could take a couple of weeks.

And you might need extra time to build your project plan and schedule after that. Project managers would call the planning phase a different part of the project lifecycle, but sponsors don’t see it that way in my experience.

They see ‘person doing thinking and planning and not delivering anything’ and ‘the ‘doing’ work has started’. They don’t much care about the specifics of how to manage a project as long as someone is doing the work in a noticeable way for them.

Don’t let anyone tell you are taking too long for project initiation. It takes as long as it takes. When you feel ready to start properly planning, then initiation is over.

What documents are created in the project initiation phase?

The business case should have been completed before project initiation.

During initiation, you are creating the project charter and any other essential project documents .

Read next: The project documents (and templates) you need to manage your project .

Your pre-project questionnaire

I’ve prepared a list of essential questions to ask when starting a project. These are questions to use in your project kick-off meetings, and during the initiation phase so you fully understand what needs to happen.

Here they are:

• Why is this project important?
• What’s the problem you are trying to solve?
• What are you expecting the project to achieve? What do you see as the high-level objective?
• Have the project’s requirements been documented yet? If so, where? By whom?
• What’s the solution that has been agreed upon, if any? What analysis was done about the proposed solutions?
• What are the project’s success criteria? (Read more about success criteria in my definitive guide to project success criteria )
• How does this project tie back to company strategy?
• How is this project going to be funded? Have all the funds already been secured?
• What are the constraints?
• What is most important: time, cost or quality management ? Or would you rank something else as the defining measure?
• Who benefits from the project?
• Who are the other stakeholders ?
• What is in scope?
• What is deliberately out of scope and why?
• What internal and external dependencies should we be aware of?
• Have you done this sort of project before? If so, who can I talk to in order to learn about their experiences?
• What risks are you aware of already? How risky do you think these risks are? What do you think of these risks I know about already?

As you can see, there is a mix of project planning questions and other pre-project questions in the list. These are what I would typically ask during a project initiation meeting.

The questions related to project funding should (in theory) have already been sorted out as part of the business case. In fact, most of the answers to these questions should have been asked at business case time.

And sometimes, the funding isn’t secured, even though the business case is approved — or you only have funding for part of the project.

You might ask different stakeholders different questions, so pick and choose from the list depending on who you are talking to. I would run a series of individual one-to-one meetings and also a team kick-off event.

Consider using transcription software to capture everything discussed in your meeting.

The project initiation meeting

The project initiation meeting is a meeting you have at the beginning of a project to set expectations for the rest of the work.

You might call it a kick-off meeting (I do, sometimes, as it sounds less formal and therefore less daunting for people who will be attending).

Who attends the project initiation meeting

The core project team will normally attend the project kick-off meeting. This includes:

• You, as the project manager
• The project sponsor
• The key day-to-day customer representative, assuming the project sponsor is so senior they won’t actually know how the processes or systems work in detail
• Anyone else who will be working regularly on the project team.

If you are going to use a legal person to draft a contract mid-way through, you wouldn’t invite them to this meeting. The objective is to get the right people in the room so you can all agree on what is going to be done and how.

The initial meeting could be just you and one other person, or you might have a packed meeting room. It just depends on what it is going to take to get the work done.

You might choose to run several different meetings, each with different attendees, focusing on a different topic. Then you’d combine the output of each meeting so you’ve got a complete view of everything that affects project initiation.

Project kick-off meeting agenda

I have another article with detailed guidance on how to create a meeting agenda , but there are definitely some specific topics you’ll want to include in a project initiation meeting agenda.

An agenda for a project initiation meeting looks like this:

Don’t assume everyone in the room will know each other or have worked together before. Take time to introduce everyone and state their roles and what they will be responsible for on the project. This conversation is also useful to feed into creating a roles and responsibilities template for the team and a RACI matrix .

Equally, don’t assume everyone has worked on a project before. You might need to do a ‘what is a project manager and what will I be doing’ introduction to your own role.

Get the project sponsor to talk about the project objectives. Mention key dates, what has been promised and share the highlights from the business case if there was one.

The point of this is to set the project in context, so link it back to the company’s strategic objectives. This helps people understand why they are working on this thing. When people understand why, they are more likely to actually do the work.

Talk about what it is you are going to be delivering. Be specific. Talk about what you aren’t delivering too.

Talk about how you are going to get the objectives delivered. You aren’t doing detailed planning in this meeting. It’s more about ensuring everyone is on the same page for the way the work is going to happen.

For example, if you are going to use Agile methods , make sure everyone is aware of that. If they haven’t worked with Agile before, you might need to do some follow-up sessions to help them understand what it means to work in an Agile team.

That’s a meeting that can be planned for early on in the project — as soon as possible, really.

Set expectations for weekly/monthly reporting, team meetings, time recording, and anything else you need the team to be on the same page for. Layout the time scales for updating you with progress on tasks.

You can even outline what the agenda of the weekly team meeting will be, or what you expect to be discussed in the standups .

If you use project management software, talk about how it works and how you expect others to use it (if you do). Generally, I don’t expect the rest of the team to input data directly into our project management tools, but you might need to explain to them how to do that or set them up with a login.

If your team has to track their time spent on the project, then make sure they know how to do that too. This isn’t the right time for a lesson in how to use the time tracking software, but note down who needs help with that and schedule some time for them to get some training or support before they need to start using it.

Normally, your next steps will be to do a planning workshop with the people who will be doing the work. Get the people in the kick-off meeting to tell you who needs to be involved in that from their areas.

You’ll have been writing down next steps and actions as you go, so summarize what you’ve noted down. For example, any follow-up meetings or training, or providing logins to people so they have the tools, skills, and access they need to do their work.

Any other business. Give people enough time to ask questions and raise additional points that haven’t yet been covered.

You can also confirm the date and time of the next sessions, for example, your first weekly team meeting, if you haven’t already covered that in the next steps.

The AOB section of your meetings should get shorter over time as people get used to how to bring up topics for the room’s attention, but you should always include it in case there are things you have forgotten to discuss.

Typically, the actions from AOB are to make time to have further discussions, so note that in the action summary of the meeting.

During your meeting, you should aim to answer the questions from the pre-project checklist above, where you haven’t had those responses from your one-to-one meetings with stakeholders.

Should you invite the client?

If you are doing a project for an external client, you might want to think twice about having them along to your first project initiation meeting with your internal team. It might not be appropriate for them to be there.

However, you should have a kick-off meeting with the client. If you work in an agency environment where you are approaching the client kick off with a statement of work to discuss, and so on, then read this guide to project initiation from The Digital Project Manager . My experience is all on in-house projects.

After the meeting, capture and circulate meeting minutes to record the important points.

The most important project question

I always ask people: Is there anything else you’d like to add? Since I started asking this question when interviewing people for this blog or just in the course of my normal job, you’d be amazed at what gems of information come out.

Don’t assume that because you are a project manager you know what to ask! When asked an open question, people give you lots of other information that you wouldn’t otherwise have got. Try it!

Once you’ve carried out your kick-off meeting, and go through project initiation, the next stage of the project lifecycle is planning. As you think about how to get the work done, consider how to avoid common scheduling mistakes, so you and the rest of the team know exactly what to do.

For more guidance on how to manage project initiation, check out my ebook on the topic: The Rebel Project Manager’s Guide to Project Initiation & Scheduling .

Pin for later reading:

Project manager, author, mentor

Elizabeth Harrin is a Fellow of the Association for Project Management in the UK. She holds degrees from the University of York and Roehampton University, and several project management certifications including APM PMQ. She first took her PRINCE2 Practitioner exam in 2004 and has worked extensively in project delivery for over 20 years. Elizabeth is also the founder of the Project Management Rebels community, a mentoring group for professionals. She's written several books for project managers including Managing Multiple Projects .

Bears reveal plans for $4.7 billion domed lakefront stadium development: 'This is not an easy project'

The plans, according to the team, will include additional green and open space with access to the lakefront and the museum campus, which bears president kevin warren called “the most attractive footprint in the world.”.

A rendering of a proposed domed stadium on the lakefront unveiled at Wednesday’s news conference.

Chicago Bears

With Mayor Brandon Johnson as lead blocker, the Bears on Wednesday launched their hurry-up offense to win legislative approval of their $4.7 billion plan to build a domed lakefront stadium during the final month of the Illinois General Assembly’s spring session.

Working for the Bears is a $2 billion contribution from the team billed as the largest private investment in Illinois history.

The political obstacles include a cold reception from Gov. J.B. Pritzker and state legislative leaders with more important priorities, along with the potential for a legal battle with Friends of the Parks, the public advocacy group that serves as the primary protector of the lakefront. The group is guided by the Lakefront Protection Ordinance that prohibits new construction east of Lake Shore Drive.

“This is not an easy project,” Bears President Kevin Warren openly acknowledged at a Soldier Field news conference, adding “Chicago doesn’t like it easy. We like to do the difficult things — the things that resonate with people for generations to come.”

It will indeed be difficult to get any help from Pritzker, who was not invited to Bears’ big announcement. The governor has been critical of early reports that the team would ask for taxpayer assistance, and remained so on Wednesday.

“I’m highly skeptical of the proposal that’s been made and I believe strongly that this is not a high priority for legislators and certainly not for me, when I compare it to all the other things,” Pritzker said at a news conference in Maywood.

This rendering, part of the Chicago Bears’ presentation at Wednesday’s news conference, shows a downscaled Soldier Field, with much of the grandstand demolished, but the colonnades preserved.

Mayor leads cheers: ‘Thank you for believing in Chicago’

Johnson, on the other hand, happily took on the role as cheerleader for the project.

“This is a beautiful day for the city of Chicago…It’s an honor to celebrate the Bears’ commitment to remaining the Chicago Bears,” the mayor said. “Thank you for believing in Chicago and my administration.”

Johnson said he established three must-haves: no new or increased taxes; a “real and substantial private investment,” and “public use and participation.”

“Today’s announcement delivers on all three,” he said. “What it does not call for is raising existing taxes or imposing any new taxes...There are no new taxes on the residents of Chicago.”

• No love for new Bears stadium from Illinois’ top Democrats

That won’t be enough to get Friends of the Parks on board. The advocacy group issued a list of concerns, including a lack of community involvement, questions about the veracity of rosy economic impact estimates and, of course, the use of lakefront property.

“Once again, Chicago taxpayers are being told what is good for them. We are told that a new domed stadium on protected lakefront land will make Chicago a great city. We are already a great city — in large part due to our protected lakefront,” the group said in its statement.

“As is so often the case in Chicago, the powerful and wealthy are demanding that our entire city stop and fast track their plans to expand operations on the people’s lakefront.”

This rendering, part of the Chicago Bears’ presentation at Wednesday’s news conference, shows the proposed fixed-roof stadium.

By the numbers

Of the estimated $4.7 billion for the entire project, $3.22 billion is for the stadium alone. The rest is needed for infrastructure improvements. According to the team, the infrastructure work could be done in phases , though about $325 million would be required to make sure the stadium can open, bringing the minimum cost of opening the new facility to $3.5 billion.

Even with the $2 billion contribution from the Bears, a $900 million funding gap would still need to be filled just to build and finance the stadium designed by David Manica, architect of Allegiant Stadium in Las Vegas.

Karen Murphy, chief financial officer of the Bears, said the team hopes the Illinois Sports Facilities Authority will fill that gap by issuing 40-year bonds backed by the same 2% city hotel tax used to bankroll the 2003 renovation of Soldier Field. The 40-year bonds would also be enough to refinance $589.1 million in outstanding Soldier Field debt, along with $50 million owed on renovations at Guaranteed Rate Field.

Whenever hotel tax revenue fails to grow at 5.5% a year, Chicago taxpayers must make up the difference. That’s happened three times, and twice in the last three years. The biggest deficit was $27.3 million in 2022.

Seat removal begins at the start of Soldier Field renovations in 2002.

Sun-Times file

Murphy said the Bears’ new financing plan assumes more “conservative hotel tax growth” and “protects the city from unexpected drops” in hotel revenue. That’s just part of what made the deal so attractive to City Hall, according to Jill Jaworski, the city’s chief financial officer.

“Hotel revenues are relatively volatile. They definitely swing with the economy. One of the things that got us comfortable at the city when we looked at the plans the Bears had for the ISFA debt … was that they’re assuming a lower rate of growth. But they’ve also incorporated about … a $160 million liquidity reserve,” Jaworski said.

“Between looking at a lower rate of growth that is more reasonable so we’ll see that debt increase at a more modest rate, and the fact that we have such a large liquidity reserve that we could access — we think we have less risk under this scenario than we do right now....A more conservative structure — we think that insulates us more and reduces our risk going forward.”

Jaworski noted the current schedule for repaying Soldier Field bonds calls for balloon payments at the end, the result of modifications that salvaged the deal after the Sept. 11 terrorist attacks caused a tourism drop, leading to lower hotel tax revenues. Payments go from $56.7 million this year to $90.5 million in 2032, the year those bonds would be retired.

Because of that, “we would expect, without a refinancing, that that would hit the city budget every year in an increasing amount,” Jaworski said.

Soldier Field was built in 1924 and has been dedicated as a war memorial, potentially complicating any plans to deconstruct or reuse it. The refit, which debuted in 2004, cost the stadium its status as a national landmark.

Associated Press

Labor leader touts jobs: ‘I’d like to build two stadiums’

Sources said the Bears and Sox plan to join forces and seek immediate approval of their ambitious stadium plans during the spring legislative session.

That will be a heavy lift, even with support from union leaders salivating at the promise of 43,000 construction jobs generated by the domed lakefront stadium alone.

“I’m a Bears fan. I want to be clear and I want them to win and I want them to have a great place to play,” Pritzker said at an unrelated news conference on Wednesday.

“But I just think that the taxpayers’ dollars need to be protected. I think it’s my job to be a good steward of those dollars.”

Illinois House Speaker Emanuel “Chris” Welch (D-Chicago) went so far as to say the Bears proposal would “fail miserably” if the team tried to get it passed in the spring session.

Chicago Federation of Labor President Bob Reiter was in Washington Wednesday and said he had not yet been briefed on specifics of the Bears’ plan. But the lure of 43,000 construction jobs on the lakefront stadium alone, not to mention the White Sox hopes for a ballpark in the South Loop, has Reiter sounding like he’s ready to start lobbying labor allies in Springfield.

“I’d like to build two stadiums,” Reiter told the Sun-Times, excited by the prospect of “modernizing our professional sports infrastructure” and “what that could mean for the people who work in stadiums, our members who play on the field, our members who work in the stands [and] the members who build the structures.”

• Bears release designs for new stadium on Chicago lakefront

Warren anxious to dig in on lakefront

Warren was not intimidated by the early legislative opposition.

“We feel that the time is now. Every year that we wait, it’s $150 [million] to $250 million of increased costs that ultimately we’ll have to figure out. But we don’t think that’s prudent. The time is now. Our expectation is in this session,” Warren said.

“Even if we’re approved in a fall veto session, we wouldn’t be able to get in the ground because of the weather. It would push it back a year. If we’re approved in May, that would allow us to start construction and put people to work next summer and that would allow us 36 months later to open up our building in 2028. So this truly is one of those adages that time is money.”

The Bears apparently have abandoned plans to build a domed stadium on the 326-acre site of the old Arlington International Racecourse — after spending $197.2 million to acquire it. The team expressed disappointment at failing to secure a large enough property tax break on that land. Local school districts opposed a lower assessment, saying it would shortchange students.

The former Arlington International Racecourse in Arlington Heights. The Chicago Bears purchased the facility in hopes of building a stadium on the 326-acre parcel.

Anthony Vazquez/Sun-Times

Johnson was dazzled by the Bears’ multi-media presentation, and by the promise of tens of thousands of jobs and billions of dollars in tax-generating “economic activity” — and not at all concerned that progressive voters who put him in office won’t see it that way.

“These pictures are miraculous. We’re talking about thousands of lives that will benefit from this investment,” Johnson said. “The sooner we can put shovels in the ground and put people to work — that is our surest way to secure a better, stronger, safer Chicago. And it benefits the entire region. We’re talking about $8 billion of economic vibrancy as a result of this investment. The time is now for that. Think about how long we’ve been waiting for investments like this.”

Manica’s stadium design likely will be seen by many as a vast improvement over the much-criticized, spaceship-like seating bowl plopped onto Soldier Field’s historic colonnades in 2003. With the new stadium, Warren said, fans will be be protected from the elements but “feel like they’re outside.”

They “might even have to wear sunglasses” while looking up through the translucent roof, a design similar to the roof at SoFi Stadium, or through the “clear glass” walls at the lakefront and Chicago’s iconic skyline.

The Bears opened the renovated Soldier Field with a game against the Green Bay Packers on Sept. 29, 2003. The renovation left the Bears with what is now the smallest stadium in the National Football League — and with a futuristic seating bowl dwarfing the historic colonnades.

AFP/Getty Images

Warren said the team considered but dismissed the possibility of a retractable roof, since it would have added hundreds of millions of dollars to the cost — and, based on conversations with teams that do have retractable roofs, it likely would have been used just a handful of times each year.

Outside, Warren said, the team envisions developing a “promenade plaza” with food and beverage options, public restrooms, a sports and cultural museum, and ice skating in winter.

Soldier Field to be demolished — except for the colonnades

Chicagoan Marc Ganis, who has advised numerous NFL teams on stadium financing, on Tuesday said the timing of Warren’s stadium reveal was “brilliant.”

“The national and international focus of the sports world on Thursday night is going to be on the NFL draft and, in particular, the No. 1 draft pick — and the Bears own the No. 1 pick. By announcing the stadium plan the day before, it will get a tremendous amount of attention locally and also nationally and internationally,” Ganis said.

“Tens of millions of people around the country are going to see the renderings and the plans for the new stadium. The attention that it will receive will be dramatic — all because they have the No. 1 pick. It wouldn’t be the same if they had the No. 2 pick,” Ganis added.

“If everything goes as hoped,” he said, April 24 and April 25 will become “seminal dates” in Bears history — “taking the quarterback that they hope will be their franchise star leading them to Super Bowls for many years to come, and the stadium that will be the first that the team will ever have built and designed themselves.”

• Bears eye taxpayers for stadium-related infrastructure costs. The bill? $325 million to start, $1.5 billion overall

The plan calls for most of Soldier Field to be demolished, preserving only the historic colonnades. The Bears took great pains to make those columns a focal point for the 14 acres of new park land, playing fields and other recreational space that would be located south of the new stadium.

During a question-and-answer session after Wednesday’s presentation, Warren said he looked at “10-to-12” possible stadium sites in Chicago before settling on the lakefront.

The Michael Reese Hospital site that Friends of the Parks has urged the team to consider was rejected because it was “very narrow” and “doesn’t work from an NFL standpoint” because the stadium would have to be built “over an active train line.” The marshaling yards for trucks serving McCormick Place also would have to be relocated.

After years of tension between the Bears and their landlords at the Chicago Park District, Warren was asked whether he was seeking more favorable terms in a new stadium lease.

“The terms we’d be looking for is terms that you would do with a partner. We just want to be fair with each other,” Warren said, without elaborating. “And I’m confident with Mayor Johnson and the leadership of the city of Chicago that they’re fair people. They’re talented business people and we would be able to work out fair terms because that’s the only way that a public-private partnership is able to thrive.”