Project Kickoff Meeting Template

Orient the project team, establish goals, and centralize communication and project planning meetings

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Guide and Best Practices

The project kickoff meeting is part of the project initiation phase and is the first meeting held with the project team and the client if any is involved, to establish the project goals and discuss the purpose of the project. It typically involves all team members who have a role to play in the project.

How to Conduct a Project Kickoff Meeting

Start the kickoff meeting by introducing each other. Usually projects involve personnel from different departments, and even external stakeholders. Therefore an introduction is important to build trust and promote mutual understanding among them.
Explain the project background which usually includes information on decisions made during the past meetings, and the business case behind the project ideas, the customer pain points that generated the idea in the first place, etc.
Clarify the reason behind the project. This includes explaining the drivers for initiating the project in the first place. This is essential to ensure everyone involved in carrying out the project, that they will actually be working on something worthwhile.
With the context explained, establish the scope of the project next. Here you need to bring into light the project scope statement, key deliverables, tasks, and key features and functionalities. Also spend time on reassessing whether the goals set are realistic and attainable within the project constraints.
Next describe the approaches the team will be taking over the course of the project. This involves details about the project management methodology, the project management software that will be used to plan, organize and track the project tasks, and how the team will be dealing with change requests.
Clarify the roles each team member will be playing and establish what is expected of them. Here you can use a RACI matrix to assign the roles to the team members.
Before ending the meeting, leave room to answer any questions the team might have.