Kick-off means is to start off anything like a football match, as soon as a player kicks the ball from the center and game starts, it can be a start of a motorbike by kicking it up but here in this article, we are going to discuss all kick-off meeting in Project Management perspective.
A project kickoff meeting is one of the first meetings including all the major stakeholders and the project team including the project manager itself. Client or client representative and the project manager is must to attend the meeting in any case or else there is no use of it at all. They say “The first impression is the last impression” and hence this meeting will say it all that how the project will go on in the future.
A project kickoff meeting is held after contract documents are formally signed, overall budgeted cost, timelines for key milestones are finalized.
Normally, a kick-off meeting is held at the start of the project but it can be held at any phase start if required.
Well defined project kick-off meeting agenda will engage the stakeholders on the same page and will help you to cover all points with ease.
Every project is temporary and unique in nature, hence no formal agenda will apply to all but there are some points that are common in all the kick-off meetings.
First off all is the Introduction of all the majors like the Client, Project manager, Project brief, Overall Scope, WBS but not in detail, the reporting structure-important for communication, major roles, and representative.
Keep in mind it’s all about the introduction only. The project manager needs to explain how he is going to achieve all this and the Client can ask any concerned question.
On average, a core kick-off meeting time is around sixty-60 minutes. The breakdown is ten minutes for Introductions and briefs ten minutes for a client and thirty minutes for Project Manager and the team and last ten minutes for answer & question from every side on any aspect of the project that may be missed earlier or need any clarifications.
In the end, make sure to ask the overall audience present if anything is missed what should have been discussed.
Benefits of Kick-off Meeting
As we all know that communication is the key to every successful project. The kick-off meeting serves this the best. Let see some major benefits of it in bullet points;
- You deliver the main objectives of the project here
- All stakeholders internal, external got the opportunity to know each other and that further helps you to engage them effectively after understanding their interest.
- All the major risk factors are discussed and hence being a project manager you have others on board already. It will help to avoid a panic situation later on. You get full support of your decisions already here.
- Constraints are discussed to get a solution effectively.
- It helps the best to avoid conflicts among the stakeholders as all on the same page.
- Being a project manager you see the tone and that helps you to categorize the stakeholders in different manners.
- Mutual understanding among the project team is an x-factor of a kick-off meeting.
When Kickoff Meeting is held?
This one the most confusing question I have come across as a PMP aspirant.
If your project is small then it will happen at an initial stage ( Initiation ) that is it. May need not anymore on the other stage/s. It is most likely an introductory meeting to let the members know each other.
But as we know, we always need to consider a big project until unless is advised. let see for a bigger project;
For bigger projects, it happens when planning is completed. Right after planning and before the execution stage. You can sat at the very start of the execution phase.
Now it can also happen as many times as required on the project like before any phase or any major issue arises in the phase and it can be called on multiple times in a phase – no harm.
This can be done through face to face in a conference room, through the internet like virtual conferences or hybrid ways.
Pitfalls during a Kick-Off
A kick-off meeting is a part & parcel of project success as it sets the tone that how things will go ahead. It will help to unite the team that will improve communication among them.
1. Long Presentations – by Project Manager
If you are the Project manager then make sure to construct your presentation on less than ten slides in any case but it may differ from project to project. Also, make sure to take a print out for all the stakeholders present.
2. All Stakeholders have the same Project information – Never!
Stakeholders present on the kickoff meeting have different interests and hence have a different approach to the project. Hence make sure to structure your presentation that you cover all the important topics.
3. Don’t ignore your Team
If you got any question that was not already discussed in your internal kickoff meeting then make sure to get your ream on the same page. Ask them to throw their point of view and that will help you in the longer run. It will create a good impression overall in front of the client.
Everybody is on the same page and understand the overall project after that meeting. You got a nice and clean ground to play with your team. Let the players engage with each other, let them improve their passing, let them dribble – Coach them! Mentor them!