What it
is: Hold Project Team Kick-Off Meeting
Description
This Kickoff Meeting brings team members together to review the Project Plan and to discuss the management methods to be used in the Execute and Control Stage.
Rationale/Purpose
Conducting a Project Team Kickoff Meeting allows the project manager to ensure common understanding of the Project Plan. In addition, the project manager can use this meeting to communicate methods s/he will use to manage and control the project during the Execute and Control Stage and discuss these with team members. Involving team members in this process builds project manager-team communications, making project success more likely.
Who is Involved
Project Manager
Project Team Members
Results
The information shared in this Kickoff Meeting will ensure common understanding of the Project Plan and will allow discussion of methods to be used for management and control. Clearly communicated management/control methods and expectations as well as discussion with team members can lead to team-building, efficiency, and effectiveness in the Execute and Control Stage.
How to: Hold Project Team Kick-Off Meeting
Recommended actions and strategies
The table below describes actions you can take to conduct a Project Team
Kick-off Meeting:
Tip: Consider doing a periodic checkpoint to review the
scope and requirements with the project sponsor just to
confirm there are no assumptions about changes to be made.
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What to do
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How to do
it
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1
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Schedule Project Team Kickoff Meeting
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Determine when team members are available and schedule the meeting.
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2
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Prepare Agenda and Meeting Materials
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Several days prior to the meeting, prepare and send the agenda, completed Project Plan, and Management Methods/Expectations Worksheet to team members.
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3
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Hold Project Team Kickoff Meeting
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Gather in a room conducive to presentation and discussion.
Review and discuss details of the Project Plan.
Hold a discussion to refine and clarify the management methods and expectations for the Execute and Control Stage.
Keep the conversation focused and note all contributions using flip charts, projected computer screen, or other.
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4
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Project Team Kickoff Meeting Follow-up
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Send meeting minutes to team members and invite additions/corrections.
Include team input in the Management Methods and Expectations Worksheet and send this to team members for a follow-up review. Invite additions/ corrections.
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Templates/Examples:Hold Project Team Kick-Off Meeting
The table below provides several templates you can use to hold an Execute and Control Kickoff Meeting:
