Every project must have a kickoff meeting, which is about setting expectations, and clearly calling out and communicating goals. You must involve executives from all sides (partner and customer) in a kickoff meeting.
We would like to share our knowledge by outlining the key requirements for a successful kickoff meeting:
- Review the goals with the key stakeholders and ensure that you have the goals defined in the order of priority.
- Review the project goals and charter. Define and get a commitment on how success is going to be measured.
- Getting team commitment is key.
- Review the project plan in detail. Review the project milestones and deliverables, validate the team structure, roles, and responsibilities fitment with the resources, and emphasize the implementation methodology and the steps to success.
- Brainstorm and seek the team members' acceptance of ground rules. Communication and logistics are super important.
- Carry out the project communication plan and the risk management approach.
- Review the change control process.
- Ensure that all team members attend the kickoff meeting in person.
- For a geographically spread team, you may schedule a web conference or conduct another one for remote members.
- Optionally, tools that are going to be leveraged can also be included in the kickoff meeting.
Kickoff meetings should be simple and thorough and should enable team members to feel empowered, motivated, enthusiastic, energized, and focused. Kickoff meetings should be conducted at a common place for better alignment and commitment.