Project Kick-Off Meeting

Project Kick-off Meeting A Project Kick-off Meeting can be used to initiate the project execution phase. It takes place after the work plan has been endorsed and the associate, contractor, or other vendors have been selected and are ready to begin the work. Also refer to the chartering meeting tools that may provide additional assistance, especially if it is determined that some chartering topics may be included in the kick-off meeting. A kick-off meeting may not be necessary for all projects, but it may be beneficial in some instances. An example is when significant time has passed from the time the chartering of the team took place to the time when the project is ready for execution. Another situation in which it is advisable to have a kick-off meeting is when the project team members were not fully identified and involved in the team chartering session. Before work is started, they need to be brought up to speed as far as the overall project scope, work plan, and specific project procedures. It is also a good practice to hold a kick-off meeting in large, complex projects, given the degree of work to be performed and the level of coordination necessary to accomplish the work. Finally, when the project is unique in nature and differs considerably from previous projects, some specific procedures that may only apply to this project may be discussed during a kick-off meeting.

Kick-off Meeting Considerations To prepare for the project kick-off meeting, the Project Manager looks at all project work plan elements and develops an agenda in advance to be used during the meeting. The Project Manager typically reviews the work plan contents to understand all actions that have been completed during these processes and the potential actions that are pending. During the kick-off meeting, the Project Manager discusses the details pertaining to the work that needs to be accomplished. Normally, the type of communication that takes place during the session is one-way, with the Project Manager taking the lead role in the communication process. The Project Manager shares the pertinent information and then answers questions from the project team members.

Potential Topics for a Kick-off Meeting Below is a list of potential topics to be addressed during a kick-off meeting. Depending on the nature of the project, some topics may or may not apply. The Project Manager will use discretion in the selection of the topics he/she considers pertinent based on the kick-off meeting objectives.

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Project Scope/Deliverables and Schedule - During the kick-off meeting, the Project Manager addresses the highlights on the scope of the work and the importance of the project. Additionally, the Project Manager discusses the key issues related to the project schedule and more specifically, the timeframe associated with the production of the project work products or deliverables. The Project Manager should also talk about the projects critical path tasks and their associated resources, so project participants know and understand how the specific work products they are responsible for may impact the successful completion of the project. Project Site(s) - When appropriate, the Project Manager should use a map or drawing to identify the site(s) or location(s) associated with the project, with the intention of providing the geographical context in which the project takes place. For the project participants with a need to visit the project site(s), some details regarding site visits protocols should be incorporated into the discussion. Project Organization - During the session, the Project Manager can review the project organizational chart and the associated roles and responsibilities to accomplish the project objectives. The Project Manager should highlight any changes or additions since the Team Chartering session was conducted. Additionally, it is important for the Project Manager to delineate the tasks the different vendors associated with this phase of the project and who is responsible for these tasks and the associated deliverables expected to be produced. Project Budget and Project Number(s) - A portion of the meeting is usually dedicated to go over the specifics of the project number(s). Team members need to know how they should charge their time and expenses for all project materials and contracting costs in relation with the project. If needed, some discussion on the specific break-out of the cost elements for the project could also take place. Project Reporting/Document Control - Another important project aspect to be talked about during the kick-off meeting is project reporting and project document control and archiving procedures. The project team needs to know and understand the project reporting requirements (i.e., types of status reports, frequency, formats, and audience). If a document coding system has been developed for archiving electronic documents and filing project hard-copy documents, the Project Manager needs to share that information with the project team. Quality - QA/QC procedures and forms can also be reviewed at the kick-off meeting. The Project Manager will communicate how quality will be measured in the project and what is required for the project to meet its requirements. If the project requires any sampling, data collection, or testing, then procedures associated with these tasks can be discussed. Environmental Health and Safety (EHS) - Special attention should be paid to any particular hazards in connection with the project. Additionally, it is important to share with the project

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team the geographical location of the emergency places (i.e., hospital, fire department, police, and clinics) closest to the project site(s), as well as all health and safety procedures to be utilized for the project. Permitting - If permits are required for the project, the Project Manager needs to identify those and the particular instructions for obtaining them. In those projects requiring inspections from outside agencies, specific procedures and standards regarding those inspections may be included as a topic of discussion of the kick-off meeting.

General Guidelines for Preparing and Conducting a Kick-off Meeting Guidelines for Preparing and Conducting a Kick-off Meeting Schedule the date for the project kick-off meeting, allowing enough time to prepare for the meeting between the notification and the actual meeting date. Send invitations to all project participants accompanied by a kick-off meeting agenda. Dedicate the appropriate amount of time to each agenda item based on its priority. Allocation the time on the generous side. Nobody minds if a meeting ends early, but overrunning is unpopular. If the agenda requires a revision, provide the revised version before the meeting. It is not a good practice to present a revised agenda as meeting participants arrive unless last-minute events have made it necessary. In preparing for the kick-off meeting, look at the work plan and assess any potential actions pending or requiring attention. Review any specific or unique procedures that apply to this phase of the project, keeping in mind that the kick-off meeting can be used to complete some open details in those procedures. Selecting Attendees All project team members should be present at the kick-off meeting. The customer does not have to participate in the kick-of meeting, especially if they participated in the Team Chartering session. If a decision is necessary about a particular item on the agenda, ensure that the person or people necessary to make the decision is/are present and that all necessary information is available. If a consultant/contractor is performing a portion of the work, representatives from this company should be present at the kick-off meeting. Conducting the Project Kick-off Meeting Arrive at the meeting location well before the planned start time and start the meeting on time. Summarize the meeting objectives at the outset of the meeting

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Focus on the review of all project instructions and any other agenda items to be covered rather than on analysis. Speak with confidence when presented topics to ensure active listening and participation by the team. Be flexible when dealing with the different styles and personalities of attendees. Be open, receptive, and patient when listening to the different opinions and questions from the project team. Make sure the team is focused on the meeting objectives, recording which ones have been accomplished and which ones remain, and inform the audience how well the meeting is progressing against the planned agenda. Keep the participants focused on the agenda. Try to prevent irrelevant debates or discussions. At the end of the meeting, summarize the main points, thank all participants for their attendance, and end the meeting on a positive note. Developing Meeting Minutes During the meeting, pay attention to scribing accurate notes from which to write the minutes in full later. Develop meeting minutes that are brief, exact, and clear so they that can be understood by others. Make sure the minutes are unbiased and accurately reflect the content of the meeting. Indicate with numbers when a new topic is being discussed, so it is obvious where each point starts and ends. Distribute the meeting minutes promptly to encourage prompt action on issues raised.

Description of Kick-off Meeting Template The ability of a Project Manager to conduct effective meetings is a key element for successful projects. Two tools that are helpful in conducting effective meetings are a clear meeting agenda and meeting minutes that accurately reflect the content of the meeting. Described below are templates for the meeting agenda and meeting minutes for a Project Kick-off meeting. Meeting Agenda (Project Kick-off Meeting) - The meeting agenda should be prepared in advance and distributed to the participants. This does not imply that an agenda, once prepared, is absolute. One of the first steps in any meeting should be to confirm the agenda, and modify it if necessary. A sample template for a Project Kick-Off Meeting Agenda (Project Kick-Off Meeting Agenda Template) is provided on the following page. It provides a broad list of potential topics in table form. If any of the topics do not need to be discussed, simply delete the row that topic is in and the table will renumber the topics. Insert a row if additional topics are necessary.

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Meeting Minutes (Project Kick-off Meeting) - The second essential part of proper meeting management is good minutes. Meetings need to be documented, even when actions do not result from the meeting. When actions do result from the meeting, minutes are a way of documenting, communicating, and confirming those actions with the corresponding team member responsible for those actions. Meeting minutes should include a list of attendees, the major discussion points, conclusions, and action items. It is not necessary to document the entire content of all the discussion, just the resolutions and the action items. A sample template for Project Kick-Off meeting minutes (Project Kick-Off Meeting Minutes) is provided.

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