What Is a Kick-Off Meeting Checklist?
A kick-off meeting signals the start of a new project. It’s an opportunity to introduce all the team members (including the client if applicable) and helps to get everyone on the same page. The checklist includes everything that needs to be accomplished prior to, during, and after a project kick-off meeting.
Why Is It Important to Have a Kick-Off Meeting Checklist?
The checklist is a tool for the project manager. It helps them structure the meeting, keeping it focused and on track, and thereby, setting the tone for project itself.
Who Should Create the Kick-Off Meeting Checklist?
The project manager should create the kick-off meeting checklist as he/she will be chairing the meeting.
What Should Be Included in a Kick-Off Meeting?
A kick-off meeting will vary from business to business and project to project. You’ll want to be mindful of everyone’s time, but there are some basics that should always be included.
The kick-off meeting defines the scope of work, introduces the players and their roles, the timeline, deliverables, how success will be measured, how progress will be tracked and how the team will communicate with each other.
It’s easy for a meeting of this type to go “off the rails” a bit. Someone might bring up a concern related to the client or project, but it’s not something covered by the scope of work for the project at hand.
These issues should be noted, but not dealt with in the kick-off meeting. They will be resolved at another time. This keeps the meeting moving and assures that the agenda will be covered in a timely fashion.
How Do You Structure a Kick-off Meeting?
Planning a kick-off meeting includes three sections: Pre-Meeting Checklist, The Meeting Checklist, and Post-Meeting Checklist.
Pre Meeting Checklist
- Develop a Iist of invitees
- Schedule a time and a room for the meeting. (Arrange for IT if virtual.)
- Send invitations 3 days prior to the meeting.
- Assign note taker for the meeting.
- Develop meeting agenda.
- Send agenda out at least 24 hours prior to the meeting.
- Create a sign-in sheet with space for attendee name and contact info.
- Send a meeting reminder the day before the meeting.
The Meeting Checklist
- Have attendees sign in.
- Agenda (includes main points of the meeting: scope of work, timeline, deliverables, communication methods, success tracking, etc.)
- Review Action Items (What action is needed and who is responsible?)
- Announce next meeting if known.
- Non-agenda items to be dealt with at a later time:
- Review and edit meeting minutes. (Include attendees and contact info.)
- Distribute Meeting Minutes.
- Check status of action items.
- Devise follow-up action for resolving non-agenda items.
- Update/Revise project plan if needed and distribute.
- Schedule meeting space if needed for upcoming meetings.
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