Page 184 - Project+

The tone that you set at the project kickoff meeting can make or break your

relationship with the team. An ideal project kickoff session is a combination of serious
business and fun. Your goal is to get the team aligned around the project goals and to
get the team members comfortable with each other. This is a great opportunity to begin
the forming stage.

There are many ways to structure a kickoff meeting. Here are some of the key
components you may choose to include:

Welcome It is a good idea to start the meeting by welcoming the team members and
letting them know that you are looking forward to working with them. The welcome
also gives you an opportunity to set the stage for the rest of the day. Take a few minutes
to run through what participants can expect out of the meeting and what activities they
will be involved in during the course of the project.

Introductions A typical introduction format may include the person’s functional
area, brief background, and role in the project. The project manager should start the

process to set an example of the appropriate length and detail. Put some thought into
the information you want team members to share so that the time invested is
worthwhile.

Project Sponsor and Key Stakeholders Invite the project sponsor, the customer,
and any other executive stakeholders who are key to the project. It’s important that the
team members know them and hear their goals and expectations for the project
firsthand. These people may not be able to stay for the whole session, but do your best

to get them to at least make an appearance and say a few words to the team.

You may need to do some coaching here, so spend time prior to the session
communicating with the executive stakeholders regarding the message they should
deliver. If your sponsor happens to be a dynamic speaker, you might want to schedule
them for a little more time to get the troops excited about the project they are working
on.

Project Overview You’ll start out this section with the project goals and objectives.
You should also summarize the key deliverables for each of the project phases, as well

as the high-level schedule and budget. This overview will help team members get the
big picture and understand how they fit on the project. It also helps set the foundation
regarding the purpose and goals for the project.

Stakeholder Expectations This section is a natural segue from the previous section.
Along with explaining the goals, schedule, and budget, it’s important that the team
understands the stakeholder expectations for the project. Explain the reasons for the
project deadline or budget constraints if they exist. Make certain team members are

aware of any quality concerns, political issues, or market announcements that are tied
to this project.

Roles and Responsibilities Start this section with a description of your roles and
responsibilities for the project. Many of the team members may not know you or be

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