The kick-off meeting, the pillar of communication in your project
When you are appointed Project Director, one of the first interactions with the main stakeholders of your project (stakeholders) is the kick-off meeting, better known as the Kick off meeting. We can define this meeting as a meeting between those responsible for the company executing the project and the client to talk about everything that has to do with the new project and where its start is formally established.
Do you really pay attention to this meeting or is it just one more of all the ones that you will have throughout the duration of the project?
The kickoff meeting is a very powerful tool to facilitate communication in your project
In addition to establishing the formal start-up, it is a perfect meeting point between the client and the service provider company where the pillars that will guide your project will have to be established. Although it will not guarantee its success, it is very likely that a bad start-up meeting is an indication for a problematic project: The successful end of any project begins to consolidate with a good beginning.
Some of the relevant aspects that you should take into account when considering the kick-off meeting are:
1. Have a face-to-face meeting
Whenever possible, try to have the kick-off meeting in person or, at least, via videoconference. Non-verbal communication is a good tool to understand our interlocutor, and being able to have visual contact with the main actors of the project will help you understand their expectations.
2. Prepare the meeting well
During the preparation, it is important that you review all the information you have to solve the following questions:
3. During the meeting
Although you as the project manager will lead the way when presenting the main points, do not let it be a closed meeting. You have to open the debate to the rest of the attendees on some relevant points. The objective is that you can know first-hand their expectations, their main concerns and, above all, reduce or at least minimize the uncertainties that may exist.
The topics that you will have to deal with, as a minimum, are:
- You have to show the objective and mission of the project and its scope. Present the global calendar (it does not have to be detailed) with the main milestones and deliverables that will occur. Show the risks that you have already identified and you can open a brief discussion on If any of those present have identified any more risks. It is a good time for you to introduce the project team, what their roles and responsibilities are. Establish the next steps.
4. After the meeting
The kick off meeting does not end at the end of the meeting. You have to make clear the commitments and tasks assumed by all parties (customer and supplier) as well as those responsible for their execution. This is the fundamental element to move into action after your kickoff meeting.
5. Project follow-up meeting
It is a periodic meeting where the people who are involved in the execution of the project participate at that time. The frequency of these meetings is usually defined based on the total duration of the project, in such a way that a balance is achieved between correct control and the effort dedicated.
