Hold Project Kick-Off Meeting

DescriptionThe Project Kickoff Meeting formally recognizes the start of the project. The project manager uses this meeting to communicate a shared view of the project to ensure understanding of the approved project charter and to clarify next steps involved in producing the Planning Stage deliverables.

Rationale/PurposeThe Project Kickoff Meeting provides an opportunity for the following:

• Introduce Official Sponsor(s) and Project Manager
• Introduce Key Customers and Stakeholders
• Review Project Scope, Definition and Objectives
• Review High-level Timeline & Milestones, Roles, and Budget
• Review Deliverables
• Review Challenges
• Explain Next Steps

This meeting allows the Sponsor(s) to relay commitment to the project’s outcomes. It provides an opportunity for the Project Manager to review the approved project charter, answer any questions to ensure understanding, and explain the next steps contributing to development of a Work Plan and Control Plan in order to finalize the Project Plan. Including Stakeholders in this meeting builds communication and coordination, making project success more likely.

Who is Involved
Project Manager
Project Sponsor(s)
Project Stakeholders

ResultThe Project Kickoff Meeting ensures that all Stakeholders are familiar with and share a common understanding of the approved Project Charter and that they are aware of the next steps to complete the project Work Plan and Control Plan. The more complete the resulting plans, the more likely project implementation will progress efficiently and effectively.

What to do	How to do it
1	Determine Stakeholders	Identify Stakeholders to include in the Project Kickoff Meeting
2	Schedule Project Kickoff Meeting	Determine when Stakeholders are available and schedule the meeting.
3	Prepare the Agenda and Meeting Materials	Several days prior to the meeting, prepare and distribute the agenda and the approved Project Charter.
4	Hold Project Kickoff Meeting	Gather in a quiet room of adequate size for the group.  Introduce the Sponsor(s), Project Manager, and Stakeholders.  Review the approved Project Charter and respond to questions to clarify and ensure understanding. Keep the conversation focused. Explain next steps planned to generate the Work Plan and Control Plan that will comprise the project Planning Stage.
5	Project Kickoff Meeting Follow-up	Send meeting minutes to Stakeholders for a follow-up review. Invite additions/corrections.  Hold brief follow-up sessions with any Stakeholders who were unable to attend the meeting.