Kickoff

Meeting Prep Checklist

Familiarize yourself with the main objectives of the kickoff meeting
Review crucial project documentation, client agreement, or previouw communications
Understand project scope, challenges, and objectives by reviewing project documentation
Identify stakeholders and participants involved
Coordinate with key team members and confirm their roles and responsibilities
Create a comprehensive agenda outlining the meeting's topics, activities, and timeline
Share the meeting agenda with all participants early
Gather and ready any materials, documents, or resources related to the meeting
Identify common questions and prepare concise responses
Clarify roles and responsibilities during the meeting by assigning specific tasks
Prepare icebreakers or team-building activities, if appropriate
Consider/prepare discussion prompts and interactive elements for team engagement
Anticipate potential issues that may arise and have a backup plan
Test your tech

Meeting Agenda Template

1. Opening and Agenda Review

• Welcome and introductions
• Purpose and objectives
• Recap of agenda

2. Project Overview

• Brief overview of the project
• Project goals and desired outcomes
• Scope and boundaries of the project
• Key stakeholders and roles

3. Team Introductions

• Introduction of team members
• Brief background and expertise of each team member
• Icebreaker activity for team bonding, if applicable

4. Communication and Collaboration Guidelines

• Preferred communication channels and protocols
• Frequency and mode of updates (e.g., meetings, emails, calls)
• Collaboration tools and platforms utilized

5. Project Timeline and Milestones

• Presentation of the project timeline
• Key milestones and deliverables
• Discussion on critical project phases

6. Roles and Responsibilities

• Clear definition of roles and responsibilities
• Alignment of responsibilities with team members
• Encourage questions and clarifications

7. Risk Assessment and Mitigation

• Identification of potential risks and challenges
• Strategies for risk mitigation and contingency planning
• Open discussion on risk management approaches

8. Success Metrics and KPIs

• Definition of success metrics and KPIs
• Explanation of how success is measured
• Alignment of individual and team efforts with metrics

9. Client Expectations and Alignment

• Overview of client expectations and objectives
• Alignment of project goals with client expectations
• Strategies for exceeding client expectations

10. Q & A and Next Steps

• Summary of key discussion points and decisions
• Encourage participants to share feedback or concerns
• Provide clarifications and address queries
• Outline of next steps and action items
• Assignment of responsible individuals and deadlines

11. Closing and Thank You

• Thank participants for their time and contributions
• Set expectations for ongoing communication and collaboration

Meeting Notes Template

1. Basic Information

• Date and time
• Attendees and their roles
• Key stakeholders
• Contact information

2. Key Decisions and Agreements

• Decisions made during the meeting
• Changes or agreements on project scope, objectives, or other items

3. Project Timeline, Action Items, and Roles

• Project timeline with deadlines, key milestones, and important phases
• Specific timelines and individuals responsible for each item
• Specific action items, tasks, and responsibilities

4. Risks, Mitigation, and Success

• Identified risks and potential challenges
• Proposed mitigation strategies
• Project success metrics, key performance indicators (KPIs), and benchmarks discussed

5. Discussion and Communications

• Questions, concerns, or feedback discussed
• Preferences or input shared by the client
• Agreed-upon communication channels, update frequency, and guidelines

6. Follow-up and Next Steps

• Follow-up actions and timelines
• Roles and responsibilities for next steps

7. Summary and Observations

• Key takeaways, insights, and reflections
• Notable interactions meeting dynamics, or general observations
• Confirmed next steps

Meeting Follow-up Checklist

Review your notes
Distribute a meeting summary to relevant colleagues
Assign specific action items to team members
Define responsibilities and set deadlines for each task
Implement the communication guidelines discussed in the meeting ASAP
Set up regular check-ins, status updates, and channels
Regularly check in and address any issues or roadblocks promptly
Closely track project milestones and timelines
Address issues or concerns proactively