The external kick-off meeting is held between the project management team and the client. You hold an internal kick-off meeting before the external kick-off meeting. Here you define the ground rules and explain the work culture and project objectives. ![]() You hold this meeting to get to know your team members and let them know each other. Internal vs External Kick-off MeetingĪn internal kick-off meeting is a meeting with the project manager and the project team members. If the project is spread across a large geographical area, you will have a virtual kick-off meeting so team members can communicate via the internet. ![]() If the project is multiphase, you can have a kick-off meeting at the beginning of each phase. In larger projects, you will conduct the kick-off meeting when the planning is completed, and execution is about to start. Smaller projects only require one kick-off meeting. The kick-off meeting takes place immediately after the initiation phase and includes all team members for small projects. When Does the Kick-off Meeting Take Place? The kick-off meeting creates a mutual culture among the team, establishes a common goal with the client, determines how everyone will work together, etc. You can create a bond between your team and the client. Here you can set your client expectations, inform them about the reporting system, and change request procedures. Now, let’s look at the benefits from the client’s perspective: This meeting is an opportunity for you to bond with all team members, introduce them to the ground rules and work culture, and make them aware of the project objectives. ![]() Let’s consider these benefits from the team’s perspective:Īll your team members are new and unfamiliar with the work culture, project objectives, and roles in the organization’s goal. It provides attendees with an opportunity to clarify doubts.It assists the project manager in gaining support from stakeholders.It allows stakeholders to understand the project’s milestones, risks, assumptions, and constraints.It helps team members understand the project objectives.It shows the project manager’s authority and leadership skills.It helps team members get to know each other.The kickoff meeting has the following benefits: Why Should You Have a Project Kick-off Meeting? It ensures that stakeholders are on the same page and have a common understanding of the project objectives, which helps them reach an agreement on how to work as a team.įurthermore, a kick-off meeting helps clients build a relationship with the project team and understand how the project will proceed. In the session, you will discuss project objectives, assumptions, constraints, deliverables, challenges, methodologies, procedures, plans, working environment, each stakeholder’s roles, etc.Ī successful project kick-off meeting should set the tone for the project. This session allows team members to get to know each other, build trust, and promote mutual understanding. The Purpose of a Kick-off MeetingĪ project team comprises new members, so a familiarization session is essential for team unity and future project success. This meeting allows the project manager to define common goals and build a consensus.Ī kick-off meeting is a valuable tool to motivate team members to achieve the project objectives. However, within the project team, the kick-off meeting involves the project manager and team members. This meeting can include high-level stakeholders, such as the project sponsor, management, the project manager, and team members. Project kick-off is the first meeting for all the project stakeholders when starting a project or a new phase. The PMI introduced the kick-off meeting in the 6th edition of the PMBOK Guide as a tool and technique of the “Develop Project Management Plan” process. ![]() These meetings have significance however, the kickoff meeting is unique because it sets the overall tone, creates team momentum, and establishes the big-picture project goal. Other meetings may involve you and your team members or include management and the client discussing the project status, issues, and plans. You will have many meetings during the project life cycle with your stakeholders. A project kick-off meeting is one of the most important meetings for a project.
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