Project kick-off meeting template
A detailed project kickoff meeting agenda designed to motivate the team and delegate responsibilities.
Adrian Neumeyer [Source]
About this template
Adrian Neumeyer, founder of Tactical Project Manager, created this detailed project kickoff meeting template for anyone looking to start a project with confidence. This agenda will help your team understand the purpose and value of the project with a clear project scope and expectations.
The meeting then transitions into discussing the individual responsibilities of each person and the timeline. By removing ambiguity, team members will understand how to complete their objectives, preventing future confusion about individual roles in the project.
Project Kickoff Team Meeting
1. Introduction Introduce yourself and the team.
Team Introduction 1
Team Introduction 2
2. Project goal and background Explain why the project was initiated and what it’s supposed to deliver. You may have to dive a bit into history and give context so that people fully understand the project goal.
Why was the project started?
What does the company expect from this project?
3. Project scope Project scope is the sum of things a project is going to take care of. This includes project-related tasks (e.g. write a piece of software), specific deliverables (e.g. a training plan) and defined outcomes (e.g. all staff is trained).
What are you going to deliver?
4. Project organization
Who is going to be involved?
5. Timeline Explain your approach on the timeline.
6. Roles and Responsibilities What are the roles and duties of team members?
7. Teamwork and organizational topics How is the team going to work together?
8. Next Steps What are the next activities on the timeline?
Source: Adrian Neumeyer
When to use this template
Use this template when you’re kicking off major projects within your team or across teams. This meeting requires a strong facilitator — the project owner! — and pre-meeting preparation to ensure you’re crystal clear on the goals, responsibilities, and expectations of the project (and what everyone needs to do their part).
As Neumeyer (the template author) points out, the attendance list should include the project manager, the project team, key stakeholders, and contractors (if using). Ideally, participants will leave the meeting with a clear picture of the “where, when, and how,” and what to do when they feel stuck.