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Project meetings

Project proposal meeting template

A blueprint for presenting a project proposal that will get key stakeholders on board.

Template author

Maricel Rivera [Source]

About this template

It’s always better to start a project on the right foot — and with this template, your team will! This 7-step process creates a solid project proposal. By breaking down the process into core parts — the problem, the solution, and execution — you can jump into the bulk of a new project with a clear plan in mind.

And with guiding questions and thorough explanations in each section, this meeting agenda allows you to present a proposal in a non-boring way while being a compelling solution to your stakeholders.

Project Proposal Meeting Agenda

1. Define the problem

  • What’s the problem your project is trying to address? 

  • Why is it a problem? 

  • Why is it worth solving? 

  • Make your audience see the problem the way you see it

2. Present your solution

  • How will your project solve the problem? 

  • Why is your solution the better option over other similar solutions? 

  • Discuss why other solutions won’t work for the situation.

3. Define your deliverables and success criteria Provide a picture of the functions and attributes of the deliverable, plus how to know if the project is successful. 

  • Deliverable 1

  • Deliverable 2

4. State your plan  Start with an explanation of the approach and why it’s relevant and effective. Also, this section explains how problems will be managed. 

5. Outline your schedule and budget Break down project costs and detail how you will meet deadlines.

6. Tie it all together + discussion End your proposal with a conclusion that briefly summarizes the problem, solution, and benefits. 

  • Problem: 

  • Solution:

  • Benefits:

  • Questions? 

7. Next steps 

  • Action item 1

  • Action item 2

Source: The Blueprint (Maricel Rivera)

When to use this template

Use this template as a guide to understanding the key components of getting your project off the ground. Whether it’s used to propose a new marketing campaign, a website redesign, or the transition to a new sales process, this template will make it easy for you and your team to prepare a proposal and then show your managers and key stakeholders the benefits of moving forward.

Although this template was originally designed for an individual project proposal, it can also be used when you’re working on team projects.

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Project Retrospective Meeting Agenda 

1. Set the stage (5 minutes) Acknowledge your team, provide an on-ramp & establish context and boundaries. Add context for your team to understand the purpose of the meeting.

  • What are your goals?

  • Why are they fitting?

  • Are you reviewing an entire project?

  • Just the last sprint?

2. Gather data (10 minutes) The goal is for the team to collect specific types of ideas and observations about the project along the lines of:

  • What are we doing well?

  • What are we not doing well?

  • What have we learned?

  • What fell short?

3. Brainstorm ideas (5 minutes) Dig for the root cause for the concerns.

  • Why are we doing x well?

  • Why are we not doing y well?

  • Why were we able to learn from x?

  • Why did y fall short?

4. Pick a solution (5 minutes) Enlist the help of your team and have a vote (can be anonymous if preferred) to choose 2-3 top solutions. Then, review them as a team and assess their feasibility!

  • What changes need to be made to implement a solution? 

  • Do they over-extend the team’s ability to adapt?

5. Conclude with purpose (5 minutes)

  • Meeting summary: Distill all findings from the session into a few key takeaways.

  • Action items: Make your descriptions of action items as specific as possible, including clear steps, owners, and deadlines. 

  • Methods of measurement: Lay the groundwork to measure the results of your actions.

Source: Marie Prokopets

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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?

9. Q&A 

Source: Adrian Neumeyer

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