A project launch meeting is the best opportunity for a project manager to energize their team. During this meeting, the project management can define a common goal and begin to understand each person.
Although the initial project meeting seems to be a simple meeting with all project stakeholders, a successful initial project meeting requires proper planning.
The following steps are some of the important points of preparation for a successful kick-off meeting of the project. These steps will help you stay focused, establish and demonstrate leadership, and help integrate individual members into the project team.
Agenda
A strong and clear agenda is a must to start a project. If you have no idea what the agenda should be, ask your experienced subordinates or find out some of the agendas that were used for earlier kickoff meetings by others.
The agenda usually includes the project goal, results and goals, key success factors of the project, communication plan, and project plan.
Prior to the start of the project, make sure you send out the agenda to all participants.
Thus, all participants know the structure and what needs to be achieved at the end of the meeting.
Starting
When a meeting begins, the project manager must take responsibility for the meeting. Then all participants should be welcomed and a cycle of self-knowledge should be conducted.
Although you have already shared the agenda with the participants, briefly familiarize them with the agenda by briefly introducing each agenda item.
Pay more attention to the project role view and highlight the reasons why the members of the term were assigned to the appropriate roles.
If there are people playing strained roles, admit it. When you're doing all of these things, don't go into too much detail. The purpose of this meeting is to bring everyone to one platform.
Presentation of the project
Once the tone is set, present the agenda in a structured way. First of all, let's talk about the project assumptions and how you developed the project plan.
Present your thoughts underlying the plan and convey a message that you are open to proposals during the implementation of the project Go through each task in the project plan and develop enough.
Emphasize the fact that the project plan and schedule are still in their initial stages, and that you expect everyone to help in its completion.
Identify and recognize potential bottlenecks or complex tasks in the project schedule.
Choose a convenient time to hold regular meetings to talk about the progress of the project. Emphasize the need for each person to participate in regular meetings.
Teamwork is one of the most important expectations. You need to be more knowledgeable about teamwork and plan some team activities immediately after the project starts.
Talk about the time-sensitive nature of the project and how leaves are provided during the project period.
If a project needs a lot of work, let them know in advance and show them how you can help them maintain a work-life balance.
During the meeting, allow team members to perform certain tasks and assign responsibilities to them.
Communication plan
Communication is one of the main aspects of the project. Therefore, at the kick-off meeting of the project, more attention should be paid to the communication plan of the project.
This usually includes meetings and escalation paths. Below are some of the meetings that take place during the life cycle of the project:
- Weekly status meeting
- Project plan updates
- Task and activity planning sessions
- Management Updates
- Weekly status meeting
- Project plan updates
- Task and activity planning sessions
- Management Updates
In addition, you can highlight other communication channels such as email, forums, etc.
Feedback and closure
At the end of the kick-off meeting, open a Q&A session that allows team members to express their opinions freely.
If there's not enough time to make everyone's team members work easier, ask them to send their inquiries and feedback via email. Once you look at these emails, you can set up another discussion to address these issues.
Never drag out a scheduled meeting too much, as this can be a bad example. Before everyone leaves, summarize the meeting and name the action items and next steps.
Conclusion
In conclusion, there are four main areas that should be highlighted in the kick-off meetings of the project.
Be prepared for the opening meeting. Demonstrate your ability to organize and lead.
Empower your team members. Assign them responsibilities.
To develop and develop teamwork.
Demonstrate your leadership skills.
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