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Project Kick-off. 14-Jan-09. Purpose of the Project Kick-off. The project kick-off meeting is the first opportunity a Project Manager has to energize the project team and establish a common purpose toward completing the work.

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purpose of the project kick off
Purpose of the Project Kick-off
  • The project kick-off meeting is the first opportunity a Project Manager has to energize the project team and establish a common purpose toward completing the work.
  • An effective kick-off meeting will ensure that all project team members have an understanding of
    • the project objectives
    • scope and constraints
    • each team members' role and responsibility in the project
    • the high level work plan (deliverables and milestones)
    • how to track their time on the project
    • where project documentation will be located
  • The goal is to get everyone up to speed but not to discuss every item in detail.


project kick off pre requisites
Project Kick-off Pre-Requisites
  • The project charter is finalized and signed off.
  • A sufficient budget has been allocated to the project (for the next phase or for the entire project).
  • The project is approved to proceed by the sponsor.
  • A project manager / project lead is assigned.
  • The tasks/activities are defined at a high level and resource requirements have been estimated.
  • Required resources have been formally assigned to the project and have confirmed attendance at the kick-off meeting.


project kick off preparation
Project Kick-off Preparation
  • Determine the meeting time and place.
  • Create the meeting agenda and distribute it in the meeting invite along with any project documents the team should review prior to the meeting.
  • Create the project presentation using key points from the charter and other project documentation.
  • Create a team contact list.
  • Create a project repository, e.g. a project sharepoint site.
  • Create the project in PM2 for time tracking.


at the kick off meeting
At the Kick-off Meeting
  • Review the project presentation with the team.
  • Pay close attention to the questions being asked. Some issues may be identified that require follow up (do you have the right people, are you missing representation from an area, are there important details that have not been identified).
  • If possible, have the sponsor attend the meeting and provide details on the importance of the project to the University.
  • Review the project framework (ITDDM) to ensure the team understands were the project is at and how it will progress.
  • Provide the project code / name in PM2 and the link to the project repository.
  • Determine how often the team will meet and determine the best day/time of the week to schedule the meetings.


after the meeting
After the Meeting
  • Document the meeting minutes and save them in the project repository.
  • Distribute the link to the project repository, identifying the location of the minutes.
  • Schedule the team meetings.
  • Follow up on the items identified at the kick-off meeting.
  • Begin project execution.


what if
What if . . .
  • . . . I don’t know who my sponsor is?
  • . . . I don’t have a charter but have been directed to start the project?
  • . . . the project budget has not been estimated, therefore is not formally approved?
  • . . . I don’t know for sure what resources are required for my project?
  • . . . I am missing key resources but must start the project without them?
  • . . . I am not familiar enough with the project framework (ITDDM) to review it with my team?


the pmbok
  • “Project Management Body of Knowledge”
    • sum of knowledge within the profession of project management
    • used to document and standardize generally accepted project management information and practices
  • produced by the Project Management Institute
  • revised and reprinted every 4 years – fourth edition has just been released


in conclusion
In conclusion . . .

. . . follow process and progress will follow.




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