Kickoff Meeting Checklist: What You Need for a Successful Kickoff

Adriana Girdler

Getting ready to kick off a project? Here’s what you need to know. Are you planning a project kickoff meeting and need to know what …

Getting ready to kick off a project? Here’s what you need to know.

Are you planning a project kickoff meeting and need to know what you should have on your kickoff meeting checklist?

It’s really important to get your project kickoff meeting right. There are a few things that you need to keep in mind as you plan your kickoff meeting.

Give a Courtesy Call

By the time you’re ready to have your kickoff meeting, you should already be done most of your project planning: You’ve completed your scope statement, connected with stakeholders, and created your project charter. Now, one way you can set yourself up for success before the kickoff meeting is to connect with the managers of all your team members.

Why would you do this?

Keep in mind that your team reports into other people. The best way to get on their good side is to get on the good side of their managers. Let their managers know how much time you’ll need each team member for the project. That way, if you come across roadblocks in your projects, you can not only talk to the team member but to their manager as well.

Welcome Everyone

Prior to your kickoff meeting, send out a note to everyone involved to welcome them to the project. You might choose to do this in an email or even a handwritten note.

In your note, welcome them to the project by letting them know what to expect. Give them insight on the kickoff meeting, such as sending them a pre-read or outlining some roles, responsibilities and expectations. This really sets the tone for your kickoff meeting and your project as a whole!

Create Incentives

Before your kickoff meeting, consider what you can do to motivate your team. It might be something as simple as bringing treats to the kickoff meeting and providing lunch. Or you can take it a step further by doing something I love doing on my projects: Having a theme and a mascot.

Just think of it as a small thing that can bring your team together, inject fun into the project, and become a motivating factor. You’ll be surprised at how much people love this!

The Complete Kickoff Meeting Checklist

These three tips aren’t the only important aspects of planning a kickoff meeting. If you plan kickoff meetings or if you have a new project coming up, you’ll want to learn the rest of the tips I have for you when it comes to kickoff meetings.

That’s why I’ve created a video outlining all of these in more detail, plus additional tips that I didn’t mention here. So, head over to YouTube and we’ll continue to discuss this together!

I really hope that you found this helpful – and if you did, it would mean so much to me if you would share it on your social media.

Meanwhile, if you really are committed to mastering your next project, do consider taking my SLAY Project Management online course where I show you step-by-step how to successfully manage a project, plus you get access to every template you will need, along with detailed video instructions on how to fill them out.


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Adriana Girdler is a project manager, productivity specialist, entrepreneur, professional speaker, facilitator, visioning wizard, and author. As President of CornerStone Dynamics, Adriana is one of Canada’s prominent business productivity and project management specialists—helping both individuals and businesses do what they do, only better. She is a certified master black belt lean six sigma with over 20 years’ experience improving how companies work.

She also holds both PMP (project management professional) and CET (certified engineering technologist) designations. She’s a Tedx speaker, as well as a HuffPost and Thrive Global contributor. She has been interviewed on Global, CBC, CTV, CHCH, 680News Radio, Newstalk 1010, Sirius XM and published in the Globe and Mail and numerous industry magazines. WANT ADRIANA'S FREE ONLINE TRAINING? In 45 min, learn Adriana's 5 project management secrets she use on EVERY project. Sign up for the Free Webinar here: THE FAB FIVE FUNDAMENTALS OF PROJECT MANAGEMENT

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