Kick-off Meeting Agenda & Checklist Kick-off Meeting Agenda A. Why is this project being undertaken? (Answer team member questions regarding why the project is being done at this particular time; how it fits in with other initiatives; how important is it.) B. Project Overview Section: (Present the specifications for the project. Make sure each team member has a clear understanding of the wording.) C. Introductions: (Introduce the team member and explain each person’s role.) D. Develop Team Norms: (Develop meeting norms i.e., never let a meeting run longer than two hours; arrive on time; stick to the agenda; come to meeting prepared; do not interrupt each other during discussions; focus disagreements on project outcomes, not personalities.) E. Communication, Collaboration and Conflict Resolution: (Discuss concepts such as team member feedback; shared roles list; means for conflict resolution.) F. Project Planning Process: (Distribute a sample planning process Gantt chart to team members and explain that you will collaboratively lead them through creating the PROJECT plan.) • Team creates a project task list • Project Manager leads team through creating a PROJECT Gantt chart schedule • Project Manager will create a critical path chart • Project Manager and team will conduct risk analysis and develop contingency plans • Project Manager, Technical Manager and team – referring to the PROJECT Gantt chart schedule – will check team member availability • Project Manager and team members will follow the planning Gantt chart until project is launched • Project Manager will explain the details of each planning task as the team gets to it G. Validating the Project Planning Gantt Chart: (Determine that the time line and meeting dates on the sample planning Gantt chart will work for team members. If not, revise as necessary.) H. Task List: (The team will create the task list. See example worksheet.) I. Action Items: (Each team member will leave the kick off meeting with an action item consisting of creating a task list of all project tasks, emphasizing each team member’s particular responsibilities. These lists will be brought to the next meeting.) J. Next Meeting Date: (Set the next meeting date and any subsequent meeting dates at the team agrees upon. Be respectful of team members other commitments when scheduling meetings.) Kick-off Meeting Agenda & Checklist Sample Project Planning Gantt Chart ID Task Name Duration Start Finish % Complete 1 Finalize Objectives 1 day Mon 12/20/04 Mon 12/20/04 0% 2 Recruit Team 3 days Tue 12/21/04 Thu 12/23/04 0% 3 Kick Off Meeting 1 day Fri 12/24/04 Fri 12/24/04 0% 4 Develop Task List 5 days Mon 12/27/04 Fri 12/31/04 0% 5 Develop Gantt Chart 3 days Mon 1/3/05 Wed 1/5/05 0% 6 Develop Critical Path Plan 1 day Thu 1/6/05 Thu 1/6/05 0% 7 Initial Resource Availability Check List 2 days Thu 1/6/05 Fri 1/7/05 0% 8 Risk Analysis/Audi 5 days Mon 1/10/05 Fri 1/14/05 0% 9 Resource Availability Recheck 2 days Mon 1/17/05 Tue 1/18/05 0% 10 Revise Gantt Chart 1 day Wed 1/19/05 Wed 1/19/05 0% 11 Develop Budget 2 days Thu 1/20/05 Fri 1/21/05 0% 12 Project Plan Presentation 1 day Mon 1/24/05 Mon 1/24/05 0% 13 Adjust Plan As Necessary 1 day Tue 1/25/05 Tue 1/25/05 0% 14 Lead and Monitor Project 5 days Wed 1/26/05 Tue 2/1/05 0% Kick-off Meeting Checklist Prior to the Meeting: • List of participants (keep numbers in line with meeting's purpose). • Were the attendees of the Kick-off meeting decided on at the Pre-meeting • Who needs to attend the meeting? • Who needs to receive a copy of the Meeting Minutes? • Have team members been contacted about their participation on the project? • Have the Managers of the team members agreed to allow their participation? • Prepare the Kick-off meeting Agenda with time frames. • What is the purpose of the meeting? • Was the Kick-off meeting discussed at the Pre-meeting? • Were the topic leaders decided at the Pre-meeting? o If so, is the presenter or discussion leader for each topic listed on the agenda? • Is there a time allotment noted for each topic? Kick-off Meeting Agenda & Checklist • Has the Kick-off meeting Agenda been placed in the Benefits Administration folder on the lan? • Prepare any Handouts for the Meeting. • Have you made copies of the Kick-off meeting Agenda for each attendee? • Is there any information that needs to be distributed prior to the meeting and discussed at the meeting? • Schedule Facilities (seating, temperature, audio-visual equipment). • Is the room big enough to hold all of the meeting participants? • Is there a need for audio-visual equipment? • Is the room, where the meeting will be held, available during the desired meeting time? • Are there alternate meeting facilities that can be used? Scheduling the Meeting: • Schedule the meeting at least 3 days in advance using Groupwise Calendaring. • When scheduling the meeting, include a copy of the agenda for the meeting. • When scheduling the meeting, include the room where the meeting will be held. • When scheduling a meeting with outside vendors, send an e-mail stating there will be a meeting, the agenda for the meeting as well as the administrative details such as when and where it will be. Ask those invited to accept or decline the meeting. • Ask participants requesting an agenda item to contact you no less than two days before the meeting with their request and the amount of time they will need to present it. After the Meeting: • Have the minutes been written up? Within 2 business days of the meeting? • Have copies of the minutes been distributed to each meeting participant? • Have copies of the minutes been distributed to the people listed in the Project Team, Project Sponsor, and Project Communications fields on the Project Profile?