Kickstarting success: What is a kickoff meeting and how to come prepared

You have signed the contract and completed all the paperwork. What comes next? The kickoff meeting! You may be asking yourself what it is and why we need it. Here is an overview.

Patryk Rokicki

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Scrum Master

Welcome to a kickoff meeting

The kickoff meeting serves as an opportunity for you and our team to get to know each other and establish a working relationship. It sets the stage for a successful collaboration. By discussing potential roadblocks and concerns, the team can proactively address them, which saves time and resources. It ensures that both parties are on the same page regarding the project timeline and processes. Clear communication and the exchange of ideas are crucial for the best outcome.

Who is participating?

You can expect to meet your own dedicated team of experts, which may include a brand designer, product designer, communication expert, or developers depending on the scope of your project. A project manager will always be present, introducing everyone and keeping the flow. From now on, we are one team, working together towards a common goal.

Kickoff agenda

Although each agenda is personalized, the project manager will still check off similar points.

Introduction

You will be introduced to the team members who are assigned to the project. This is an opportunity to get to know each other and establish a rapport. You will also introduce your own team members and provide an overview of your company and the project. You will likely be asked who the decision maker is on your side.

Project Scope

By outlining the scope of the project early on, both parties can ensure that they are in agreement on what will be delivered and how to avoid misunderstandings or scope creep later.

This includes defining the goals and objectives of the project, as well as the deliverables that will be produced. It's also important to discuss any constraints or limitations that may impact the project, such as budget, timeline, or resources. By addressing these upfront, the team can work together to find solutions and make sure that the project stays on track.

Process

In some projects, we will discuss either waterfall or agile methodologies to help you better understand our processes.

Waterfall methodology is a linear and sequential approach to project management, with each phase of the project completed before moving on to the next. This method is best suited for projects with well-defined requirements and a clear scope.

Agile methodology is an iterative and flexible approach that emphasizes collaboration, continuous improvement, and adaptability. It is ideal for projects with changing requirements or a need for frequent feedback and adjustments.

Timeline

This includes setting clear deadlines and milestones for the project. By establishing a timeline early on, we make sure that the project is progressing on schedule. It's important to be realistic when setting deadlines and to factor in any potential delays or unforeseen issues. The timeline should also be flexible enough to accommodate any changes or adjustments. The project manager will work with you and the team to execute the timeline and monitor progress.

Action points

We will set action points on what is to be done after the kickoff meeting - setting the date of our workshop, allowing file access, or passing all additional materials that happen to be beneficial.

Q&A

Do you have any questions? :)

Do you need to come prepared?

Well, we do not expect you to have any extra documents than those you have previously provided or be equipped with information you simply don’t have.

What is important is to attend the kickoff with an open mind. Both you and the team bring their own expertise and perspectives to the table. By being open to new ideas and approaches, the collaboration can lead to innovative solutions and a better final product. It's also important for both sides to be willing to listen to feedback and suggestions. This way, the cooperation will also be much more pleasant and collaborative, resulting in a friendly and productive relationship.

Looking forward to seeing you at the kickoff! It's going to be fun - pinky promise!

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Takeaways

Don’t let that grumpy face fool you – embracing processes, problems, projects and pitching Frank Ocean at a moment’s notice