What's project kickoff meeting agenda?

Date / Time. Location.

Meeting Objectives:

To obtain a common understanding and buy-in of the project mandates.

How many points will be discussed.

The details of the meetings.

Time table of the meeting.

1. Project Vision
2. Measures
3. Project Scope
4. Project Proposal
5. Stakeholders
6. Other Projects
7. Project Risks
8. Who Is Doing What

I found the following on https://www.nd.gov/itd/files/

Project: Project Name

Date & Time: Date & Time of Meeting

Location: Location of Meeting

Invitees: List the names of individuals invited to the meeting.  Invitees should include the Project Manager, Project Team, Project Sponsor, and any Customers with a vested interest in the status of the project. During the meeting, note who actually attended.

Use the following suggested times as guidelines–the time you need to cover agenda topics will vary depending upon the needs of the project.

• Introductions - Project Manager (5 min.)

Project Manager welcomes everyone and briefly states the objective of the meeting. Allow individuals to introduce themselves, and provide a description of their role within the Performing Organization and their area of expertise and how they may be able to contribute to the project efforts. The material to be presented by the following agenda topics should come right from the Project Charter.

• Meeting Ground Rules - Project Manager (5 min.)

For example, one person talks at a time, speak to the agenda and topic, etc.

• Sponsor’s Statement - Project Sponsor (5 min.)

After brief introductions, the Project Sponsor should describe the vision for the project, demonstrate support, and advocate for its success, setting it as a priority for all parties involved.

• Project Background and Purpose- Project Manager (5 min.)
• Project Objectives - Project Manager (10 min.)
• Project Scope & Schedule - Project Manager (15 min.)
• Roles & Responsibilities - Project Manager (10 min.)

When reviewing roles and responsibilities be explicit about expectations relative to stakeholder availability and Project Sponsor commitment and support for the project.

• Next Steps - Project Manager (5 min.)
• Questions (10 min.)

ADDITIONAL INFORMATION:

Handouts:

Provide a list of the material to be distributed to the attendees. Be sure that one of the Project Team members in attendance is scribing for the session, capturing important project-specific information that requires further review or discussion as well as potential issues that could impact the project. The notes will be compiled into meeting minutes to be distributed to all the attendees and retained in the project repository.

Decisions

Document each project decision reached and its impact. Also indicate if the decision requires follow-up actions. If so, these should be captured below.

Issues

Document any project issues identified and its impact. Also indicate if the issue requires follow up actions. If so, these should be captured below.

Action Items for Follow-up

Capture any follow up activities and the individual responsible for them as well as set a date as to when the action needs/should be completed. At the end of the meeting, the scribe should recap the action items. These should also be included in the meeting notes to be distributed."

It needs to be discussed with it the Project Management Plan, along with its sub plans, execution times, roles and responsibilities, and deadlines for handling the project activities.

Mainly, there are  8 Agenda Items, you should consider  for a Project Kickoff Meeting:

·                     Project Vision  (Why Project Exists)

·                     Measures (How the success will be measured)

·                     Project Scope (Self Explanatory) 

·                     Project Proposal (Review start up documentation)

·                     Stakeholders (who all are involved)

·                     Other Projects (if any relationship)

·                     Project Risks 

·                     Who is Doing What (Role defining)