How to make your project launch meeting a success?

Have you ever heard of the kick-off meeting? In French, it is the meeting to launch a project and it is essential to get a project off to a good start, and especially to ensure that it runs correctly and is a success.

Discover the value of a project launch meeting, how to succeed, and what mistakes to avoid.

What is the purpose of a project launch meeting?

The kick-off meeting is fundamental to the success of a project because it makes it possible to lay the foundations of the project, to inform all the people concerned and to let them take ownership of the project.

During the project launch meeting, you need to communicate the essential elements (the action plan, planning, budget, resources), establish operating rules and best practices, and ensure that everyone has the same information. Be sure to mention any difficulties and potential risks. Finally, take the opportunity to set up a positive dynamic and motivate the team.

Remember that this meeting is a space for exchanges and dialogue where each participant can ask questions and express doubts. Avoid monopolizing the word and encourage everyone to participate.

When should the kick-off meeting be organized?

The kick-off meeting must take place before the start of the project. Bring together the entire team, the stakeholders, the steering committee, etc., as soon as the project is confirmed, the specifications are validated and you have formed the project team.

For greater efficiency, organize your project launch meeting in the early morning. Coffee and croissants will be welcome to start the project in a friendly way, allowing everyone to get to know each other.

To avoid : meetings in the early afternoon when everyone is digesting and concentration is at a minimum.

Prepare well for your launch meeting

Like any meeting, the kickoff meeting requires careful preparation and organization. You need to know your project and master the key points to transmit this data to the participants. A well-prepared meeting will run smoothly, last for the scheduled time and provide answers to all possible questions.

The aim is to provide a clear and precise vision of the project as well as the objectives to be achieved. Each participant should have the same level of information, but above all they should know their role and responsibilities in the project.

To avoid : Drown participants with information. If they come out of this meeting with confused ideas, without knowing what they should do in the project, you will have missed your kickoff meeting and the project will be off to a bad start.

Define a project plan

An essential document for managing a project, the project plan is a roadmap that presents important project information:

• the goals to be achieved,
• the different stages of the project,
• the main tasks to be completed,
• the estimated budget,
• the calendar,
• the human and material resources available,
• the role and responsibilities of each person,
• potential risks,
• the communication plan.

You should prepare the project plan in advance of the kickoff meeting and present it to all participants. Afterwards, the project manager and his team can refer to this valuable document throughout the project. It should be regularly updated if changes occur during the progress of the project.

To avoid: you wouldn't build a house without a plan. It's the same for a project. Without a document that clearly states what to do, your team is likely to get lost and the project will struggle to succeed.

Introduce the project team

A new project is an opportunity to work with a new team. To get off to a good start and ensure good cohesion within the team, it is important that all the stakeholders who will collaborate together know each other. The project launch meeting is the ideal opportunity to present the entire project team and the various stakeholders.

At the start of the meeting, go around the table so that everyone can briefly introduce themselves and their role in the project. Consider distributing a document containing the contact details and functions of all stakeholders.

To avoid: Forgetting to give presentations can have negative consequences on the atmosphere within the team as well as on the motivation and involvement of your employees. Beware, this is a classic error in project management.

Recall the context, challenges and objectives of the project

The project launch meeting is the perfect moment to recall the origin of the project and the context in which it takes place in order to better understand the reasons for its realization. Present or recall the objectives of the project, the needs it must meet and the problems it must solve.

To avoid: neglecting to explain the challenges and objectives of the project is to fail to give meaning to the project. It is difficult for a team to be fully motivated and involved if they don't understand why they need to get involved.

Present the progress of the project

During the kick-off meeting, you must give concrete and precise information on the progress of the project. What will be the main stages of the project, the key dates, the deadlines and the expected deliverables?

Also present the project management method chosen, the various tools that will be used (such as a project management software) and the specificities of the project, i.e. the technical, budgetary and business constraints, the standards to be respected, the requirements, etc.

To avoid: if you are too vague, you will face the misunderstanding of your employees and everyone will waste time trying to understand what to do and when.

Conclusion

At the end of the project launch meeting, all participants must have understood the project, have a clear and precise vision of its progress and know their role. Remember to quickly send a Report to all participants. You are now ready to launch your project!