Who needs to attend the project kickoff meeting?
This will all take place before you have started working on the project or even invited them to your client portal. Our agency has taken to using an email onboarding process for recurring agreements, which means we can streamline some of the kickoff meeting, however for an adhoc project, we still prefer to do everything face to face (or at least via Skype / Zoom). There is a lot of overlap between a one off project and recurring project kickoff, but also some key differences. This one-off will pass through (a version of) your project process once. It could be ecommerce or not, but it is not a recurring monthly project. As I’ve mentioned that twice now, I hope you can see how important it is!Īs a side note, the rest of this post is going to assume the kick off for a one-off, website based sale. More often than not, these are different people both on the client and agency side of things. Secondly now the agreement has been put in place, the project has moved from those who hold the purse strings, to the team who actually need to deliver the finished result. Technical they’re now “in credit” with our agency and they are expecting something in return. This very fact brings a formality to proceedings. In our agency, this meeting sits right after the contract has been signed and the deposit has been paid. YOU are the guide for the meeting! And therefore YOU control the quality of the output. You NEED to look like you know what you’re doing. We’ve already mentioned the fact that it’s the first forum whereby members of your agency get can get their teeth into the requirements for a project, but it’s also the first meeting with a new client. It’s a unique time of any project, and from experience is one of the few items in a project process that can have repercussions right through to delivery. The Context of the Project Kickoff Meetingīefore we deep dive into the hows, whats and whys of the project kickoff meeting itself, it is important to grasp where in your project process this meeting sits. They have had the information to make the quote (and convert it into a sale), but there will more than likely be holes in the approach that need to be filled.īecause of this, nine times out of ten the project kickoff meeting is the first chance an agency will be willing to put proper resource to a project, and therefore have the proper talents sat around the table to figure out what needs to be achieved and how it will be done. But depending on the size of your agency the sale may have been made by a business development manager who may not have the technical knowledge necessary to define the scope of the project accurately. The purpose of this post isn’t to dive into your sales process. What has been sold can be substantially different from what needs to be done. not only is it the first exciting step on the project journey for both you and your client (remember, you will work on these projects every day, where as the client will only work on them once every few years), but it also gives you, the agency, the chance to explore the true scope of what needs to be achieved.īefore we get going, there’s a key point here. This is where the project kickoff meeting comes in. #2 - very few of your projects will actually follow this process to the letter, the process needs to be able to flex to accommodate different needs from different clients. #1 - you must have a project process in place Having worked for more than a decade in agencies, two things have become transparent about managing projects:
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