Agenda for this type of meeting should include the following discussion points:
- Meeting Objectives: What do we want to achieve at the end of this meeting.
- Project Objectives: What do we want to achieve at the end of this project.
- Project Approach: Define the main phases or components of the project, what is expected during the project, are we following a specific methodology?
- Deliverables: Discuss and document what are the expected deliverables of the project so that there are no misunderstandings on what will be produced.
- Project Team: You might want to create and organization chart of your project, including main stakeholders, steering committee members, subject matter experts and technical resources that will be participating in the project.
- Roles & Responsibilities: It is also a good idea to define the main responsibilities of each role in the project team. This will help to set expectations from the very beginning.
- Change Control: Define the process that will be used to manage change, especially scope change.
- Communication Plan: Define how the project communication will be done: Status Reports, frequency of meetings, project portal, etc.
- Risks: Identify the main potential project risks. This should be handled as a mini risk assessment session.
- High-level Requirements: This is a very important part of the meeting, since you can collect a high-level description of each requirement, usually in a few lines per requirement. It is important to identify each requirement with an identification number or ID, and if possible with a priority indicator, like high, medium, low. I have successfully used a PowerPoint table to capture requirements during the meeting so that everybody can see them when projected on a large screen.
- Timeline: Discuss a tentative timeline for the project, but be sure to let everybody know that the timeline will need to be validated once the detailed project schedule is completed.
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| Elie De Jesus |
| Posted:November 2, 2009 Subject: Agendas during kick-off meeting |
Comment |
Agenda for this type of meeting should include the following discussion points:
- Meeting Objectives: What do we want to achieve at the end of this meeting.
- Project Objectives: What do we want to achieve at the end of this project.
- Project Approach: Define the main phases or components of the project, what is expected during the project, are we following a specific methodology?
- Deliverables: Discuss and document what are the expected deliverables of the project so that there are no misunderstandings on what will be produced.
- Project Team: You might want to create and organization chart of your project, including main stakeholders, steering committee members, subject matter experts and technical resources that will be participating in the project.
- Roles & Responsibilities: It is also a good idea to define the main responsibilities of each role in the project team. This will help to set expectations from the very beginning.
- Change Control: Define the process that will be used to manage change, especially scope change.
- Communication Plan: Define how the project communication will be done: Status Reports, frequency of meetings, project portal, etc.
- Risks: Identify the main potential project risks. This should be handled as a mini risk assessment session.
- High-level Requirements: This is a very important part of the meeting, since you can collect a high-level description of each requirement, usually in a few lines per requirement. It is important to identify each requirement with an identification number or ID, and if possible with a priority indicator, like high, medium, low. I have successfully used a PowerPoint table to capture requirements during the meeting so that everybody can see them when projected on a large screen.
- Timeline: Discuss a tentative timeline for the project, but be sure to let everybody know that the timeline will need to be validated once the detailed project schedule is completed.
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