Every project team member needs to know what it takes to have a successful project. Take the time to define in specific terms each item that will be required for success. Validate your list with the project owner(s).
Step 6: Schedule the project kickoff meeting
It is important for all project team members to participate in the kickoff meeting. Send a communication to each participant with a preferred time and date and include options in case they are unavailable. Even if someone is “out of pocket,” he or she can participate by phone.
Your goal here is to assemble the entire team so they all hear the same message at the start of the project. Instruct all participants to look for meeting materials on a specified date and to prepare for the meeting by reviewing them.
As soon as you have a firm time and date, schedule a conference room and phone services to support conference calls, as needed. Plan for a 90-minute meeting.
Personal note
In a recent project, I had 12 team members from four company departments located in seven physical office locations in five cities. It’s not always feasible to get all team members in the same conference room, as in this case. By preparing a solid agenda, providing supporting documentation ahead of time, and organizing the flow of the meeting, you can conduct an excellent kickoff meeting that gets all participants focused on the same objectives, even when many do not know one another.
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