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As understood in project management certification online - the key steps in the preparation for the project kick-off meeting are:
Step 1: Develop the project objectives, goals and deliverables
These aspects will
guide project personnel decisions as well as the development of the project
plan. Make a list of them and double-check that your project objectives and
goals are in sync with the project deliverables.
Step 2: Identify the project team members and their responsibilities
The size of the
team will be determined by the project's size, complexity, and nature.
Ascertain that all of your project stakeholders are identified so that you and
your team can agree on how to build a communication plan to keep them informed
throughout the project. Internal communication will be aided by creating a
project team contact list that contains each member's name, responsibilities,
department, physical location, phone number, and e-mail address.
Step 3: Develop project assumptions and risk list
It's critical for
project team members to understand the project's key assumptions. Clearly
identify project hazards, particularly if the timeframe is seen as difficult.
Step 4: Develop the preliminary project plan
Make a preliminary
project plan before the kick-off meeting. The goal is that you will be
completely prepared for the meeting as a consequence of having a plan created
with projected work, money, and a clear deadline.
By drafting the
project plan's tasks, responsibilities, and deadlines ahead of the kick-off
meeting, you may save a lot of time. As understood in project management certification online - this
exercise will help you assess whether you have the proper resources, identify
risks, and define the appropriate dates for tasks and milestones, all of which
can be discussed and handled during the meeting if concerns arise.
Step 5: Define key success factors
Every member of the
project team should understand what it takes to complete a successful project.
Take the time to outline each item that will be necessary for success in clear
words. Check your list with the project's owner to make sure it's accurate.
Step 6: Schedule the project kick-off meeting
The kick-off
meeting should be attended by all members of the project team. Send an email to
each participant with their chosen time and day, as well as choices in case
they are unable to attend.
Step 7: Send the kick-off meeting materials to all participants
Send a packet of
meeting materials to each attendee on the scheduled day. Request that each
individual carefully evaluates the project plan. Indicate that further details
will be covered during the kick-off meeting and that everyone should
understand their role in the plan. Explain that at the meeting, there will be a
Q&A session to answer any questions.
Step 8: Identify key issues and project dependencies
Before the kick-off
meeting, go over the project plan and develop a list of items you wish to bring
up. Potential bottlenecks, impact concerns, danger regions, and so on are all
important considerations.
Want to learn
more about preparing an effective project kick-off meeting? Take on the PMP Certification Toronto today!