By
The Butter Team

Project Kickoff Meeting Agenda Template

Use this meeting template to set the context, expectations, responsibilities, and delivery timelines at the start of a new project.

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What is a project kickoff meeting?

A project kickoff meeting is the first meeting you hold with your project team. This include your client, if you have one!

Take the kickoff meeting as an opportunity to boost your team’s morale, align on expectations for the project, and to make a concrete plan as to how you’re going to get it done. 💪

Objectives of a project kickoff meeting

The goal of a project kickoff meeting is to:

  • Set the context for the project
  • Align on project expectations
  • Set communication guidelines
  • Set clear responsibilities
  • Establish delivery timelines

How to use this template

Here’s what’s included in this agenda template:

1. Welcome and introductions 👋

Time: 10 minutes

Tools: Music Playlist, Integrations

Briefly introduce yourself, then invite everyone in the room to introduce themselves as well.

If you are taking meeting minutes, now is the time to appoint a scribe. They can use the Notes feature or the Google Doc integration.

2. Context and project goals 🎯

Time: 5 minutes

Start with goals and high-level company expectations for this project.

Give some background about the context and the reasons why the project is essential. Explain: What problem(s) are we trying to solve? Why now? What are we hoping to achieve?

3. Deliverables and timeline 📦

Time: 5 minutes

Detail what success will look like at the end of the project.

  • What are the expected deliverables?
  • What results are to be expected?
  • What changes need to be seen?
  • What's the expected deadline?
  • What are the most important milestones along the way?

4. Roles and responsibilities 🧩

Time: 10 minutes

  • Who is going to be involved, and in what capacity?
  • What are the roles and responsibilities of each team member?
  • Who is the main project team and what are the dependencies to other streams/departments/teams?

5. Ways of working 💪

Time: 15 minutes

  • When and how will the team convene, and how will they communicate during the project? The goal is to identify who needs to know what, and how you will keep the relevant people in the loop.
  • How are you going to make decisions?
  • How will you make sure everyone is making the desired progress?
  • How will you tackle setbacks and challenges?

6. Next steps 👣

Time: 5 minutes

What are the next steps on the timeline, and when is the next time you'll meet for an update?

7. Q&A 💬

Time: 10 minutes

Tools: Poll

Address any questions or doubts before thanking everyone and closing the meeting.

You can use an anonymous poll with voting to collect the questions and see how many team members have the same doubts.

About the creator

Anamaria Dorgo is the Head of Community at Butter. Her mission is to create a space where facilitators, workshoppers, trainers, design thinkers, and innovation and strategy consultants can team up, share best practices, tackle challenges collectively, and accelerate their careers together with like-minded people. 🙌

Duration

30-60 mins

Tools used

Categories

Meetings
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