How to conduct a killer project kick off
What starts well, ends well. At the beginning of large IT initiatives, a good project kick-off can set the right tone for everyone involved. This is especially important for projects with large-scale, change management initiatives. Getting everyone on board from the start will help ease the pain with the upcoming business transition. Here are some suggestions to ensure your project starts in the best possible way.
First, name your project. If you don't, others will. You will get stuck with horrible names like "IT project", "system replacement", etc. It’s best to suggest names that are inspiring. Focus on the why. What is the value of this project? How is it aligned with your core values? Pick something short and catchy like "Project Inspire", "Project Elevate", etc. That is the first step in setting the right tone.
Second, arrange not one, but two project kick-off meetings. Change management is at the heart of the initiative. The last thing you want is for employees to hear about your project from others. You’ll want to control the message. The first meeting should be company-wide. The highest-level executive should inform everyone in the company about the project and its importance to the company overall. Key points to communicate are project name, objectives, duration, and level of employee involvement. You can keep it short and refer them to an internal website to learn more.
The next meeting should be with the project team members. You will need to be well prepared. Your team members will be excited and nervous at the same time. Provide a clear agenda before the meeting takes place. At the meeting, start by asking each team member to introduce themselves. This applies to both internal and external teams. Encourage them to share something interesting about themselves. Then, move on to the project overview: objectives, timelines, resources, roles, and responsibilities. Next, get into the mechanics of the project: methodology, phases, tools, logistics. Finally, go over the detailed schedule for the next two weeks. Then, leave enough time for project team members to ask questions. Do not rush this meeting. It can easily take two to three hours. In the end, leave some time to socialize. Maybe order food and ask team members to stay and get to know each other.
These kick-off meetings take time to prepare. Spend quality time to work on the material. This may require pre-kick-off meetings among the internal and external project managers. Take your time. Get your ducks in a row. Everything you do at this stage will set the tone for the rest of the project. Be organized, structured, articulate, confident. Others will follow your lead.
I have seen some customers go the extra mile and order coffee cups, T-shirts, banners, etc. with the project name. I found this to be highly effective in building comradery. If you do it, don't be cheap. Shoot for the best quality. Team members should feel inspired by and eager to be involved with your project. You are, once again, setting a positive tone - this time about the quality and importance of the project to the company.
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My name is Cem and this has been another gem.
