What is a project kick-off meeting?
Project kick-off is the initial meeting of the project with the client’s team and the engineering design consultants’ team. A similar kick-off meeting is also held after contractor finalisation and before mobilisation. Sometimes, the kick-off meeting is internal also- the engineering design consultants have a meeting to set the pace for the project team.
Usually, the project manager from the client’s side initiates the kick-off meeting. Sometimes, the architect, engineering design consultants, or project management consultants also begin the meeting.
Purpose of the project Kick-off meeting
Project kick-off meetings are essential in any project:
- It helps ensure that all are on the same page regarding the project goals.
- The meeting is to inform the vendors about the scope, project timelines, and communication protocol.
- It sets the safety protocol
- Individual responsibilities are assigned.
- It minimises conflicts later in the project.
- The kick-off meeting helps reduce miscommunication.
- It sets the tone for the remaining phases of the project.
The project Kick-off prepares the entire project team, and all the project stakeholders have the same understanding of the project goals. Additionally, this meeting prepares them for a successful project.
Agenda of the meeting
Ideally, the project manager should share the agenda with the participants well in advance. The agenda of the meeting should include the following:
- Introduce the team
- Understand the project purpose and align project expectations.
- Understand what a successful project is
- Agree on how to work together
- Project scope or the scope of the contractor
- The project timelines
- Dos and Don’ts for the project
- Communication protocol
- RFIs
The meeting should end with questions and answers to clarify all queries. Subsequently, the project manager or his team notes and circulates the minutes of the meeting.
When is a project kick-off meeting held?
Typically, a project kick-off meeting is held after preparing the project charter. But, a kick-off meeting is a good starting point for a new contractor or vendor.
Is an engineering design consultant needed in a kick-off meeting for industrial projects?
The engineering design consultant forms an essential part of the project team. Their presence in a kick-off meeting is necessary. They ensure clarity in the project requirements and will be able to explain the specifications to the contractors/ vendors.
Finally, a well-planned kick-off meeting is often the first step to a successful project.
