Kickoff Meeting

March 22, 2025
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What is a Kickoff Meeting?

A kickoff meeting is the first formal gathering between a project team and stakeholders to align on project goals, expectations, and roles before work begins. It sets the tone for the project, introduces key participants, and provides a shared understanding of the project’s purpose and scope. This meeting often includes reviewing the project plan, timelines, deliverables, communication strategies, and any risks or constraints. It serves as a launch point for collaboration and helps ensure everyone starts on the same page.

The kickoff meeting can be internal, involving only the project team, or external, including clients or sponsors. The project manager usually leads it, which involves presentations, open discussions, and question-and-answer sessions to address any uncertainties.

Key Points

  • A kickoff meeting typically occurs after project approval and before execution begins.
  • It introduces the team members, their roles, and the project’s overall structure.
  • The meeting ensures alignment on project objectives, deliverables, and success criteria.
  • It helps identify potential risks and encourages proactive planning.
  • Open communication during this meeting helps build trust among team members and stakeholders.

Related Terms

  • A project charter often provides the foundational information discussed during the kickoff meeting.
  • A project sponsor usually participates in the kickoff meeting to communicate executive support and strategic importance.
  • Project managers frequently introduce or review a communication plan to clarify how they will share updates and decisions throughout the project.
  • The project team may establish an issue log following the kickoff meeting to track problems that arise during execution.
  • A stakeholder register helps identify and understand the interests and influence of those attending or affected by the meeting.

Kickoff Meeting: Example

A marketing agency is about to launch a new campaign for a client. Before work begins, the project manager schedules a kickoff meeting with the creative team, the client, and stakeholders. During the session, they review the campaign objectives, assign roles, set timelines, and discuss the communication process. Questions from the client help clarify deliverables, and the team leaves the meeting with a shared understanding of expectations and the path forward.

Kickoff Meeting: Best Practices

  • Schedule the meeting early and ensure all key participants can attend.
  • Prepare an agenda and share relevant documents in advance.
  • Encourage active participation to address concerns and clarify expectations.
  • Clearly define roles, responsibilities, and next steps.
  • Document outcomes and share meeting notes to reinforce alignment.

Additional Resources

Project Kickoff     How to Facilitate Productive Project Planning Meetings

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