Kick-off Meeting Agenda

A. Why is this project being undertaken? B. Project Overview Section: C. Introductions: D. Develop Tea
(Answer team member questions regarding why the project is being done at this particular time; how it fits in with other initiatives; how important is it.) (Present the specifications for the project. Ma e sure each team member has a clear understanding of the wording.) (!ntroduce the team member and e"plain each person#s role.)

!or s: ($evelop meeting norms i.e.% never let a meeting run longer than two hours; arrive on time; stic to the agenda; come to meeting prepared; do not interrupt each other during discussions; focus disagreements on project outcomes% not personalities.) unication# "ollaboration and "on$lict %esolution:
($iscuss concepts such as team member feedbac ; shared roles list; means for conflict resolution.)

E. "o

F. Project Planning Process:

($istribute a sample planning process &antt chart to team members and e"plain that you will collaboratively lead them through creating the P'()*+, plan.)

Team creates a project task list Project Manager leads team t ro!g creating a P"#$ECT %antt c art sc ed!le Project Manager &ill create a critical pat c art Project Manager and team &ill cond!ct risk anal'sis and de(elop contingenc' plans Project Manager) Tec nical Manager and team * referring to t e P"#$ECT %antt c art sc ed!le * &ill c eck team mem+er a(aila+ilit' Project Manager and team mem+ers &ill follo& t e planning %antt c art !ntil project is la!nc ed Project Manager &ill e,plain t e details of eac planning task as t e team gets to it

%. &alidating the Project Planning 'antt "hart.. Task (ist: (,he team will create the tas /. )ction Ite s:

($etermine that the time line and meeting dates on the sample planning &antt chart will wor for team members. !f not% revise as necessary.) list. -ee e"ample wor sheet.)

(*ach team member will leave the ic off meeting with an action item consisting of creating a tas list of all project tas s% emphasi.ing each team member#s particular responsibilities. ,hese lists will be brought to the ne"t meeting.) (-et the ne"t meeting date and any subsequent meeting dates at the team agrees upon. /e respectful of team members other commitments when scheduling meetings.)

$. !e*t +eeting Date:

Sa ple Project Planning 'antt "hart

ID Task !a e 0 Finali1e #+jecti(es 2 "ecr!it Team 7 Kick #ff Meeting 5 De(elop Task 8ist 9 De(elop %antt C art < De(elop Critical Pat Plan : /nitial "eso!rce A(aila+ilit' C eck 8ist "eso!rce A(aila+ilit' "ec eck

Duration

Start

,inish

- "o plete 46 46 46 46 46 46 46 46 46 46 46 46 46 46

0 da' Mon 02324345 Mon 02324345 7 da's T!e 02320345 T ! 02327345 0 da' 7 da's 0 da' 2 da's Fri 02325345 Mon 037349 T ! 03<349 T ! 03<349 Fri 02325345 Fri 02370345 ;ed 039349 T ! 03<349 Fri 03:349 Fri 0305349 T!e 030=349 9 da's Mon 0232:345

= "isk Anal'sis3A!di >

9 da's Mon 0304349 2 da's Mon 030:349

04 "e(ise %antt C art 00 De(elop B!dget 02 Project Plan Presentation 07 Adj!st Plan As ?ecessar' 05 8ead and Monitor Project

0 da' ;ed 030>349 ;ed 030>349 2 da's 0 da' T ! 0324349 T!e 0329349 Fri 0320349 T!e 0329349 T!e 230349 0 da' Mon 0325349 Mon 0325349 9 da's ;ed 032<349

Kick-off Meeting C ecklist

Prior to the +eeting:

8ist of participants (keep n!m+ers in line &it meeting@s p!rposeA. ;ere t e attendees of t e Kick-off meeting decided on at t e Pre-meeting ; o needs to attend t e meetingB ; o needs to recei(e a cop' of t e Meeting Min!tesB .a(e team mem+ers +een contacted a+o!t t eir participation on t e projectB .a(e t e Managers of t e team mem+ers agreed to allo& t eir participationB Prepare t e Kick-off meeting Agenda &it time frames.

; at is t e p!rpose of t e meetingB ;as t e Kick-off meeting disc!ssed at t e Pre-meetingB ;ere t e topic leaders decided at t e Pre-meetingB o /f so) is t e presenter or disc!ssion leader for eac topic listed on t e agendaB

/s t ere a time allotment noted for eac topicB .as t e Kick-off meeting Agenda +een placed in t e Benefits Administration folder on t e lanB Prepare an' .ando!ts for t e Meeting. .a(e 'o! made copies of t e Kick-off meeting Agenda for eac attendeeB /s t ere an' information t at needs to +e distri+!ted prior to t e meeting and disc!ssed at t e meetingB Cc ed!le Facilities (seating) temperat!re) a!dio-(is!al eD!ipmentA. /s t e room +ig eno!g to old all of t e meeting participantsB /s t ere a need for a!dio-(is!al eD!ipmentB /s t e room) & ere t e meeting &ill +e eld) a(aila+le d!ring t e desired meeting timeB Are t ere alternate meeting facilities t at can +e !sedB

Scheduling the +eeting:

Cc ed!le t e meeting at least 7 da's in ad(ance !sing %ro!p;ise Calendaring. ; en sc ed!ling t e meeting) incl!de a cop' of t e agenda for t e meeting. ; en sc ed!ling t e meeting) incl!de t e room & ere t e meeting &ill +e eld. ; en sc ed!ling a meeting &it o!tside (endors) send an e-mail stating t ere &ill +e a meeting) t e agenda for t e meeting as &ell as t e administrati(e details s!c as & en and & ere it &ill +e. Ask t ose in(ited to accept or decline t e meeting.

Ask participants reD!esting an agenda item to contact 'o! no less t an t&o da's +efore t e meeting &it t eir reD!est and t e amo!nt of time t e' &ill need to present it.

)$ter the +eeting:

.a(e t e min!tes +een &ritten !pB ;it in 2 +!siness da's of t e meetingB .a(e copies of t e min!tes +een distri+!ted to eac meeting participantB .a(e copies of t e min!tes +een distri+!ted to t e people listed in t e Project Team) Project Cponsor) and Project Comm!nications fields on t e Project ProfileB