{"id":10167,"date":"2025-07-14T08:00:00","date_gmt":"2025-07-14T08:00:00","guid":{"rendered":"https:\/\/twproject.com\/?p=10167"},"modified":"2025-08-05T10:00:36","modified_gmt":"2025-08-05T10:00:36","slug":"kick-off-meeting","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/kick-off-meeting\/","title":{"rendered":"The kick off meeting: how to set up a project start meeting and get the best results"},"content":{"rendered":"\n<p>A<strong> <a href=\"https:\/\/twproject.com\/blog\/project-life-cycle-phases-and-characteristics\/\" target=\"_blank\" rel=\"noopener\">project lifecycle<\/a><\/strong> often involves many meetings with different purposes.<\/p>\n\n\n\n<p>One of these meetings is the so-called <strong>kick off meeting <\/strong>or<strong> preliminary project meeting<\/strong>.<\/p>\n\n\n\n<p>This meeting is an important communication tool between project manager, team and stakeholders.<\/p>\n\n\n\n<p>If organized and properly executed, a preliminary meeting can help the project manager in order to handle the project more easily and with fewer obstacles.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENT INDEX<\/h5>\n<ul>\n<li><a href=\"#kick\">What is a kick off-meeting?<\/a><\/li>\n<li><a href=\"#when\">When does a kick off-meeting take place?<\/a><\/li>\n<li><a href=\"#purpose\">What is the purpose of a kick off meeting?<\/a><\/li>\n<li><a href=\"#perform\">How to perform a successful kick off meeting?<\/a><\/li>\n<li><a href=\"#monitoring\">From kick-off meeting to monitoring: how to maintain alignment over time<\/a><\/li>\n<li><a href=\"#benefits\">Kick off meeting benefits<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p><a name=\"kick\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is a kick off-meeting?<\/h2>\n\n\n\n<p>More precisely, a <strong>preliminary meeting<\/strong> is one of the first meetings held among <strong>project stakeholders<\/strong> at the time of <strong>launching a new project.<\/strong><\/p>\n\n\n\n<p>This meeting can include all project stakeholders, up to the highest levels, such as <strong>project sponsors<\/strong>, management and project managers, as well as <strong>team members<\/strong>.<\/p>\n\n\n\n<p>In this phase, the <strong>objective of the kick-off meeting<\/strong> is defined, i.e. to clarify goals, roles and priorities in order to start with a common vision.<\/p>\n\n\n\n<p>This meeting offers the project manager the opportunity to<strong> define the common goal<\/strong> and create consensum on <strong>objectives<\/strong>, <strong>roles and responsibilities<\/strong> <strong>of each participant<\/strong>.<br><a name=\"when\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When does a kick off-meeting take place?<\/h2>\n\n\n\n<p>If the project is small, <strong>the kick-off meeting<\/strong> usually takes place after <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-kick-off-a-project-successfully\/\" target=\"_blank\" rel=\"noreferrer noopener\">the start-up process<\/a><\/strong> with all team members. <\/p>\n\n\n\n<p>In fact, the same team is involved in<strong> planning and execution of the project<\/strong>.<\/p>\n\n\n\n<p>Furthermore, if some team members don\u2019t know each other, this could be their first meeting together.<\/p>\n\n\n\n<p>In small projects usually only one <strong>preliminary project meeting<\/strong> takes place.<\/p>\n\n\n\n<p>If the project is a big project, however, the kick-off meeting takes place when the <strong><a href=\"https:\/\/twproject.com\/blog\/gantt-for-a-project-productive-advantage-or-disadvantage\/\" target=\"_blank\" rel=\"noreferrer noopener\">project planning<\/a><\/strong> is completed and the project is about to start.<\/p>\n\n\n\n<p>In both cases, the kick-off is an essential step that officially marks the <strong>start of the project<\/strong> and determines its operational and communication rhythm.<\/p>\n\n\n\n<p>In a <strong>multi-phase project<\/strong>, preliminary meetings can be scheduled at the beginning of each phase.<\/p>\n\n\n\n<p>If the project is complex and distributed over a large geographical area, the meeting will be a <strong>virtual kick-off meeting<\/strong> in which all participants can communicate each other in an <strong>online call or video call<\/strong>.<br><a name=\"purpose\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is the purpose of a kick off meeting?<\/h2>\n\n\n\n<p>A project team can be made up of new team members, so it is important to have one <strong>session to allow team members to meet each other<\/strong>.<\/p>\n\n\n\n<p>This meeting also helps to improve the <strong>feeling of trust<\/strong> and promotes discussion and mutual agreement between team members.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"630\" height=\"420\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-630x420.jpg\" alt=\"kick off meeting\" class=\"wp-image-10171\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-630x420.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-1130x753.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-1500x1000.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-705x470.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-450x300.jpg 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure><\/div>\n\n\n<p><\/p>\n\n\n\n<p>Then, the meeting helps all team members <strong>to become aware of the objectives of the project<\/strong>, of the hypotheses, of the constraints, of the deliverables, providing clarity on what each participant must do during the <strong>phases of the project<\/strong> and how the <strong>expected results<\/strong> will be monitored.<\/p>\n\n\n\n<p>The challenges, methods, procedures, plans, <strong>work environment<\/strong> and roles of each stakeholder, etc. are also taken into consideration.<\/p>\n\n\n\n<p>A<strong> successful kick off meeting<\/strong> can be a boost for the future of the project.<br><a name=\"perform\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to perform a successful kick off meeting?<\/h2>\n\n\n\n<p>If the project is large and complex, you can have<strong> internal and external meetings<\/strong>.<\/p>\n\n\n\n<p>Internal kick off meetings are scheduled between team members and the project manager to <strong>better understand the project<\/strong>, aligning each other.<\/p>\n\n\n\n<p>In an external kick off meeting, all the stakeholders comes into play and the customer is taken in consideration also.<\/p>\n\n\n\n<p>Then, they will discuss about the project, the objectives, <strong>the context and the responsibility of each team member<\/strong>.<\/p>\n\n\n\n<p>It is also important to discuss about the <strong>communication and reporting system<\/strong> within the team and with project stakeholders.<\/p>\n\n\n\n<p>Generally, the meeting is closed with a <strong>question and answer<\/strong> session in ordert o help the team in the problem solving.<\/p>\n\n\n\n<p>Once the <strong>internal kick off meetin<\/strong>g is finished, the next step will be schedule an <strong>external kick off meeting<\/strong> with the customer.<\/p>\n\n\n\n<p>This will be the opportunity to<strong> fully understand the customer and his expectations<\/strong>, clarifying any doubts and to explain how the project manager is going to <strong>handle planning and execution of the project<\/strong>, etc.<\/p>\n\n\n\n<p>Following are some steps to follow to achieve an effective <strong>kick off meeting<\/strong>.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">1) Schedule the meeting<\/h4>\n\n\n\n<p>The project manager decides the topics to be discussed during the meeting.<\/p>\n\n\n\n<p>For example, it may include a session about the team presentation, the introduction of the project and the objectives, milestones, constraints, etc.<\/p>\n\n\n\n<p>Using project management software such as <a href=\"https:\/\/twproject.com\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Twproject<\/strong><\/a>, which integrates the project into a shared agenda, you can create meetings assigned to the resources involved and linked to the project with discussion points and meeting minutes!<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">2) Lead the meeting<\/h4>\n\n\n\n<p>The project manager, as project coordinator, leads and directs the meeting as previously scheduled.<\/p>\n\n\n\n<p>It is important for the PM to <strong>set and communicate the expectations and requirements<\/strong> to the participants.<\/p>\n\n\n\n<p>The team will have to know exactly how many days it will have to work, the roles within it, the practical issues, for example how to request holidays,<strong> how to communicate with the project manager<\/strong>, etc.<\/p>\n\n\n\n<p>Explaining <strong>the communication and reporting system<\/strong> is important as well.<\/p>\n\n\n\n<p>Clarifying in which format the reports are needed and how often meetings or communications will be essential.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"630\" height=\"421\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-2-630x421.jpg\" alt=\"kick off meeting\" class=\"wp-image-10172\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-2-630x421.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-2-1130x754.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-2-1500x1001.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-2-705x471.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/kick-off-meeting-2-450x300.jpg 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure><\/div>\n\n\n<p><\/p>\n\n\n\n<p>It should be never forget, the explanation on <strong>business needs<\/strong> and why the project is important for the customer and for the company.<\/p>\n\n\n\n<p>Each project presents risks and, even these, together with possible solutions, must be exposed during the meeting.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">3) Close the meeting<\/h4>\n\n\n\n<p>As said before, at the end of the meeting it is appropriate to hold a <strong>question and answer session<\/strong>.<\/p>\n\n\n\n<p>Here the participants can ask all the questions and receive &#8211; hopefully &#8211; all the answers.<\/p>\n\n\n\n<p>The meeting generally closes with thanks to the project manager.<\/p>\n\n\n\n<p>Furthermore, the PM will leave an open communication channel, emphasizing his availability to be contacted for any further questions or clarifications.<\/p>\n\n\n\n<p>Once the meeting is over, it will be necessary to prepare a summary <strong>meeting summary<\/strong> with <strong>key points <\/strong>and <strong>next steps<\/strong> to follow and send it to all the participants and interested stakeholders who could not be present.<\/p>\n\n\n\n<p><a name=\"monitoring\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">From kick-off meeting to monitoring: how to maintain alignment over time<\/h2>\n\n\n\n<p>The kick-off meeting serves not only to define the project phases and expected results, but also to set up a monitoring system that prevents future misunderstandings. Each participant must leave the meeting with clear indicators of success and tools for communicating progress.<\/p>\n\n\n\n<p>For a project manager, this means:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Establish <strong>metrics and <a href=\"https:\/\/twproject.com\/blog\/project-milestones\/\" target=\"_blank\" rel=\"noreferrer noopener\">milestones<\/a><\/strong> right from the start to guide the subsequent phases.<\/li>\n\n\n\n<li>Agree on reporting methods and frequency to reduce delays or surprises during the project.<\/li>\n\n\n\n<li>Create a shared document summarising the key points that emerged during the <strong>kick-off meeting<\/strong> (agenda, risks, priorities).<\/li>\n\n\n\n<li>Use the kick-off to align change management: any changes to the <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-create-a-strategic-project-plan\/\" target=\"_blank\" rel=\"noreferrer noopener\">project plan<\/a><\/strong> will be easier to communicate if stakeholders are already familiar with processes and roles.<\/li>\n<\/ul>\n\n\n\n<p>This approach transforms the kick-off meeting into a strategic tool for the entire life of the project, improving trust and collaboration between teams and stakeholders.<\/p>\n\n\n\n<p><br><a name=\"benefits\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Kick off meeting benefits<\/h2>\n\n\n\n<p>Following a short list of the benefits you get from a preliminary meeting:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It helps team members to know each other;<\/li>\n\n\n\n<li>Defines the roles and <strong>the authority of the project<\/strong>;<\/li>\n\n\n\n<li>It helps team members <strong>to understand project goals<\/strong>;<\/li>\n\n\n\n<li>It helps team stakeholders <strong>to understand milestones, risks, project requirements and constraints of the project<\/strong>;<\/li>\n\n\n\n<li>It helps the project manager to get <strong>support, consensus and trust<\/strong> from all stakeholders;<\/li>\n\n\n\n<li>It allows to all participants to <strong>ask questions clarifying their doubts<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p>A preliminary meeting is the <strong>key to completing the project<\/strong>.<\/p>\n\n\n\n<p>An important tool to make all team members meet each other and to motivate them to <strong>reach the target<\/strong>.<\/p>\n\n\n\n<p>This is also the moment when the project manager can show his leadership qualities for the first time and start<strong> building a relationship of trust with the team and the stakeholders<\/strong>.<\/p>\n\n\n\n<p>For all these reasons, a project manager must adequately<strong> prepare the kick-off meeting<\/strong> and link it to a clear <strong>project plan<\/strong> to increase the likelihood of its success.<\/p>\n\n\n\n<p>To make this process even easier, tools such as <strong><a href=\"https:\/\/twproject.com\/blog\/the-best-project-management-software\/\" target=\"_blank\" rel=\"noreferrer noopener\">Twproject<\/a><\/strong> can make all the difference.<\/p>\n\n\n\n<p><strong>Twproject<\/strong> allows you to integrate your agenda, task management and milestone monitoring, ensuring that every participant is always aligned with the objectives and results.<\/p>\n\n\n\n<p>In this way, the kick-off meeting is not just an initial event, but becomes part of a collaborative workflow that accompanies the entire project lifecycle.<\/p>\n\n\n\n<div class=\"tw_promobox box_type2 sBlue sFilter sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/get-it-now-r.jpg'); background-size: 140%; background-position: -90px -290px;\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Start planning the kick off meeting of your project.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/twproject.com\/on-your-server\/\"><span class=\"avia_iconbox_title\">Try Twproject!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>A project lifecycle often involves many meetings with different purposes. One of these meetings is the so-called kick off meeting or preliminary project meeting. This meeting is an important communication tool between project manager, team and stakeholders. If organized and properly executed, a preliminary meeting can help the project manager in order to handle the &hellip; <a href=\"https:\/\/twproject.com\/blog\/kick-off-meeting\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;The kick off meeting: how to set up a project start meeting and get the best results&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":27309,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58,88],"tags":[],"class_list":["post-10167","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-resource-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>The kick off meeting: how to set up a project start meeting<\/title>\n<meta name=\"description\" content=\"How to organise an effective kick-off meeting? 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