Project Acronym

/ Kick-off Meeting / Your Logo

Customer Name

/ Project ID No.:

Document Information

Project Name: / Project Name
Prepared By: / Document Author / Document Version No: / Version Number
Title: / Document Author Title / Document Version Date: / Version Date
Reviewed By: / Review Date:

Distribution List

From / Date / Phone/Fax/Email
To / Action* / Due Date / Phone/Fax/Email

* Action Types: Approve, Review, Inform, File, Action Required, Attend Meeting, Other (please specify)

** The Project Profile Repository should be used to save and share project lessons learned.

Version History

Ver. No. / Ver. Date / Revised By / Description / Filename

Kick-off Meeting Minutes

Meeting Preparation Checklist

Task / Completed?
Yes / No
Purpose – Determine purpose and objectives of the meeting
Agenda – Determine topics and presenters for the meeting; develop the agenda
Attendees - Identify customer, COMPANY and other participants who should be included in the meeting
Set Date/Time – Communicate with participants to establish a convenient date and time for the meeting.
Location – Determine an appropriate location based on number of attendees and presentation requirements
Presentation Hardware – Determine the presentation hardware that may be required to facilitate the meeting. Consider items such as overheads, projection equipment, and lecterns. If a large gathering is expected, consider the sound system requirements.
Refreshments – Determine what, if any, refreshments should be served.
Invitations – Determine the invitation format, and invite participants. Define the confirmation response required. If the meeting is being scheduled well in advance of the event, consider a reminder to all participants.

Sample Agenda

Welcome and Introduction

Introduce customer representatives and team members.

Project Introduction

Customer representatives, COMPANY representatives, and, depending upon the project, key-participant representatives. Provide opening statements regarding expectations for the project, and express commitment to working together to achieve a successful result.

Scope Review

Review the project scope to ensure everyone is aligned with the project objectives. Highlight each of the project deliverables.

Acceptance Criteria

Review the acceptance criteria for each deliverable, and confirm the acceptance testing process.

Change Control

Discuss the importance of managing and controlling changes to avoid scope creep and to focus on the mutually agreed upon baseline. Review the change management process.

Organizational Structure

Review the project organizational structure. Discuss core participants and participant relationships. Confirm authority and reporting structures. Confirm the responsibilities of the customer and COMPANY.

Project Schedule

Introduce and review project schedule. Highlight significant milestones.

Project Management

Review the project management structure for the project. Briefly address any appropriate sections from the following:

Integrated project management plan
If applicable to the project also review appropriate sections from any supporting plans including:

Scope management plan

Schedule management plan

Cost management plan

Quality management plan

Staffing management plan

Risk management plan

Risk response plan

Procurement management plan

Communications Management Plan

Review the communications plan, and establish the format, frequency, and content for all project performance communications including reports and meetings. Introduce the issue management process.

Management and Support

Review the operational support plan and support agreements.

Payment Schedules

Discuss payment schedules and invoicing procedures.

Open Discussion / Meeting Summary

Provide time for open discussion, assignment of action items, and meeting closure.

Page 1 of 3