How to set Project Goals during Kick Off Meetings?
The identification and definition of the base elements for the project should be done during kick off meetings. It is when the members of the team should be oriented and introduced to the responsibilities that they are expected to do, and the level of performance they are expected to show.
The kick off meeting should involve the client, the team members and the other stakeholders of the company. The quality standards must be emphasized during kick off meetings to ensure that the members will keep it in their mind.
Kick off meetings usually start with the agenda. It refers to the list of the topics to be discussed. This must include the purpose of the project, its goals, factors to consider achieving the plan, the communication process and the strategies or methodologies that the entire project will employ. Self-introductions must be done during kick off meetings to get familiarized with one another. This will help to make transactions much easier and will save time if they know who to approach when needed. Roles are expected to be assigned during kick off meetings and must be performed. The duties and responsibilities must also be emphasized during this stage.
After the preliminaries of the kick off meeting, the entire team is now directed to the project. The presentation of the project must include the process to be undertaken. Let the members speak up their minds and contribute to the discussion. Doing this will make them feel that they are vital to the progress of the project and would feel motivated to suggest if they are listened to. The leaders must acknowledge this act and must also provide insights.
Expectations have to be set to get people motivated to do the job. Planning trainings and program activities are encouraged to be done to build stable relationships. Being honest about the nature of work, its downside and complexity will be much appreciated by the members for them not to feel discomfort and surprised because they are not informed. Let them know in advance if there would be a need to work over time or there would be possible additional tasks to be done.
Communication planning must represent the proper channeling of issues and identifying who to seek advice from. Communication plan must be a reflection of the sessions to be performed to talk about the updates. Forums can also be done to discuss the progress of the project and the people behind it. Question and answer portion during kick off meetings will help clarify vague issues and conflicts to be resolved. However, if there is limited time to do this, feedbacks can be sent through other medium like email.
Therefore, the need to conduct kick off meetings is a must. During this stage, the goals are specified and the team must then be motivated to start and to finish the whole project. It should also promote healthy professional relationships and introduce them the leadership skills that the team should have. Providing insights on how the project is to be done would be much appreciated by the stakeholders of the company.
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