Keys to conducting a kick off meeting

22 of May, 2025

One of the decisive moments for the launch of any project is a kick-off meeting. If this meeting is a success, we have taken the first step on the path to success. Therefore, it is essential to know the keys for the kick off meeting to be successful.

What are kick-off meetings?

If you don’t know what we are talking about, it’s the start-up meeting. The “kick off” is the initial kick of a soccer match. Kick-off meetings are the ones where we introduce the project and explain the expectations, as well as the role each professional will play.

The main goal of kick-off meetings is to resolve doubts and validate the details of the project. In this way, they allow us to ensure that everyone starts at the same point. But remember, the meeting with collaborators is not the only type of kick-off meetings that exist:

Internal kick-off meetings: these happen at the beginning of the project. They serve to introduce the team and align them, who can ask their questions before starting it.
Kick-off meetings with clients: if the project is for a client, it allows setting expectations. It serves to present the team to the client, align ourselves with the client, detail how the collaboration between the two parties will be, etc.
Kick-off meetings with sponsors: if the project has an executive sponsor, this meeting can be held. It serves to present the purpose and objectives of the project, as well as its effects on the organization’s objectives and results.

Kick-off meetings also serve to establish the roadmap in the first weeks or months of the project. They set an agenda, so it’s not something we can leave to chance. Before the kick-off meeting, some prior work needs to be completed to ensure success.

Obtain all the necessary information

As mentioned, the first goal of kick-off meetings is for everyone to know what the project is about and what their role is. If we are going to explain what it is about and assign tasks, it goes without saying that we must have all the information. Otherwise, we will not meet this initial goal.

By “all the information” we mean forecasting results, timings, status of different elements, competition analysis… We will need to contextualize before we start assigning tasks and explaining the projected timeline for the project. Any piece of information can be decisive, however small it may seem at the beginning.

When, where, who: choose the right place and time

These are three essential elements for the success of kick-off meetings. We will avoid it coinciding with the closing of other projects. This ensures that all involved collaborators can attend. And not only that, they have the time and the right energies to attend.

The place is also important. We can have kick-off meetings in person or virtually. The first option is always preferable, as it implies greater proximity. However, virtual kick-off meetings help us overcome geographical barriers. They can be developed at the company’s facilities, but also outside.

Finally, we need to talk about who participates in the kick-off meetings. We can’t invite half the company, try to invite people based on what they can offer. This makes it easier for us to assign tasks and no one will feel excluded from the meeting. Each attendee must have their role.

Prepare the strategy

In kick-off meetings, we will present the strategy to follow in the project. At the time of celebrating it, we will have the roadmap defined. It is the time to present it to the collaborators who will take an active part in the project. We will not only present the objectives but also how we will measure success.

In the same way that we will present the objectives, we will also select the responsible ones. This must be done in advance, we can’t wait for the meeting to assign roles. If we’ve done our homework, it will be easier for us to assign tasks and establish the flows or internal communication channels between them and us.

Dynamic and effective kick-off meetings

Before having a kick-off meeting, we need to prepare the agenda. The goal is not to make the meeting eternal, but to make it brief, efficient, and motivating. That’s why we will have to define the order of the meeting and control the times. During the meeting, try to ensure that no issue is extended excessively.

You will not only lead the meeting but will also have to guide the topics. So, before the meeting, you have to make a small rundown with them. What will be discussed, what tasks will be assigned… And make sure all topics are covered. We can’t leave anything out.

When finishing kick-off meetings, it’s important to make a brief summary of the topics that have been discussed. It’s also interesting to open a question-and-answer session. Although those present have been able to raise questions during the meeting, this is the time to finish resolving doubts.

Follow-up of kick-off meetings

Given their characteristics and objectives, kick-off meetings will not be repeated. However, follow-ups to these meetings need to be done. For example, establishing a schedule of project follow-up meetings. In them, we make sure that what was exposed in this kick-off meeting is being fulfilled.

When tracking meetings, solutions such as Sesame HR play a key role. Whether in one-to-one meetings or kick-off meetings or when planning tasks, it allows us to make an effective follow-up. This way, we make sure we don’t miss anything and can recover the contents at any time.

If you want to know more about tracking meetings with Sesame HR, don’t miss the related contents in our blog! We are your reference HR software.

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

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tiagosantos

HR Content Specialist