# PROJECT KICKOFF MEETING AGENDA

> **Disclaimer — not legal advice.** This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use

**Project:** [PROJECT NAME]  |  **Client:** [CLIENT NAME]
**Date and time:** [DATE], [START TIME] to [END TIME] [TIMEZONE] (60 minutes)
**Location / link:** [ROOM OR VIDEO LINK]
**Facilitator:** [YOUR NAME]  |  **Note-taker:** [NAME]

## Attendees

| Name | Organization | Role on this project | Decides / supplies / does |
| --- | --- | --- | --- |
| [NAME] | [CLIENT] | Final approver | Decides |
| [NAME] | [CLIENT] | Day-to-day contact | Supplies content, coordinates |
| [NAME] | [CLIENT] | [e.g. IT, legal, sales lead] | Supplies [ACCESS / REVIEW] |
| [NAME] | [YOUR BUSINESS] | Project lead | Does, reports |
| [NAME] | [YOUR BUSINESS] | [ROLE] | Does |

If the final approver cannot attend, the meeting is moved.

## Pre-reads (please read before the call)

- [ ] Signed proposal / SOW summary: [LINK]
- [ ] Brief or questionnaire (completed by client): [LINK]
- [ ] Draft timeline: [LINK]
- [ ] Open questions list: section 7 below

## Agenda

| Time | Min | Segment | Owner | Outcome |
| --- | --- | --- | --- | --- |
| 0:00 | 5 | 1. Introductions and roles | Facilitator | Everyone knows who decides, supplies and does |
| 0:05 | 10 | 2. Goal and success measures | Client approver | Agreed definition of success |
| 0:15 | 10 | 3. Scope recap, including out of scope | Project lead | Shared understanding of deliverables and exclusions |
| 0:25 | 8 | 4. Timeline and milestones | Project lead | Dates confirmed, client dependencies noted |
| 0:33 | 8 | 5. Feedback and approvals | Facilitator | Feedback rule agreed |
| 0:41 | 6 | 6. Communication and meetings | Facilitator | Channels, response times, check-in rhythm agreed |
| 0:47 | 8 | 7. Risks and open questions | All | Each risk has an owner |
| 0:55 | 5 | 8. Next steps and recap | Facilitator | Action items with owners and dates |

## 1. Introductions and roles (5 min)

Each person: name, role, what they need from this project, and their availability during it.

## 2. Goal and success measures (10 min)

- **The project goal in one sentence:** [GOAL]
- **We will consider this project a success if:** [MEASURE 1]; [MEASURE 2]
- **What would make this project a failure for you?** [ANSWER — ask the approver directly]

## 3. Scope recap (10 min)

| In scope | Out of scope |
| --- | --- |
| [DELIVERABLE 1] | [EXCLUSION 1] |
| [DELIVERABLE 2] | [EXCLUSION 2] |
| [DELIVERABLE 3] | [EXCLUSION 3] |

New requests raised in this meeting are noted here and handled as change requests after the call: [NOTES]

## 4. Timeline and milestones (8 min)

| Milestone | Date | Client dependency | Due from client |
| --- | --- | --- | --- |
| [MILESTONE 1] | [DATE] | [e.g. brand assets and logins] | [DATE] |
| [MILESTONE 2] | [DATE] | [e.g. feedback on concepts] | [DATE] |
| [MILESTONE 3] | [DATE] | [e.g. final content] | [DATE] |
| Final delivery / launch | [DATE] | [e.g. written approval] | [DATE] |

**Known holidays, absences or blackout dates:** [DATES]

## 5. Feedback and approvals (8 min)

- **Who sends feedback:** [DAY-TO-DAY CONTACT], consolidated from all reviewers
- **Format:** one list per review round, in [PROJECT SPACE / DOCUMENT]
- **Turnaround:** within [3] business days of each submission
- **Included rounds:** [2] per deliverable, as in the proposal / SOW
- **If feedback is late:** later milestones move by the same number of days
- **Who gives final approval:** [APPROVER], in writing

## 6. Communication and meetings (6 min)

| Item | Agreement |
| --- | --- |
| Main channel for project conversation | [PROJECT CHAT / EMAIL] |
| Where files live | [PROJECT SPACE / FOLDER LINK] |
| Response time during working days | Within [1] business day |
| Working hours | [DAYS, TIMES, TIMEZONE] |
| Regular check-in | [WEEKLY / FORTNIGHTLY], [DAY, TIME], [15-30] min |
| Status update | Written, every [FRIDAY] |
| Urgent issues | [PHONE / CHANNEL], to [NAME] |

## 7. Risks and open questions (8 min)

| # | Risk or question | Owner | Resolve by |
| --- | --- | --- | --- |
| 1 | [e.g. content not written yet] | [NAME] | [DATE] |
| 2 | [e.g. third-party access needs IT approval] | [NAME] | [DATE] |
| 3 | [e.g. second stakeholder has not seen the brief] | [NAME] | [DATE] |

## 8. Next steps (5 min)

| # | Action | Owner | Due |
| --- | --- | --- | --- |
| 1 | Send kickoff recap | [YOUR NAME] | Within 1 business day |
| 2 | [e.g. share logins and brand files] | [CLIENT CONTACT] | [DATE] |
| 3 | [e.g. book first check-in] | [NAME] | [DATE] |
| 4 | [ACTION] | [NAME] | [DATE] |

## Decisions log

| Decision | Made by | Date |
| --- | --- | --- |
| [DECISION] | [NAME] | [DATE] |

## Recap email (send within one business day)

> **Subject:** [PROJECT NAME] kickoff recap: decisions and next steps
>
> Hi [NAMES], thank you for your time today. Summary below.
> **Goal:** [ONE SENTENCE]. **Success means:** [MEASURES].
> **Decisions:** [LIST]. **Out of scope:** [LIST].
> **Next milestones:** [MILESTONE, DATE]; [MILESTONE, DATE].
> **Actions:** [OWNER — ACTION — DATE] for each item.
> **Feedback rule:** one consolidated list within [3] business days per round.
> Everything for the project lives at [LINK]. Reply here if anything above does not match your notes.

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### How to use this template

1. Send the agenda and pre-reads two to three business days before the meeting.
2. Keep time strictly; move unresolved topics to section 7 with an owner.
3. Fill in the decisions log during the call, not afterwards.
4. Send the recap email within one business day and save it with the project files.

*Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.*