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. ------------------------------------------------------------ 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.