For entrepreneurs, the beginning of the year is synonymous with new projects , such as starting a digital marketing plan or opening an online store. To ensure success, it is necessary to work on effective project management that allows not only to achieve the expected results, but also to save time and money.
As the experts explain, the key is in the daily execution and in the coordination between the different areas of the company ; but also —and this is something that we tend to neglect— in the so-called launch meeting or kick off meettin g, essential to define objectives, deadlines, resources and managers from the outset . And so that, as a business owner, you can delegate tasks more easily.
So at the beginning of the year we want to share some tips for holding more effective project launch meetings. Let’s start by explaining what it is.
What is a launch board
A kick off meeting is a meeting that can be held in person or virtually to share a new project and the details of your action plan . The collaborators directly involved, the head of the area and, if necessary, the owner of the company and the clients participate.
What happens if this launch meeting does not take place? They simply increase the chances that a project will fail and all the resources invested in it will be lost. Because their main function is to coordinate efforts and make sure that everyone involved in a project has the information they need to do their job well.
That is why it is so important to prepare that meeting with great dedication to avoid mistakes and make the most of the time and attention of the participants. Now yes, let’s see what you should keep in mind.
#1. Make a diagnosis of the situation
The first step is to show that you know what you are talking about; For this, nothing better than showing specific data on the situation of the economy or the market in which you operate, the results of previous projects or what the competition is doing. This will not only give you authority, it will also help you find areas of opportunity to improve a product or service, and even develop a new sales channel.
#two. Take into account the expectations of your employees
When launching a new project we usually put customers and even suppliers first; forgetting about the most important actors in the success of a business: the employees. So when preparing the launch meeting, don’t forget to include all the information they need to understand how the goals will be met, the times and resources they will have access to and what compensation they will receive. Remember that in the case of the best talent, motivation is key.
#3. Ask for feedback from the areas involved
For a project to meet its goals, it is essential that all employees involved, regardless of their position or hierarchy, express their opinion based on their daily experience; This way it will be easier to detect where the main problems are , think of creative solutions and shield the project against possible risk factors. But if, on the other hand, you present a new project without prior internal consultation, you will only generate resistance.
#4. Assign tasks, responsibilities and levels of autonomy for decision making
Another fundamental point of a kick off meeting is to announce who will be responsible for each stage of the project, what their specific tasks will be , who they will have to report to and in what situations they will be able to make decisions without prior consultation with a superior. In general, this point is not clarified from the start, causing a lack of coordination, bureaucratic obstacles, delays, and budget deviations.
#5. Put together a meeting agenda and share it ahead of time
Finally, define what will be the most important points to be discussed in the meeting and work on an entertaining presentation . The important thing is to convey the most relevant information about the project; in addition to connecting and enthusing all the participants . Among the notable points of the agenda are: the presentation of the objective of the board and of the collaborators, the goals of the project, its context, the work plan and the schedule of activities , as well as a final message and a space for questions and responses (if necessary adjustments to the project presented).