For example, if all meeting participants are going to be in the same room, the best way to document your meeting would be to assign a note-taker. The way you decide to document your meeting will likely differ depending on the dynamics of your meeting. Decide how to document itĪ kickoff meeting can sometimes be the start of a long process, so it’s important to take notes that can be referred back to at a later date. We asked to be notified of the meeting 15 minutes beforehand: 3. It also gives you the opportunity to set a notification. Google Calendar is a great tool for this because it can ensure that meeting participants are notified of the event a couple of minutes before, giving them time to prepare.Īs you can see in the above example, Google gives you the option to notify team members by email. Send invitesĪfter finding the perfect time and date, you need to let everyone know about it by sending invites.Īn invite will solidify the meeting in everyone’s calendars, making sure that no one forgets and giving everyone plenty of time to plan ahead. By scheduling in advance you can ensure that everyone on your team is available and also book a meeting space if you need to. It also matters when meeting with internal teams. Scheduling isn’t just important for meeting with external teams. You simply enter the different locations of the people involved in the meeting and use the slider to see what time it is in each location. You can use a tool like World Time Buddy here to help you. It’s important to make sure that everyone has the correct meeting time so that you’re not waiting for people or forced to rearrange due to a misunderstanding. It’s better to go back and forth a couple of times and find a date and time that works perfectly for everyone, than to have people in the meeting who ‘ absolutely have to run at 3:30’ or have another meeting directly after this one that could be on their mind.Īnother thing to consider if your kickoff meeting involves people overseas is different time zones. It’s important to find a time that suits everyone, so don’t worry if this first step takes a little while to get right. Schedule a timeįirst things first, get a time locked in. There are certain things you can do before your kickoff meeting even starts to ensure that everything runs smoothly. How to create an awesome kickoff meeting agenda in 5 steps.In this article we’re going to go through everything you need to know to create a great project kickoff meeting agenda. That’s why it’s so important to plan your kickoff meetings for success! A kickoff meeting is a great way to begin work on a new project and make sure that everyone is on the same page before you get started. What was supposed to be fun and/or productive for your business turns into a stress-fuelled disaster. However, if the correct information isn’t distributed from the get-go then it can be easy to lose direction. Getting started on a new project should be exciting. The conversations are clunky and awkward, and everyone is starting to get frustrated about the time they’re wasting. No one knows what the goals of the meeting are or what their responsibilities and actions are. The conversation is jumping from one topic to another and it feels like no real progress is being made. Picture this: you’re in an unstructured meeting that seems to be dragging on forever.
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