Best Practice: Kick-Off Meeting

I always thought Kick-Off Meeting (KoM) to be one of the toughest events in a project. The reason is simply that as the Project Manager, you have to present the messages to the important stakeholders, you have never met before. And certainly they are the decision maker and have the power to determine the fate of your project. So this is about the first impression you want to leave.

The goal of KoM is basically to formalize the start of the project, so the stakeholders realize the existence of the project. And the Project Manager will be able to get their commitment to assist or support the project team throughout the project until closing. At the end of the day, the Project Manager’s authority will be recognized throughout the project regardless the project organization (functional, matrix, or projectized). What you want to show can vary, some people would like to present the Statement of Work, Project Goal, Project Scope, or Product Scope description. Project Organization and Communication Plan should not be underestimated, because it is the right time to get them committed to the project.

My writing, however, doesn’t underline the material of KoM presentation itself, but rather some important stuffs during KoM, that most of them might have been ignored.

1. Prior the KOM, discuss the presentation slides with your clients (PM, Project Sponsor, Project Owner), whoever has the power in the project. This is to avoid whenever it comes to dispute during the presentation, you have clients who will backup and defend you.
2. Practice makes perfect. You have to do rehearsal of your presentation at least twice. So, as soon as you start your slide, you already know what to be said and reduce your adrenaline production. And when you now said that you didn’t have the precious time to do that, I just wanted to say I have four other projects going on but still managed to do rehearsal.
3. Come to the venue at least 30 minutes before the start, because you have to prepare whatever you need during the KoM. This can be setting up your computer, connecting to the projector, and it can give you space and time to handle and master the location. And since anything can happen during a project, yes anything can happen as well during KoM, say your computer is not compatible with the projector. And time can be very crucial for you to handle this critical situation.
4. Wear proper clothes. Since I am Indonesian, I always prefer to wear Batik for this event. You may want to know the local or client culture to match the dress-code.
5. Prepare the rundown schedule with your client, including who is in charge for being Master of Ceremony, who talks and when. This has to go into details.
6. Know other important stakeholders from top-management. I always ask my counterpart to let me meet other top-management before the KoM. Greet them, ask them how they are doing.
7. Watch your steps! You may think this is not important. But few people can get pretty nervous during the event, that sometimes they slip, or fall or whatever. Certainly, you don’t want to look like a clown during one of your most important events in your projects.
8. Prepare your tools! Laser pointer, mouse, cable, or anything must be available for this event, and backup units can be also critical, since anything can happen.
9. WiFi! Provide your audience by informing the internet connection available in the venue. Some of KoM events may take place outside the office, for instance in a hotel. Therefore preparing internet connection is very important for those who want to access their emails or anything.
10. Say thank your for coming and taking their time to join the event. In our eastern culture, it is very essential to be polite and give respect to other people. So by saying thank you, they will feel respected and important for the event.

So , I think those are lessons learned from my experience and I am very certain that the list will go on. I hope it can be useful for your KoM. Good luck!