Do you always have a problem focusing on the main aspect of the project? Do you often struggle to find the scope of your kick off meetings? 

If your answer to any of the questions is ‘YES’, then you’ve got a lot to learn. 

You need to understand what kick off meetings are meant for, how they are done – and how they are NOT DONE. 

What is the purpose of the kick off meeting?

Kick off meetings, in general, are meant to set a tone for a new project. These meetings are usually the first time you, as a company’s representative, presenting yourself and your plan of action to the prospective clients in the presence of the team related to the project.

What makes these kick offs so important is the fact that they establish the much needed communication  between you, your team, and the clients. 

So, if you want to move a project smoothly from start to finish, the success of it’s kick off meeting is a must. 

However, with the pandemic over our heads, there is a temporary halt on all physical meetings – which in turns call for a change. 

Now, the best and the most easily adaptable change in this case is switching to virtual kick off meetings. And thanks to today’s technology, adapting to such change has become easier than ever for those in the business world. 

Today, we’ve got quick access to virtual and remote collaboration tools like messaging apps, audio/video conferencing software, cloud communication solutions, etc. These tools simplify the process of bringing people together irrespective of them not being able to be under one roof. 

But planning is still a key part of the process. 

How to kick off your kick off meetings? 

Let’s have a look at some of the ways you can make your kick off meetings SUCCESS, virtually: 

Make a pre-meeting to-do list

Hosting a meeting can be really stressful, it’s recommended that the person who is planning on hosting should be prepared for the meeting by doing the base work like:

• Sending personal invite to all the members
• Assigning roles and responsibilities to everyone
• Sharing preliminary agenda along with the necessary files/documents
• Sending reminder to all an hour before the meeting starts 

Be cautious with the length of the meeting

The length of your kick off meetings (or any type of meeting) is an important factor. 

According to industry experts, 45 minutes represents the best meeting length. 

Give or take a few minutes and you can have a well timed kick off meeting where everyone can introduce themselves, share their input and have a constructive Q&A session.

A flexible agenda is a game-changer 

A well-engineered meeting agenda can leave a great remark on the clients. However, there are many aspects in an agenda to be prioritized, including:

• Project history: This can be broken down into two parts i.e. the historical context and the current plan points. Both will form a base for the project. The information is very essential to set the tone of the project. In order to display the information, you can use a visual flow chart designed by WordPress chart plugins as it will help the clients to keep track of the information.

• Project mission: Another vital part of the agenda is stating the mission. It deals with how the team will go about to implement the tasks given to them. You can consider it as a roadmap for the whole process of the project.

• Roles and collaboration: Every assignment is divided into different departments and the roles allotted to the team. An excel sheet can be made to show who is doing what and the team members can access to update it with the work done. This excel sheet will help track the progress of the project and it can also be viewed by the client so there is transparency. 

How can we help?

We, at Telebu, provide all-in-one solution for all B2B and B2C customer needs. 

Wondering what exactly do we have for you and your virtual kick off meetings? Well, here you go: 

TelebuPing, TelebuJoin, and grptalk – our communication trio includes tools with all the basic and advanced features that a team or an organization expects and needs. 

From virtual inductions to virtual kick off meetings, you can use any of our audio/video communication software to meet all your internal and external communications needs. 

Don’t go by our words, go by your experience. 

FREE trials available. Avail now!