What are the most important elements of a successful kick-off event?
Define clear goals and expectations
We will all encounter this in our professional lives, or have already encountered it: meetings that have not been prepared. From the outset, discussions are completely unstructured and both the content and timing of the meeting get completely out of hand. In the end, everyone leaves without knowing what to do next.
This would be the worst-case scenario for a kick-off meeting, which is why thorough preparation is essential. Only if there is an agenda with a time frame and the meeting is moderated professionally and clearly can it be a success. Even more important is to consider during the preparation: “What should be the outcome of this meeting?” This does not mean what tasks will result from the meeting. However, one outcome could be that tasks and responsibilities are defined.
Above all else, however, is the question: “What is our goal with this kick-off meeting?”
Is it about getting to know each other and networking among the participants? Should the main focus be on the project goals and communicating the project process in order to bring all team members up to speed? Are there any specific uncertainties or challenges that need to be addressed right away? Should responsibilities be divided up?
Answering these questions will enable you to formulate one or more objectives for the meeting. Once these objectives have been set, the follow-up can be used to review whether the kick-off was a success or where there is room for improvement.
We recommend that the objectives be formulated using the SMART method so that they are achievable but can also be easily measured.
Actively involve participants
Once the planning stage has clarified who should attend the kick-off event, the aim during the kick-off is to involve those present as much as possible. Only then will everyone leave the meeting with clear information and added value, making it worthwhile for everyone.
An icebreaker is a good way to get the kick-off meeting off to a successful start. Some of those present will hardly know each other, if at all, while others may have been working together for years. A relaxed start with a warm-up creates a positive atmosphere and allows the project participants to get to know each other. This builds trust.
The project certainly requires various specialist knowledge, which the participants bring with them. So why not let the participants design individual parts of the programme or develop content topics in a World Café? Psychologically, too, the involvement and intellectual engagement with the topics creates a feeling of belonging in each participant and at the same time ensures a high level of acceptance of the goals and expectations.
In our experience, it is very useful to fill out a project kick-off canvas together to make the project transparent and tangible for all participants in all its facets. If the canvas is shared internally with the team on a pinboard in the office or virtually on a Sharepoint, all team members can access the information after the launch. Even those who may not have been able to attend the kick-off. We have attached a template for download here.
