These eight ingredients should be ample to ensure your kickoff meeting with the client is successful. Conclude the meeting by going over the next steps of the project who’s responsible for what, and when are they going to do it? Is there anything necessary to have or complete before the project can begin? Consider sending a follow-up email to the group with this information as well. For example, how often are you going to meet? Who is the point person on each side? How will you handle disputes, or timeline updates? Either way, establishing a framework for communication is ideal in the kickoff meeting, so you can have clear, mutually defined standards for how to move forward. About 55% of IT professionals had at least one project failure per year, and most of those failures can be traced back to a lack of communication (or an error in communication). You should also express a degree of confidence in your work be honest about the chances that this could change, and what factors could make it change. You’ll also need to clarify the timeline for the project during this meeting, charting out when you’ll hit certain milestones, and when you expect the project to be completed. If there are any gaps between your understanding and the client’s, this is the time to clear them up. Even if you’re confident you’re on the same page, take some time during the meeting to recount the main goals for the client and the project overall. Review your list of attendees carefully you’ll want to include relevant parties from each department to be a part of this overview, but don’t include someone for the sake of increasing your numbers. Collectively, businesses waste more than $37 billion in unproductive meetings, and much of that share is due to having the “wrong” people in the meeting-either people who don’t need to be there but are, or people who do need to be there but aren’t. Keep a detailed agenda for the topics you need to cover, and the order in which you need to cover them. Don’t go into the kickoff meeting blind, or you’ll end up wasting time and neglecting important considerations. If you’re both busy, you could have the meeting over the phone, but it’s almost always better to meet in person researchers show that in-person interaction leads to more trust between participants. If you’re looking for something more casual for a personable client, consider having the kickoff meeting over lunch. If you have a cozy, quiet meeting room in the office, go ahead and use it. Next, choose a comfortable setting for the meeting. This means preparing the office ahead of time, potentially using preregistration procedures and digital sign-ins in addition to a warm greeting by a person to make a bold, tech-savvy impression. First, make sure you greet your client warmly at the door, especially if this is their first time at your location don’t underestimate the power of a first impression. So what does it take to hold a successful kickoff meeting? Once you know the objective, then you can get prepared: what are you going to do in the new year? What are your goals? How does this meeting relate to them, and how can the people at the meeting help you complete your objectives? With an objective in mind, you can start planning ahead to fulfill it.”
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