12. Inform Stakeholders About the Initializing Reference and Hold a Kickoff Meeting

Note: In this framework, the term initiative refers to programs and projects. The term work execution unit refers collectively to programs, projects, phases, releases, and work packages, all of which are considered temporary organizations.

Goal and Objectives

The fundamental goal of a kickoff meeting, regardless of its hierarchical level, is to officially inform all stakeholders that an approved work execution unit has begun and will now require organizational resources. This pivotal meeting sets the stage for all subsequent planning and execution activities. Its distinct objectives apply consistently whether the kickoff is for an upstream work execution unit or a specific downstream work execution unit.

• Official Announcement: To formally declare to all involved parties that the work execution unit is now in progress. This action confirms the work execution unit has been fully authorized and is officially moving forward.
• Establish the New Temporary Organization: To present and highlight the new temporary organization established specifically for the work execution unit. This clarifies reporting lines and defines authority within the context of the work execution unit’s initializing reference or an equivalent authorizing document.
• Create Shared Understanding: To ensure every participant, including team members, the customer, and other key stakeholders, possesses a common and consistent comprehension of the work execution unit. This alignment covers the defined deliverables and boundaries as well as each individual’s specific roles and responsibilities.

Essential Agenda Items

A formal, structured agenda is necessary to guide the kickoff meeting and ensure all critical information is communicated effectively. The following agenda items are essential for achieving alignment and clarity among all participants at the start of any work execution unit.

Stakeholder Introductions

The meeting must begin with introductions, as it is highly probable that not all participants are acquainted. This initial step helps foster team cohesion and clarifies the identity and involvement of each person present.

Recap of the Initializing Reference

A summary of the information from the initializing reference must be presented. This recap reinforces the foundational goal, the key deliverables, and the established boundaries of the specific work execution unit being launched.

Organizational Structure Review

This agenda item is a critical opportunity to present and explain the organigram of the work execution unit. While personnel may be familiar with their roles in the permanent functional organization, they must understand the new, temporary structure created by the initializing reference. This review clarifies new reporting lines and defines the roles and responsibilities of all key entities involved.

Review of the Approach and High-Level Schedule

The general approach for executing the work should be reviewed. If an upstream milestone schedule is available, it must be discussed to provide participants with a clear understanding of how the work execution unit will unfold. This ensures everyone comprehends their short-term tasks and how their contributions fit into the overall timeline.

Role and Responsibility Clarification

It is vital that a maximum number of team members attend the kickoff. The meeting is the designated forum for discussing and resolving any ambiguities or uncertainties related to individual roles, responsibilities, or other organizational matters before substantive work begins.

Question and Answer Session

Time must be allocated for attendees to ask remaining questions or express concerns. The purpose of this session is not to reopen debate on the work execution unit’s purpose or objectives; rather, it is to address specific queries from participants as they prepare to commence their assigned work.

Logistical and Preparatory Framework

The successful execution of a kickoff meeting depends on careful logistical planning and thorough preparation. These efforts are essential to ensure the meeting is effective and sets a professional tone for the work that will follow.

Attendees

• Core Participants: The work execution unit’s team, sponsor, and other key stakeholders should be present.
• Managing Large Groups: If the total number of stakeholders is unmanageably large, attendance can be limited to the major players. In such cases, subsequent “mini-kickoff” meetings can be held for other groups, or the meeting information and minutes can be distributed to those who could not attend the primary session.

Duration

• Standard Timeframe: Most kickoff meetings can be concluded successfully within one to two hours.
• Complex work execution units: For work execution units that are particularly complex or controversial, a longer meeting may be necessary. This additional time is a worthwhile investment to ensure comprehensive alignment and address potential issues before they escalate.

Preparation

• The First Impression: The kickoff meeting creates the first impression of the work execution unit, making it essential that the impression is positive. The meeting must be well organized, efficient, and productive.
• Managerial Responsibility: The manager responsible for the work execution unit is tasked with preparing for the meeting with great care to ensure its smooth and professional execution.
• Sponsor Collaboration: As a key part of this preparation, the manager must collaborate closely with the sponsor to establish a clear agreement on how the meeting will be conducted and what key messages will be delivered.

A clear understanding of the initializing reference, an engaged sponsor, an appointed manager, and aligned roles and expectations are the defining characteristics of a successful transition from initialization to the planning and execution stages of any work execution unit.