Is Project Kick-off Meeting Important in Industrial Projects?

What does a project kick-off meeting mean? 

The project kick-off meeting is the project's first meeting with the client's and engineering design consultants' teams. Multiple kick-off meetings take place in industrial projects when on boarding a contractor. Occasionally, internal kick-off meetings are held to keep the entire project team on the same page and set the pace for the project. 

The project manager from the client's or architect or design consultant's team could initiate the kick-off meeting. 

What is the objective of the project kick-off meeting

Project kick-off meetings are critical in construction projects. Some of the reasons why kick-off meetings are held are as follows:  

1. These meetings bring everyone involved on the same page.   
2. This meeting clarifies the scope, project timelines, communication and safety protocol. 
3. Provides clarity on individual roles and responsibilities pertaining to the project
4. Kick-off meetings minimise conflicts later in the project.
5. It sets the tone for the remaining phases of the project.

The project Kick-off meetings ensure that all involved have the same understanding of the project, the priorities and the goals. Moreover, this meeting provides a proper start for a successful project. 

What is the agenda of the meeting

The project manager should circulate the kick-off meeting agenda with all the participants in advance. Typically, the agenda includes the following: 

1. Introduction
2. Explain the project purpose and align project expectations.
3. The criteria for a successful project 
4. Points on how to work together
5. Discussion on the project scope or the contractor's scope 
6. The critical project milestones and milestones of the contractor
7. Project do's and don'ts
8. Communication protocol
9. RFIs
10. Questions and answers

Subsequently, the project manager documents and circulates the meeting minutes. 

When should a project kick-off meeting be held? 

The project manager initiates a project kick-off meeting after the project charter. However, a kick-off meeting can be called after on boarding a new vendor or contractor. 

The participation of the design consultant is essential as they ensure clarity in the project requirements and can explain the specifications to the contractors/ vendors.