Purpose

Establish a shared understanding of scope, deliverables, communication flow, risks, and expectations before project work begins, aligning with ISO principles on customer communication, planning, and defined responsibilities.

Scope

Applies to all client-facing kickoff meetings after internal handover. Responsible parties: Project Director or assigned Project Lead; CEO attends high-value or strategic projects.

Inputs

• Internal Handover Package
• ERPNext Project Record
• All available client documentation
• Kickoff Meeting Template

Outputs

• Kickoff Meeting Minutes
• Confirmed communication protocol
• Document request list (if applicable)
• Updated project timeline (if impacted by new info)

Procedure Steps

1. Prepare the Kickoff Agenda using the standard template, including scope, deliverables, timeline, roles, and communication channels.
2. Open the meeting by confirming participants, objectives, and expected outcomes.
3. Reconfirm the approved scope and assumptions to ensure alignment before technical work begins.
4. Review project timeline, milestones, deliverables, and any dependencies that require timely client action.
5. Present the communication protocol: primary contact, response times, reporting cadence, escalation paths.
6. Review risks and constraints identified during scoping; document any newly discovered risks from the client.
7. Identify missing documents or unclear items; issue a formal Document Request List if needed.
8. Summarize agreements and next steps; confirm client understanding.
9. Prepare Kickoff Meeting Minutes and store them in ERPNext, tagging the project record.

Quality Checks

• Kickoff Minutes must include scope confirmation, communication protocol, risks, and next steps.
• Any changes to scope discovered during kickoff must be documented and assessed before execution.
• All participants must receive the minutes within 48 hours of the meeting.

Records

• Kickoff Agenda
• Kickoff Meeting Minutes
• Document Request List
• Updated ERPNext Project Record

Notes / Exceptions

• If significant client-side changes arise during kickoff, escalate for scope review before proceeding.
• For multi-disciplinary projects, sub-kickoff meetings may be required for QS, PM, CM, or Advisory tracks.