The kickoff meeting is an essential step in the design process as it allows the project team to establish clear communication, set expectations and gather key information from the client.
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The kickoff meeting generally fits into my workflow here:
💫initial (paid) design consultation
💫preparation of fee proposal
💫acceptance of proposal and contract signing
💫send our client’s welcome pack and on-boarding client questionnaire
💫existing conditions survey
💫run kick off meeting
***you can get templates for these documents in my shop if you need them...
1.SCHEDULE FOR THE KICKOFF MEETING
- Decide who needs to be at the kickoff meeting
- Identify a suitable date, time and location for the meeting
- Location could be your office or the client’s home or site
- Notify all relevant parties of the date and time, including the client, design team members and any other stake holding
- Give plenty of notice
- Ensure availability of necessary resources, such as meeting room, presentation equipment and/ or material
2.PREPARE MEETING AGENDA AND MATERIALS
- Develop a meeting agenda that includes the key topics to be discussed
- Send out the agenda prior to the meeting
- See an example agenda on next slide
- Gather all relevant project information, including client requirements, project brief/scope, site plans and any other relevant documentation
- Prepare visual aids, such as presentations or mood board, to facilitate discussions and clarify the process
- Make sure someone is responsible for taking notes during the meeting or use Otter AI to do this for you
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3.RUN THE MEETING
- Begin the meeting by introducing all attendees and explaining the purpose of the kickoff meeting
- During the meeting make sure to cover:
-the project overview, including the project goals, objectives and scope
-the project timeline
-the client’s vision, preferences, and specific requirements for the project
-clarification on any ambiguous or unclear information provided by the client
-initial design ideas and preferences
-any questions or concerns raised by the client
- Document key decisions, action items and next steps
4.FOLLOW UP ACTIONS
- Compile meeting notes, capturing all important discussions, decisions and action items or Otter AI can create a transcription for you
- Add the transcription to ChapGPT to generate a meeting summary, action items and next step
- Assign responsibilities for each action item and set deadlines for completion
- Share the meeting summary with all attendees
- Ensure ongoing communication with the client, addressing any additional questions or requirements that may arise after the kickoff meeting
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EXAMPLE MEETING AGENDA
💫 Introduction and welcome
💫 Review of project objectives and scope
💫. Presentation of project brief and client requirements
💫 Discussion of site plans and existing conditions
💫 Clarification of project timeline and milestones
💫 Explanation of the design process and designer vs contractor vs client roles
💫 Open discussion and Q&A
💫 Next steps and action items
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