Step 1: Review the Signed Agreement
Pull the executed contract or statement of work (SOW) from the CRM. Read through the scope of work, deliverables, timeline, and pricing to ensure you understand exactly what was agreed upon. Note any special terms, exclusions, or assumptions documented in the agreement.
Flag any ambiguities or items that need clarification before the kickoff meeting. If the contract includes service level agreements (SLAs), response times, or performance metrics, extract these into a separate reference document for the project team.
Step 2: Set Up the Project in Your Systems
Create the project in your project management tool with the client name, project code, and expected dates. Set up the folder structure in your shared drive following the firm's naming convention, typically including folders for contracts, deliverables, communications, and working files.
Create the project in the time-tracking and billing system. Configure the billing rate, budget cap, and any expense categories. Ensure all team members who will work on the project have access to both the project management workspace and the shared drive.
Step 3: Assemble the Project Team
Identify the team members needed based on the scope and required expertise. Check resource availability with department leads and confirm allocation percentages. Assign the project manager, lead consultant, and any specialists needed for specific deliverables.
Send each team member a brief with the project overview, their role, estimated time commitment, and key dates. Schedule a 30-minute internal alignment meeting before the client kickoff to ensure the team is prepared and aligned on the approach.
Step 4: Prepare the Kickoff Deck
Create the kickoff presentation using the firm's standard template. Include: project background and objectives, confirmed scope and deliverables, team introductions with roles, project timeline and milestones, communication plan, and immediate next steps.
Customize the deck for the client's industry and specific needs. Include their logo and any relevant context from the sales process. Have a senior team member review the deck for accuracy and completeness at least one day before the meeting.