There are many different kinds of kickoff meetings, from internal sales kickoffs to external kickoffs with new clients. These meetings are important because they set the tone for what’s to come, from goals to project timelines to clarity on who’s doing what.

Jenny Romanchuk, a writer who contributes to the HubSpot blog, says a kickoff meeting is the official start of a project, like the opening ceremony of the Olympics. When done well, a kickoff meeting can improve alignment, streamline project planning and bring clarity to milestones and goals.

Whether you’re planning a seasonal kickoff with your team or an external kickoff with a client, there are some ways you can make the most of the event. We share best practices from Romanchuk in this issue of PromoPro Daily.

  1. Share materials upfront. Before the kickoff meeting, make sure participants have all the necessary documents. You might also consider saving files and essential documents in a centralized knowledge hub.
  2. Convey enthusiasm. Positive energy is crucial for a fantastic kickoff meeting. When you display a can-do attitude, you can motivate your team and lay the foundation for a successful project, Romanchuk says.
  3. Set measurable goals. Your team should know what you are working toward. Romanchuk recommends asking staff members how the project can be successful and then establishing clear goals. Everyone should know what actions they need to take and why their work matters.
  4. Check in with participants. If you’re leading a team, read the room. Has the conversation veered off course? Are some employees not collaborating as much as you’d like? If something isn’t right, Romanchuk advises meeting with the employee one-on-one as soon as possible to resolve any issues.
  5. Encourage engagement. Leaders shouldn’t be the only ones talking during kickoff meetings. To get different voices involved, Romanchuk suggests giving each staff member a chance to run different sections of the kickoff.
  6. Follow up via email. After a kickoff meeting, send a message to the team within 24 hours. What should you include in this message? According to Romanchuk, begin with a recap, include next steps and thank everyone for participating.

A kickoff meeting is a great way to map out the project ahead. With preparation and organization, you can keep the project moving smoothly and prevent potential headaches down the road.

Compiled by Audrey Sellers
Source: Jenny Romanchuk is a writer who contributes to the HubSpot blog. She specializes in B2B marketing coverage, SaaS marketing, content marketing and content writing and strategy.