The way you start a project will most likely determine whether you make it or break it. You need to get to work to finish a project successfully, but how you get to do the work is equally important.
You may think that just having a project in mind is enough to get you started. However, to launch (and later complete) a project, you will have to do some pre-planning.
In more formal projects, an entire phase of the project is dedicated to everything that needs to be done before you actually start working. The project kickoff includes gathering all the necessary information and resources to understand the project, identifying the roles of everyone involved in the project, estimating their tasks, and setting the project's plan.
In this post, we have outlined all the steps in the project kickoff phase to help you start your project, whatever it is, more effectively.
Understand the Purpose of the Project
The first step is to gather all the necessary information and references for the project. This includes details about the project, such as the objectives, goals, budgets, and timelines.
They should be included in the project brief you have received from your client, whoever has assigned you onto the project. If this is a self-initiated project, then you need to write up all this information by yourself or by someone from your remote team.
Read all the info about the project carefully and make sure you summarize all the details so that everyone can grasp the project precisely.
If something is unclear, you need to address it with the client before you start working on the project. This will save you so much time in the later stages of the project.
The purpose of this step is to fully understand the stakeholders' expectations for you and your remote team, as well as the success criteria of the project.
Identify the Roles of Everyone Working on the Project
Now that you and everyone on your team fully understand the purpose of the project, it is time to start identifying the role of everyone in this project and what they need to accomplish. You need to figure out what are the roles that are required to complete this project and who is required for the project to be completed.
When you know exactly who you need in this project, seek out the best employees with the skills you need to complete the project. Once you have found the best employees for the project and ensured that they are available, you can book them for the project.
Estimate Tasks of Employees Working on the Project
A project kickoff needs to have the estimated times your employees need to complete their tasks. Whether you are running a project with an in-office, or a remote team, or even a combination of the two, estimating tasks, time can be tricky.
To estimate the time of your remote teammates, you need to know how to how to track employees working from home. With Insightful, you can monitor your employees as if they were sitting right next to you. Knowing how to track employees working from home will help you estimate the time it takes your employees to do specific tasks more accurately. Plus, you get proof of work, which can help build stronger bonds between you and the stakeholders.
When you are to allocate a task to a particular person, you need to take their capacity into account. You can reference Insightful to show you both how long it took them to complete similar tasks in the past as well as how much available working hours they have in the day.
Set the Plan of the Project
The final step of a successful project kickoff is to set the project's plan. You have defined the purpose of the project, identified the roles of everyone involved with the project and estimated all of their tasks.
It would be best if you estimated how long it would take each employee to finish their part of the project. For this, you will need an overview of their tracked time. Once you know how long a teammate will be required in a project, you can set a project calendar. The project calendar should include the availability of your teammates, the time they dedicate to other projects, as well as any holidays or days off that might be coming up.
If you are working with remote employees, include their time zones in the calculation. With a project calendar, you will avoid giving too much or too little work to individual employees.
So there you have it – the essential steps to effective project kickoff. If you establish these processes correctly from the start, you are likely to make everyone's work easier.n
Please make sure that everyone understands the purpose of the project and identify their exact roles. Also, estimate everyone's tasks, build a project plan, and not have trouble with successfully starting a project.