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The key thing is to perform project stakeholder managment activities at the very begining. In fact, those activities must be done before the project exists which is usually done by the BRM/Business Analyst role. That´s will say you how to planning the meeting. About to deal the discussion that´s up to you as project manager. You must stay in control. You must respecfully stop any comment or discussion that will deviate from your objective. The starup meeting is your meeting. The project is owned by your stakeholder but not the startup meeting. Then, that is because is critical to plan the meeting as you plan any other thing starting for the vision and the objective.
Interesting your question
Thanks for sharing
Know the project very well.
Sale! Sell the project to your team! Sell the project to the other stakeholders!
Just wondering how do you conduct your start up meetings and what are the physical tools and materials that can help optimize this aspect?
The most critical aspect of a start up meeting is to gain shared understanding and alignment towards the project's vision/purpose/objectives. As such, materials are of less concern than the discussion itself and getting commitment from key stakeholders.
The focus should be on making sure the right (and no more) stakeholders are present and that appropriate facilitation techniques are used to achieve the alignment and shared understanding goals.
Kiron and Sergio made good points.
I agree with both Kiron and Sergio. When I can, I also visualize the end-product by creating a workflow of the new customer journey or user experience.
Thank you for your question! I recently listened to the following podcast on successful meetings, and it includes excellent insights. I hope you enjoy:
Atlassian has published their team playbook online at https://www.atlassian.com/team-playbook, there are several plays and game plans for building teams, running meetings, etc. I've used a number of them to write my own plays tailored to my organization.
For a project kick-off meeting I suggest starting here: https://www.atlassian.com/team-playbook/plays/it-project-kick-off
This should cover everything you'll need to discuss in the kick-off, you can add or remove items that don't fit.
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