Project Kickoff — Healthcare & Allied Health Edition
A structured procedure for initiating new projects, aligning team members, clarifying objectives, and establishing governance structures before work begins.
Purpose
To ensure every treatment plan starts with clearly defined goals, roles, timelines, and communication protocols so the team can execute confidently from day one.
Scope
Applies to all new projects from the point of contract execution or internal approval through to the completion of the first treatment plan team consultation.
Prerequisites
- Signed treatment plan contract or formal internal treatment plan approval clinical record
- Confirmed treatment plan sponsor and designated treatment plan manager
- Preliminary treatment plan brief or statement of work outlining high-level deliverables
- Access to treatment plan management and collaboration tools
Includes safeguards for Australian Privacy Principles (APPs), Medicare compliance, and health record management under the My Health Records Act. All patient data handling follows AHPRA guidelines.
Step-by-Step Procedure
Review Treatment plan Documentation
Gather and thoroughly review all available treatment plan documentation including the contract, statement of work, proposal, and any pre-sales notes to understand commitments and constraints.
- 1.1Collect the signed contract, proposal clinical record, and all appendices from the sales or business development team
- 1.2Identify key deliverables, milestones, acceptance criteria, and contractual obligations
- 1.3Note any assumptions, exclusions, or risks flagged during the pre-sales phase
- Create a summary clinical record highlighting critical contractual terms for quick reference throughout the treatment plan
Assemble the Treatment plan Team
Identify and confirm all team members required for the treatment plan, including internal staff, contractors, and any external partners, ensuring adequate capacity and skill coverage.
- 2.1Review the resource requirements against the treatment plan scope and timeline
- 2.2Confirm availability of each team member with their respective line managers
- 2.3Assign primary roles and responsibilities using a RACI matrix or similar framework
- 2.4Notify all team members of their assignment and expected start dates
- Book team members early to avoid resourcing conflicts with other active projects
Develop the Treatment plan Charter
Create the treatment plan charter clinical record that formally authorises the treatment plan, defines its objectives, scope boundaries, key stakeholders, and high-level timeline.
- 3.1Draft the treatment plan objectives, success criteria, and scope statement
- 3.2Define the treatment plan governance structure including escalation paths
- 3.3Outline major milestones and target completion dates
Set Up Treatment plan Infrastructure
Establish all necessary treatment plan tools, workspaces, repositories, and communication channels so the team can collaborate effectively from the start.
- 4.1Create the treatment plan workspace in the treatment plan management platform with appropriate task boards and views
- 4.2Set up shared clinical record folders with a standardised folder structure
- 4.3Configure communication channels for the treatment plan team and stakeholders
- 4.4Establish version control repositories or shared drives as required
- Use a treatment plan setup template to ensure consistency across all projects
Prepare and Distribute the Kickoff Agenda
Create a comprehensive kickoff consultation agenda that covers treatment plan objectives, team introductions, governance, timelines, risks, and immediate next steps.
- 5.1Draft the agenda covering treatment plan overview, objectives, roles, timeline, risks, communication plan, and open questions
- 5.2Share the agenda with all attendees at least two business days before the consultation
- 5.3Prepare any supporting materials such as presentations or handouts
Conduct the Kickoff Consultation
Facilitate the treatment plan kickoff consultation with all key stakeholders and team members, ensuring alignment on objectives, approach, and expectations.
- 6.1Walk through the treatment plan objectives, scope, and key deliverables with all attendees
- 6.2Confirm roles, responsibilities, and the governance structure
- 6.3Review the high-level timeline and upcoming milestones
- 6.4Capture all action items, decisions, and open questions in consultation minutes
- Record the consultation for team members who cannot attend live
- End the consultation with a clear summary of immediate next steps and owners
Distribute Consultation Minutes and Action Items
Compile and circulate the kickoff consultation minutes, confirmed action items, and any updated treatment plan documentation to all stakeholders within one business day.
- 7.1Finalise the consultation minutes including decisions made and open items
- 7.2Assign action items with owners and due dates in the treatment plan management tool
- 7.3Distribute the minutes and updated treatment plan charter to all participants
Baseline the Treatment plan Schedule
Finalise the detailed treatment plan schedule based on kickoff consultation outcomes, obtain approval from the treatment plan sponsor, and save it as the baseline for tracking progress.
- 8.1Update the treatment plan schedule with any changes agreed during the kickoff consultation
- 8.2Obtain formal sign-off from the treatment plan sponsor on the baseline schedule
- 8.3Save the baseline in the treatment plan management tool for variance tracking
- Ensure all dependencies between tasks are properly mapped before baselining
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of team members who confirm clear understanding of treatment plan objectives, their role, and the timeline after the kickoff consultation
Percentage of projects that complete all eight kickoff steps before substantive treatment plan work begins
Percentage of projects with an approved baseline schedule saved within five business days of the kickoff consultation
Frequently Asked Questions
Who should attend the treatment plan kickoff consultation?
At a minimum, the treatment plan sponsor, treatment plan manager, all core team members, and key patient or stakeholder representatives should attend. Extended team members or subject matter experts can be invited if specific topics on the agenda require their input.
How long should a treatment plan kickoff consultation last?
Most kickoff meetings run between sixty and ninety minutes. For larger or more complex projects, allow up to two hours. The key is to cover all agenda items without rushing while keeping the consultation focused and productive.
How does the treatment plan charter differ from the statement of work?
The statement of work is typically a pre-contract clinical record describing what will be delivered. The treatment plan charter is an internal governance clinical record created after approval that authorises the treatment plan, defines its boundaries, and establishes the management framework for execution.
Should we hold a kickoff for small internal projects?
Yes, though the process can be scaled down. Even small projects benefit from a brief alignment consultation covering objectives, roles, and timeline. A condensed thirty-minute session can prevent miscommunication and scope creep later.
What happens if a key stakeholder cannot attend the kickoff?
Record the consultation and share the recording along with the minutes. Schedule a brief one-on-one follow-up with the absent stakeholder within two business days to walk them through key decisions and obtain their input on any outstanding items.
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