Project Kickoff — Local Government Edition
A structured procedure for initiating new projects, aligning team members, clarifying objectives, and establishing governance structures before work begins.
Purpose
To ensure every project 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 project team meeting.
Prerequisites
- Signed project contract or formal internal project approval document
- Confirmed project sponsor and designated project manager
- Preliminary project brief or statement of work outlining high-level deliverables
- Access to project management and collaboration tools
Supports Local Government Act compliance, freedom of information requirements, and public accountability standards.
Step-by-Step Procedure
Review Project Documentation
Gather and thoroughly review all available project documentation including the contract, statement of work, proposal, and any pre-sales notes to understand commitments and constraints.
- 1.1Collect the signed contract, proposal document, and all appendices from the sales or council 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 document highlighting critical contractual terms for quick reference throughout the project
Assemble the Project Team
Identify and confirm all team members required for the project, including internal staff, contractors, and any external partners, ensuring adequate capacity and skill coverage.
- 2.1Review the resource requirements against the project 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 Project Charter
Create the project charter document that formally authorises the project, defines its objectives, scope boundaries, key stakeholders, and high-level timeline.
- 3.1Draft the project objectives, success criteria, and scope statement
- 3.2Define the project governance structure including escalation paths
- 3.3Outline major milestones and target completion dates
Set Up Project Infrastructure
Establish all necessary project tools, workspaces, repositories, and communication channels so the team can collaborate effectively from the start.
- 4.1Create the project workspace in the project management platform with appropriate task boards and views
- 4.2Set up shared document folders with a standardised folder structure
- 4.3Configure communication channels for the project team and stakeholders
- 4.4Establish version control repositories or shared drives as required
- Use a project setup template to ensure consistency across all projects
Prepare and Distribute the Kickoff Agenda
Create a comprehensive kickoff meeting agenda that covers project objectives, team introductions, governance, timelines, risks, and immediate next steps.
- 5.1Draft the agenda covering project overview, objectives, roles, timeline, risks, communication plan, and open questions
- 5.2Share the agenda with all attendees at least two council days before the meeting
- 5.3Prepare any supporting materials such as presentations or handouts
Conduct the Kickoff Meeting
Facilitate the project kickoff meeting with all key stakeholders and team members, ensuring alignment on objectives, approach, and expectations.
- 6.1Walk through the project 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 meeting minutes
- Record the meeting for team members who cannot attend live
- End the meeting with a clear summary of immediate next steps and owners
Distribute Meeting Minutes and Action Items
Compile and circulate the kickoff meeting minutes, confirmed action items, and any updated project documentation to all stakeholders within one council day.
- 7.1Finalise the meeting minutes including decisions made and open items
- 7.2Assign action items with owners and due dates in the project management tool
- 7.3Distribute the minutes and updated project charter to all participants
Baseline the Project Schedule
Finalise the detailed project schedule based on kickoff meeting outcomes, obtain approval from the project sponsor, and save it as the baseline for tracking progress.
- 8.1Update the project schedule with any changes agreed during the kickoff meeting
- 8.2Obtain formal sign-off from the project sponsor on the baseline schedule
- 8.3Save the baseline in the project 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 project objectives, their role, and the timeline after the kickoff meeting
Percentage of projects that complete all eight kickoff steps before substantive project work begins
Percentage of projects with an approved baseline schedule saved within five council days of the kickoff meeting
Frequently Asked Questions
How does the project charter differ from the statement of work?
The statement of work is typically a pre-contract document describing what will be delivered. The project charter is an internal governance document created after approval that authorises the project, defines its boundaries, and establishes the management framework for execution.
What happens if a key stakeholder cannot attend the kickoff?
Record the meeting and share the recording along with the minutes. Schedule a brief one-on-one follow-up with the absent stakeholder within two council days to walk them through key decisions and obtain their input on any outstanding items.
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 meeting covering objectives, roles, and timeline. A condensed thirty-minute session can prevent miscommunication and scope creep later.
How long should a project kickoff meeting 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 meeting focused and productive.
Who should attend the project kickoff meeting?
At a minimum, the project sponsor, project manager, all core team members, and key ratepayer or stakeholder representatives should attend. Extended team members or subject matter experts can be invited if specific topics on the agenda require their input.
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