Project Kickoff Checklist and Agenda
A kickoff checklist + meeting agenda that prevents day-one confusion. Covers roles, timeline, communication, approvals, and next steps—plus what to do when the client "isn't sure yet."
What You'll Get
- Pre-kickoff checklist — What to prepare before the meeting
- 60-minute agenda template — Structured meeting flow
- Decision log template — Track decisions made during kickoff
- Post-kickoff email template — Send recap and next steps immediately after
Download the Template
Get the complete kickoff kit including checklist, agenda, and email templates.
No email required. Free to use and share.
Pre-Kickoff Checklist
Complete these before the kickoff meeting:
60-Minute Kickoff Agenda
Introductions & Goals
5 minWho's in the room, what each person's role is, and what we want to accomplish today.
Project Overview
10 minReview scope, deliverables, and success metrics. Confirm everyone has the same understanding.
Timeline & Milestones
10 minWalk through key dates. Identify dependencies and potential blockers.
Roles & Responsibilities
10 minWho does what—on both sides. Who approves? Who provides feedback? Who's the single point of contact?
Communication & Process
10 minHow will we communicate? How often? What tools? How do we handle feedback and revisions?
Open Questions
10 minAddress anything unclear. Document decisions and outstanding items.
Next Steps & Wrap
5 minConfirm immediate action items and owners. Schedule next check-in.
When the Client "Isn't Sure Yet"
If the client can't confirm something during kickoff:
1. Document it explicitly
"Decision pending: Client to confirm brand colors by [date]"
2. Set a deadline for the decision
"If not decided by [date], this becomes a scope risk and may impact timeline."
3. Propose a default option
"If we don't hear back, we'll proceed with Option A. Let us know if you prefer otherwise."
4. Flag risks early
"Delaying this decision will push the design phase by X days."
Post-Kickoff Email Template
Subject: Kickoff Recap — [Project Name] Hi [Client Name], Thanks for a productive kickoff! Here's a summary of what we covered: **What We Aligned On:** - [Key scope point 1] - [Key scope point 2] - [Timeline confirmation] **Decisions Made:** - [Decision 1] - [Decision 2] **Outstanding Items:** - [Item needing client input] — Due by [date] - [Access/asset needed] — Requested from [person] **Next Steps:** - [Your team] will [action] by [date] - [Client team] to [action] by [date] - Next check-in scheduled for [date/time] Let me know if I've missed anything or if any of the above needs adjustment. Best, [Your name]
Common Mistakes & Tips
Not sending an agenda beforehand
Clients come unprepared. Send the agenda 24+ hours ahead so they know what to bring.
Skipping role clarification
"Who approves?" is the most important question. Get a named person, not "the team."
Not documenting decisions in writing
Verbal agreements are forgotten. The post-kickoff email creates a paper trail.
Running over time
Stick to the agenda. If a topic needs more time, schedule a follow-up rather than derailing the kickoff.
How to Run This in Corcava
- Create kickoff tasks in your project template — Auto-generate kickoff prep tasks for every new project
- Use project milestones for key dates — Timeline from kickoff becomes visible to everyone
- Log decisions in project notes — Keep a decision log that's always accessible
- Create tasks for outstanding items — Assign owners and due dates right after kickoff
Frequently Asked Questions
Who should attend the kickoff meeting?
From your side: project lead, key team members who'll do the work. From client side: decision maker, day-to-day contact, any subject matter experts needed. Avoid inviting people who'll just observe—it makes meetings longer and decisions harder.
What if the kickoff takes longer than 60 minutes?
For complex projects, schedule 90 minutes. Or split into two sessions: one for scope/timeline, one for process/roles. Don't let a 3-hour kickoff become the norm—it signals poor preparation.
Should kickoffs be in-person or remote?
Either works. In-person builds better relationships for large, long-term projects. Remote is fine for most work and more practical. What matters is that everyone is engaged and the meeting is structured.
What if the client doesn't have time for a proper kickoff?
Red flag. A client who won't invest 60 minutes to align on a project will likely be difficult throughout. Push back politely: "We've found that skipping kickoff leads to confusion and delays. Let's find 30-45 minutes minimum."
Do I need a kickoff for small projects?
Scale it down but don't skip it. A 15-minute call covering scope, timeline, and approval process is still a kickoff. The post-kickoff email is non-negotiable—always send one.
What if scope changes come up during kickoff?
Note them. Don't agree to changes on the spot. "Good point—that's outside current scope. Let me assess the impact and get back to you." Then use your Change Request Form.