Skip To Navigation

Phase 4

Task: Conduct Project Team Kick-off Meeting


The purpose of the kick-off meeting is to give project team members the opportunity to understand: Activities proposed for the strategic planning effort, the sequence of activities, and dependencies, Activities that have occurred prior to the kick-off meeting, and Responsibilities expected from the project team.

Please see Appendix H for a sample kick-off meeting template.

Lesson Learned: Facilitating the project team through a roles and responsibilities exercise was helpful in clarifying individuals’ ownership in the outcomes of the strategic planning process.

Please see Appendix I for a role clarification exercise.

The table below presents suggested roles and responsibilities, assuming five core team members devoted full time to the planning process, from project launch through the completion of the strategic plan. Roles and responsibilities can be combined as resources demand.


Roles

 Description Tasks associated
with this role		 Who performed
the role in
the Virginia effort
Sponsor Responsible for the overall process, establishing key relationships in the state, and securing funding resources. Also responsible for the overall implementation.
  • Secure funding
  • Establish key relationships throughout the state
  • Help with the buy-in process from local government
  • Establish relationship with Governor’s office
  • Oversee implementation
 State Interoperability Coordinator
Project Manager/Team Lead Responsible for the success of the project.
  • Set timeline
  • Vetting process
  • Set participant criteria
  • Set project standards
  • Delegation of tasks
 State Interoperability Coordinator
Communications and Outreach Lead Responsible for internal and external communication.
  • Emails to stakeholders .. Agendas and follow- up notes (meetings)
  • Action item maintenance
  • Weekly reports 
  • Pre/post focus group documents 
  • Press releases
 SAFECOM
Meeting management and Logistics Lead Responsible for planning and execution of interviews.
  • Secure interview room
  • Focus group preparation and follow-up
 SAFECOM
Facilitation (Lead and Co-Lead) Responsible for facilitation of interviews.
  • Lead discussions on current state, future state, barriers, case for change, and strategies to achieve future state.
 Consulting firm with expertise in Collaborative Strategic Planning Efforts
Option: student intern Local or state university student looking to fulfill hours for degree requirement. General administration, coordination, communications Masters students from Virginia Commonwealth University


Note: The roles filled by SAFECOM or a contractor are generic in scope and thus can be filled by any individual.