The following template provides an agenda and focus questions for the project leader to use in the initial project team meeting. As a result, the team should be aligned with their respective roles and responsibilities and energized about their future efforts. This meeting is intended to be a forum in which the role clarification exercise can be conducted. The exercise is provided as the next resource.
Kickoff Meeting Template
Kickoff Meeting
Date
Time
Purpose of the Meeting
Assemble key players to establish a shared understanding for the Virginia Strategic Planning process.
Outcomes:
-
Shared agreement on:
- Planning process objectives,
- Core project team membership,
- Planning process timeline,
- Gameboard methodology, and
- Project team members’ roles & responsibilities.
- Identification of next steps
Agenda:
- Opening Remarks, Welcome & Process Overview
- Review and validate meeting outcomes.
- Establish meeting ground rules.
- Current State of Interoperability in Insert State
- What did we hear in our conversations with sample group of stakeholders?
- What did we find out about our state through our research?
- Discussion of Vision for Interoperability in the Future
- What does the best case scenario for interoperability look like?
- What are our future goals?
- Project Team Roles and Responsibilities
- Identify the functional areas needed.
- What are the areas of expertise and influence needed to carry out a successful planning process?
- Use Step I and II of the Role Clarification Exercise.
- Identify Core Project Team Members
- What core skill sets and competencies are needed on the core project team?
- What skills do we possess?
- How can our affiliations and professional positions serve us in influencing the planning process?
- Use Step III of the Role Clarification Exercise.
- Obtain Group Commitment
- What role will each team member play?
- What are our expectations for each role?
- What is one action you are committed to accomplishing before we come back together?
- Identification of Next Steps
- Identify next meeting date, time, and participants.
- Review participants’ committed action items.
- Ensure that outcomes have been achieved.
- Closing.
- Closing Remarks