The project launch meeting is an opportunity for you, the project manager, and the sponsor to build enthusiasm for the project among the project team and the project stakeholders. The team members are the people who will be doing the project work. The stakeholders are the people affected by the project. Other attendees are managers affected by the deliverables the project produces. Vendors who do contract work on the project may be included as well. Keep in mind that some of the attendees might be people who are not in favor of your project because it is using resources they need elsewhere. Instead of dreading this meeting, you should view it as an opportunity to convert people who are neutral or opposed to the project. It is also an opportunity to increase the level of enthusiasm of the people who now support the project.
Unfortunately, the launch meeting is often just a series of long speeches about teamwork, sharing and supporting each other. No one in the room believes that hype. These lofty speeches don’t build morale. They tend to undermine it because the opening discussion is full of phony sentiments and, sometimes, outright lies. Good project managers don’t give speeches about teamwork, honesty and supporting each other. They communicate those characteristics by their actions. This takes more time but it’s much more believable and valuable.
In the launch meeting, you communicate information about your carefully developed plan. You state the major deliverables of the project and the overall benefit to the organization. The project launch meeting is not the time to threaten team members with dire consequences if they are late on their assignments. Those threats convince the team that their number one goal is to avoid blame when the project fails. That sort of attitude is crippling for a project. Team members who think the project will fail do not give you their best efforts.
Project Launch: Meeting Agenda
Here is the information to cover in the project launch meeting:
- Project overview
- Projet scope
- Major deliverables
- Project milestones
Project Launch: Meeting Attendees
These people should attend the launch meeting:
- Project sponsor
- Project manager
- Project team members
- Major project stakeholders
The project launch meeting signifies the end of the project planning phase and the beginning of the executing and monitoring/controlling phases. You must make sure that by the end of this meeting, the team members understand how the tasks they will work on fit into the big picture, the project scope. You also want to build enthusiasm and commitment to the project among the team members and stakeholders.