^ [[6 Planning Phase]] # 6.1  Planning Kick-off Meeting The Planning Phase starts with an official Planning Kick-off Meeting, the aim of which is to: - ensure that **everyone understands the project scope** - clarify the **expectations** of all key project stakeholders - identify project **risks** - **discuss the project plans**. At this early stage, past experiences, and especially **Lessons Learned** from previous similar projects, will significantly help the project team. This Planning Kick-off Meeting should be planned and run effectively as it is **critical that the project goals are well understood**. PM2 provides **templates** for the Meeting Agenda and the Minutes of Meeting (MoM). ![[Table 6.1 - Planning Kick-off Meeting - Key Participants.png]] ## Inputs - Business Case - Project Charter ## Steps ==Before the Planning Kick-off Meeting==: 1. **Plan** the meeting. 2. Draft the Meeting **Agenda** clearly indicating the points to be discussed. 3. **Send out the Meeting Agenda in advance**. 4. **Ensure the attendance of required participants**. 5. Address any **logistical** needs and prepare **documentation** or hand-outs for the meeting. ==During the Planning Kick-off Meeting==: 1. **Introduce** the meeting participants. 2. Ensure a **minute-taker** is identified to make notes identifying action items. These will be compiled and sent to participants after the meeting. 3. Walk the participants through the **Project Charter** so they understand the **project scope**. 4. Outline the **goals**, **expectations** and **activities of the Planning Phase** and discuss the planning **timeline**. 5. Describe and discuss the **project roles and responsibilities**. 6. Discuss the project **timeline**. 7. Discuss the overall **approach** to the project. This discussion can be a **brainstorming session** within the limits set by the Project Charter. 8. Discuss the project **plans needed** for the project. The final set of required project plans will be documented in the **Project Handbook**. 9. Discuss **risks**, **constraints** and **assumptions**. 10. Discuss or present any **project supporting tools** (with input from the Project Support Office, PSO). 11. Allow time for any other business (**questions & answers**). 12. **Summarise the discussion (decisions, actions and risks**). 13. Communicate the **next steps**. ==After the Planning Kick-off Meeting:== 1. Distribute the **Minutes of Meeting (MoM)** to the appropriate stakeholders (as identified in the Project Charter) **as soon as possible** (**within two business days** is considered as a best practice). 2. The Minutes of Meeting (MoM) should **include** a summary of project **issues** raised, **risks** identified, **decisions** taken and **changes** proposed. Note that the issues, risks, decisions and project changes should **also be recorded in the relevant logs**. ![[Fig 6.3 Planning Kick-off Meeting inputs - outputs and main roles.png]] ## Outputs - Kick-off Meeting Agenda (see also PM2 Template) - Minutes of Meeting (MoM) (see also PM2 Template) ___ Spanish Guide: [[6.1 Reunión de Inicio de Planificación]] <-- [[6 Planning Phase]] --> [[6.2 Project Handbook]]