Project Kick Off

Topics: Project management, Management, Communication Pages: 10 (1478 words) Published: May 21, 2013
Assignment 2


Date: April 25, 2013


Kickoff Meeting – Letter to Invitees3
Agenda for Discussion at Kickoff Meeting3
List of Attendees to Kickoff Meeting3-4
Project Communication Plan4
External Communications4
Internal Communications4-5
Communicating with Upper Management and Customers5
Change Management5
Project Reporting – Administrative Close-Out 5
Project Reporting – Project Close-Out5

Kick-off meeting

Project: Wedding of Mary Jo and Bobby Doe
Date: April 10, 2013
Time: From 10:00am – 11:30am
Location: 165 Shepard Avenue
Invitees: Mary Jo, Bobby Doe, Mary Jo’s mom and dad, Bobby Doe’s mom and dad, Mary Jo’s uncle, Kathy (Mary Jo’s cousin) Attendees: Project Manager, Customer, Organization (Family)

Announcement Letter for Kick-off meeting

To: All Project Members
From: Project Manager
Dear Project Members,
You are invited to our kick off meeting on April 10th at 371 Orton Park Road, M1G 3V1, Toronto at 10:00 a.m., to discuss how to plan and organize Mary Jo’s and Bobby Doe’s wedding activities. Please review the Project Plan attached to get some basic information about the project. Also, please note the agenda containing the items to be discussed in the meeting. The meeting is scheduled to last about one hour and a half. I can be reached at (416) 843-6125 or by email at Sincerely,

Ileana Martin
Project Manager


Welcome and Introductions Project Manager10:00 – 10:15 Customer’s StatementMary Jo & Bobby Doe10:15 – 10:20. Project RequestProject Manager10:20 – 10:30
Project ObjectivesProject Manager10:30 – 10:35
Project ScopeProject Manager10:35 – 10:45
Roles & ResponsibilitiesProject Manager10:45 – 10:55
Discuss IssuesProject Manager10:55 – 11:05
Next Steps Project Manager11:05 – 11:15
QuestionsProject Manager11:15 – 11:30

Communication Plan Outline

External Communication Plan
Persons external to the project with vested interest:
1. Vendors: the video professional, the transportation company, the caterers, the ceremony officiate, the limousine services provider, the formalwear store 2. Wedding guests (indirect beneficiary of the project results)

Strategy for managing expectations

Persons with vested interest in the successful closure of the project will be continually kept informed about the various stages of the project, will be told of issues coming up along the planning activities and will be communicated the proposed actions to be taken in order to ensure issues resolution. Communications methods agreed to: e-mails, followed by phone calls to arrange meetings as outlined.

External Communication – Responsibility Assignment Matrix (RAM)

|Task Responsibility |Responsibility |Reviewed by |Approved by | |Project Manager |Budget, Cost, Status, Progress, Schedules,|Customers (Mary Jo and |Customers | | |Issues, Overall Project |Bobby Doe) | | |Bride |Creation and sending of the wedding |Project Manager |Project Manager | | |invitations and ‘Thank you’ cards | | | |Bride |Making of the floral arrangements for the |Project Manager |Project Manager | | |church and the reception hall including | | | | |all the bouquets | |...
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