Successful Kick-Off Meetings | 4 Key Steps for EU Project Managers

Kick-off meetings are essential for the effective implementation of a European funded project. In this blogpost, we're sharing 4 key steps for organising and implementing a successful kick-off meeting.

Prepare everything in advance

The first step in organising a successful kick-off meeting in an EU project is to prepare thoroughly and organise everything in advance, such as:

• Share the agenda at least two weeks in advance

• Make sure the objectives of the meeting are clear

• Explain to all participants what kind of preparation is required from them

• Book the meeting venue

• Arrange the coffee and lunch breaks

• Send clear instructions to all participants for the venue location

Organise social activities

• The kick-off meeting is a great opportunity to get to know each other, learn about our background and areas of expertise and talk in a more informal manner, during lunch and diner breaks. It also helps when the coordinator organises social activities, like city tours or cultural / musical events, for people to relax and have fun together. This creates a strong bond among team members.

Clarify each partner's role

A kick-off meeting can be considered successful if everyone leaves and knows exactly what is expected from their organisation, by when and with whom they need to work together to get each deliverable completed. Of course this role should perfectly match the partner's budget for that specific stage / work package / deliverable.

Share your expertise

An EU project thrives when deliverables are collaboratively developed, leveraging the unique strengths and expertise of each partners.

The coordinator should ensure that the kick-off agenda includes a dedicated session for participants to exchange ideas, share their areas of expertise, and provide insights into their backgrounds. This fosters collaboration and helps the team understand each member's strengths and contributions to the project.

Closing thoughts

Starting a new EU project is always challenging: People from different cultures, mindsets and backgrounds come together and they are asked to work together as a team and deliver top-quality results within a set time framework and within a limited budget. The coordinator has an important role to play, as it can help people to go through a smooth journey, by encouraging frequent communication, open discussions and exchange of knowledge and ideas. If people have a beautiful time together during the kick-off meeting, this will set the tone for a successful project implementation.