Free Program Meeting Agenda

Welcome and Introductions

• Introduce meeting facilitator and key stakeholders.

• Welcome all attendees and thank them for their participation.

Purpose of the Project Kickoff Meeting

• Align stakeholders on project objectives and expectations.

• Set the foundation for collaboration and communication.

Overview of Attendees

• John Smith (Project Manager)

• Sarah Johnson (Lead Developer)

• Emily Brown (Marketing Manager)

• Michael Lee (Client Representative)

Project Background and Context

• The project aims to develop a new mobile application for enhancing customer engagement.

• It stems from increasing demand for mobile solutions and improving user experience.

Objectives and Goals

• Increase user retention by 20% within the first six months post-launch.

• Achieve a 30% increase in customer satisfaction ratings through enhanced app features.

Scope and Deliverables

• Deliverables include app development, testing, initial deployment, and user training.

• Excludes ongoing maintenance post-launch, which will be handled by the support team.

John Smith

Overall project oversight and timeline management.

Sarah Johnson

Tech lead for app dev & coding standards.

Emily Brown

Leads customer outreach and feedback collection.

Michael Lee

Liaises between development team and client stakeholders.

Clearing Up Roles and Team Expectations

• Ensure everyone understands their role in achieving project milestones and meeting client expectations.

• Emphasize collaboration and communication among team members and stakeholders.

High-Level Project Timeline

• Phase 1 - Requirements Gathering (Weeks 1-2)

• Phase 2 - Development (Weeks 3-8)

• Phase 3 - Testing and Quality Assurance (Weeks 9-10)

• Phase 4 - Deployment and User Training (Weeks 11-12)

Major Milestones and Deliverables

• Alpha Version Release: End of Week 6 for internal testing and feedback.

• Beta Version Release: End of Week 9 for client review and acceptance testing.

Dependencies and Critical Path

• Development phase completion required for testing and deployment phases to begin.

• Client feedback and approval critical before moving to the deployment phase.

Communication Channels and Tools

• Slack for daily team updates and quick communications.

• Email for formal communications and document sharing.

Frequency of Meetings and Updates

• Weekly status meetings every Monday at 10:00 AM to review progress and address issues.

• Bi-weekly client meetings on Wednesdays at 2:00 PM to update on project status and gather feedback.

Reporting Structure

• Project dashboard updated weekly and shared with stakeholders for transparency and accountability.

• Formal reports distributed after each major milestone and phase completion.

Identification of Potential Risks

• Delays in client feedback and approvals.

• Scope creep due to evolving client requirements.

• Technical challenges in integrating third-party APIs.

Risk Assessment and Prioritization

• Likelihood and impact assessed for each identified risk.

Mitigation Strategies and Contingency Plans

• Regular follow-ups with clients to ensure timely feedback.

• Agile development methodology to accommodate changes and minimize scope creep.

• Backup plans for critical technical challenges to avoid project setbacks.

Action Items from the Kickoff Meeting

• Sarah Johnson to finalize detailed development plan and share with the team by end of Week 1.

• Emily Brown to draft initial customer survey for app feature preferences by end of Week 2.

Assignments and Responsibilities

• Assign specific tasks and responsibilities for each action item to ensure accountability and progress.

Schedule for Follow-Up Meetings

• Next meeting scheduled for two weeks from today to review initial development progress and adjust timelines if needed.

• Bi-weekly client meetings to continue throughout the project lifecycle to maintain client engagement and satisfaction.