Programme Management Kick-Off Guide

Why Programme Kick-Offs Matter

A well-run kick-off sets the foundation for programme success. It aligns stakeholders, establishes governance, clarifies objectives, and creates momentum. This guide provides a structured approach to planning and running an effective kick-off session that gets your programme started on the right foot.

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Pre-Kick-Off Preparation

Essential groundwork before the kick-off meeting

🎯

Define Programme Objectives

Clearly articulate what success looks like:

Business outcomes and benefits
Key deliverables and milestones
Success criteria and KPIs
Scope boundaries (in/out)

👥

Identify Stakeholders

Map everyone who needs to be involved:

Executive sponsor
Programme board members
Workstream leads
Key decision-makers

📊

Prepare Programme Brief

Document core information:

Business case and rationale
High-level timeline
Budget and resources
Risks and dependencies

🗓️

Plan the Kick-Off

Logistics and preparation:

Date, time, and duration
Location (physical/virtual)
Pre-read materials
Agenda and objectives

✅ Pre-Kick-Off Checklist

Programme charter or business case approved

Executive sponsor confirmed and available

Key stakeholders identified and invited

Pre-read materials sent 5-7 days before

Presentation and materials prepared

Meeting space and tech tested

⏰

Kick-Off Meeting Agenda

Recommended structure for a 2-hour kick-off session

Time	Topic	Objective	Owner
0:00 - 0:10	Welcome & Introductions	Set the tone, introduce attendees, outline agenda	Programme Manager
0:10 - 0:20	Executive Sponsor Opening	Why this matters, strategic context, expectations	Sponsor
0:20 - 0:40	Programme Overview	Objectives, scope, benefits, business case	Programme Manager
0:40 - 1:00	Roadmap & Timeline	Key phases, milestones, dependencies, critical path	Programme Manager
1:00 - 1:20	Governance & Ways of Working	RACI, decision-making, meetings, reporting	Programme Manager
1:20 - 1:40	Risks & Mitigations	Known risks, dependencies, mitigation plans	Programme Manager
1:40 - 1:55	Q&A & Discussion	Address concerns, clarify expectations	All
1:55 - 2:00	Next Steps & Close	Immediate actions, next meeting, closing remarks	Programme Manager

📢

Key Topics to Cover

Essential content for your kick-off presentation

🎯

Programme Vision & Objectives

What are we trying to achieve?
Why does this matter to the business?
What benefits will we deliver?
How does this align with strategy?

🔍

Scope & Deliverables

What's included in the programme?
What's explicitly out of scope?
What are the key deliverables?
What are we not doing?

👥

Roles & Responsibilities

Who is the sponsor and board?
Who leads each workstream?
Who makes which decisions?
RACI for key activities

🗓️

Timeline & Milestones

What are the key phases?
When are major milestones?
What's on the critical path?
What are dependencies?

⚙️

Governance Structure

How will decisions be made?
What meetings will we have?
How will we report progress?
Escalation process

⚠️

Risks & Issues

What are the known risks?
What could derail us?
What assumptions are we making?
Mitigation strategies

✅

Post-Kick-Off Actions

Follow-up steps to maintain momentum

📝

Within 24 Hours

Send meeting notes and recording
Distribute action item tracker
Share presentation materials
Thank attendees for participation

📅

Within 1 Week

Schedule recurring governance meetings
Set up collaboration tools (Slack, Jira)
Confirm workstream leads and teams
Finalize detailed roadmap

🚀

Within 2 Weeks

Hold first workstream meetings
Complete detailed planning
Baseline schedule and budget
Establish reporting cadence

💡 Tips for a Successful Kick-Off

Keep it interactive: Use polls, Q&A, and breakouts to maintain engagement
Address concerns head-on: Create space for skepticism and address it transparently
Show, don't just tell: Use visuals, demos, or examples rather than text-heavy slides
End with energy: Close with clear next steps and enthusiasm to maintain momentum
Make it accessible: Record for those who can't attend, provide materials in advance
Follow up quickly: Send notes within 24 hours while the energy is still fresh

⚠️ Common Kick-Off Mistakes to Avoid

Too much detail too soon: Focus on the big picture, not granular tasks
Missing key stakeholders: Ensure decision-makers are present, not just informed later
No sponsor presence: Executive sponsor must attend and set the tone
Unclear objectives: Don't proceed if success criteria aren't agreed upon
Ignoring concerns: Surface objections early rather than letting them fester
Poor follow-through: The kick-off is the start, not the finish line

📦 Templates & Resources

Use these templates to prepare for your kick-off:

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Kick-Off Presentation Template

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Stakeholder Register

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Meeting Agenda Template

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RACI Matrix

⚠️

Risk Register

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Roadmap Template

📥 Save This Guide

Download as PDF to reference during your programme planning

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