Stakeholder Checklist for Project Kickoff

Kicking off a new project can feel like you're setting out on a big adventure—it comes down to mapping out what's ahead and knowing who you'll need on your team. To ensure the process is smooth and successful, it's crucial to bring key players into the loop right from the start. Here's a checklist of stakeholders who should be included in your project kickoff.

IT

Start with your IT team. They're crucial for suggesting the best digital solutions and making sure that any tech components work well with existing systems. Bringing them in early helps to prevent last-minute modifications that could be costly and delay your timeline.

Operations

Operations is the heartbeat of the company. They keep a close eye on day-to-day activities and can offer thoughts on how the project could impact ongoing operations. Their early input ensures that your project fits well with operational capabilities and helps identify potential obstacles.

Finance

Your finance team can provide crucial details on budget constraints, funding options, and financial tracking. Having a clear understanding of financial parameters from the beginning helps shape a realistic project scope that stays within budgetary limits.

Project Management Office (PMO)

The PMO is your resource for all things related to project resources, scheduling, and planning. Early discussions with them can help secure required resources and set realistic timelines, ensuring everyone is in sync from the start.

Senior Leadership

Never underestimate the influence of having senior leaders on your side. They can provide strategic oversight and help push the project through critical phases. Their early approval is essential to prevent surprises that could put the project at risk.

Legal, Compliance, and Data Protection

Grouping these three together as your compliance cluster is smart. They play a critical role in ensuring your project doesn't encounter legal obstacles by adhering to relevant laws, policies, and data protection regulations. This is particularly significant in industries handling sensitive information.

Communications

Include your communications team from the beginning. They are important in managing how your project is perceived both internally and externally. From newsletters to major announcements, their expertise will ensure consistent and effective messaging throughout the life cycle of the project.

Human Resources

If the project involves new roles, changes in workflow, or staff retraining, HR needs to know early. They can advise on job descriptions, onboarding processes, and training programs. Since HR processes often take time, involving HR from the beginning helps avoid delays.

Specialist Teams?

Give some thought to the specific needs of your project. Do you need insights from manufacturing, engineering, or perhaps marketing? Get these specialists on board early to benefit from their unique perspectives and skills, which will help tailor your project approach to actual conditions and resources.

Involving all these stakeholders may seem like a lot, but the issues that can arise later if they are not involved from the beginning will be much more overwhelming. Better to play it safe and get everybody in the same room (or meeting) from the get-go!