A project kickoff meeting template that doubles as the agenda and the notes. Walk through it in order and you leave with agreed goals, a clear scope, named owners, dated milestones and the risks everyone has heard about on day one.
Free to use and adapt, no signup. The .docx opens in Word, Pages and Google Docs (File → Open → Upload).
Project: [Name] Date: [Date] Sponsor: [Name] Project lead: [Name]
Attendees: [Names]
[Why this project, and why now]
| Person | Role | Responsible for |
|---|---|---|
| [Name] | [Role] | [Area] |
| [Name] | [Role] | [Area] |
| Milestone | Date | Owner |
|---|---|---|
| [Milestone] | [Date] | [Name] |
| [Milestone] | [Date] | [Name] |
Wave AI's free meeting minutes generator transcribes the recording with speaker labels and fills in this structure for you: attendees, discussion, decisions and action items with owners. You can also paste a transcript from Zoom, Teams or Google Meet. No account needed.
Paste this into a Notion page and the headings, lists, checkboxes and tables become Notion blocks. It also works in Obsidian, GitHub, Confluence and any Markdown editor.
# Project Kickoff **Project:** [Name] **Date:** [Date] **Sponsor:** [Name] **Project lead:** [Name] **Attendees:** [Names] ## Background [Why this project, and why now] ## Goals and success criteria - **Goal:** [What the project must achieve] - **Success looks like:** [Measurable criterion] ## Scope - **In scope:** [Deliverable] - **Out of scope:** [What we will not do] ## Roles | Person | Role | Responsible for | |---|---|---| | [Name] | [Role] | [Area] | | [Name] | [Role] | [Area] | ## Milestones | Milestone | Date | Owner | |---|---|---| | [Milestone] | [Date] | [Name] | | [Milestone] | [Date] | [Name] | ## Risks and dependencies - [Risk] — [Mitigation] — [Owner] ## Communication - **Status updates:** [Channel, frequency] - **Decisions logged in:** [Where] ## Action items - [ ] [Task] — [Owner] — [Due date]
Background, goals and success criteria, scope (in and out), roles and responsibilities, milestones with dates, risks and dependencies, how the team will communicate, and the first action items. This template follows that order, so it works as the agenda too.
The sponsor, the project lead, everyone who will do the work, and representatives of teams the project depends on. For client projects, include the client's decision maker and day-to-day contact.
Usually 60 to 90 minutes. Drafting goals and scope in the template before the meeting keeps it short, because the time goes to agreeing and assigning owners rather than writing.
Yes. Upload the kickoff recording to Wave's free meeting minutes generator and choose "Project kickoff": it writes up goals, scope, roles, milestones, risks and first action items.
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