Kick Off Meeting Minutes are essential project documentation required at the commencement of any significant business initiative in New Zealand. This document type serves as the foundational record of project initiation, capturing crucial information including participant details, project scope, objectives, timelines, and assigned responsibilities. The minutes provide a formal reference point for all stakeholders and contribute to project governance requirements under New Zealand business practices. They are particularly important for establishing clear communication channels, documenting initial risk assessments, and setting project expectations. The document helps ensure compliance with organizational policies and creates an audit trail for project decisions and commitments made during the kick-off phase.
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1. Meeting Details: Date, time, location, meeting format (in-person/virtual), project name/reference
2. Attendees: List of all participants, their roles, organizations, and attendance status (present/apology)
3. Project Overview: Brief summary of the project scope, objectives, and expected outcomes
4. Key Decisions: Documentation of all decisions made during the meeting
5. Action Items: List of tasks assigned, responsible parties, and deadlines
6. Next Steps: Upcoming milestones, next meeting date, and immediate priorities
1. Project Team Structure: Used when team roles and reporting lines need to be formally documented
2. Risk Register Initial Review: Include when initial project risks are identified and discussed
3. Budget Overview: Used when financial aspects are discussed in the kick-off
4. Communication Protocol: Include when specific communication channels and procedures are established
5. Technical Requirements: Used when specific technical specifications or requirements are discussed
1. Appendix A - Project Timeline: Detailed project schedule and milestone dates discussed
2. Appendix B - Contact List: Comprehensive contact details of all project stakeholders
3. Appendix C - Reference Documents: List of relevant project documents referenced during the meeting
4. Appendix D - Initial Risk Log: Documentation of identified risks and planned mitigation strategies
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