Project Kickoff & Activation Calls

What takes place when a project is transferred from Sales to Delivery?

 

Step # Owner Time (mins) Action
1 Salesperson 10

New Statement of Work (SOW) document is submitted to customer.

2 Salesperson 10 Receive signed SOW, outline agreement in Salesforce (SFDC), and check “Ready for Execution” to route for manager assignment.
3

SVP of Operations OR VP of Marketing

5 Review SOW for strategic mix of services included, pricing, guarantees, and other terms and update "Engagement Model Approved" with your name in SFDC.
4

SVP of Operations

5 Consult management team workload and Customer Journey SME (if applies) to determine manager assignment. Update Project Lead(s) and Strategist (if applies) fields in SFDC with resources selected.
5

Project Lead and/or Customer Journey PM

Strategist (if applies)

1 Receive New Project Assignment alert email from SFDC.
6

Project Lead

5

Locate signed SOW in Teams file folder. Navigate to and read through document. Is it complete and signed by the customer?

  • YES go to step #8
  • NO go to step #7
7

Project Lead

5 Contact Salesperson to clarify missing information in the SOW.
8

Project Lead

2

Using shared calendar, schedule the INTERNAL Kickoff Meeting. Include:

  1. Salesperson
  2. Strategist that is outlined within the Project Transfer (if applicable)
  3. Customer Journey Manager (if applicable)
  4. Subject Matter Expert based on services TSL will execute
    1. SEO: Shawn Rosko
    2. PPC: Ryan Nicholson
    3. UX/CRO: Norma Shepardson
    4. CJ: Lauren Langer
9

Project Lead

30

Run the INTERNAL Kickoff Call. Go through the Internal Kickoff Call Agenda [DOCU-1801]. Is the scope defined/ clear/ goals agreed upon? Is the TSL team in agreement to proceed as outlined?

  • YES go to step #11
  • NO go to step #10
10

Project Lead

30

Using shared calendar, schedule the INTERNAL Project Rescope Meeting. Include:

  1. Salesperson
  2. Strategist that is outlined within the Project Transfer (if applicable)
  3. Customer Journey Manager (if applicable)
  4. Subject Matter Expert based on services TSL will execute
    1. SEO: Shawn Rosko
    2. PPC: Ryan Nicholson
    3. UX/CRO: Norma Shepardson
    4. Customer Journey: Lauren Langer
11

Salesperson

2

Using shared calendar, schedule the EXTERNAL Kickoff Meeting. Include:

  1. Strategist that is outlined within the Project Transfer
  2. Salesperson
  3. Customer Journey Manager (if applicable)
  4. Subject Matter Expert based on services TSL will execute
    1. SEO: Shawn Rosko
    2. PPC: Ryan Nicholson
    3. UX/CRO: Norma Shepardson
    4. Customer Journey: Lauren Langer
12

Project Lead

3 Send the Kickoff Call Agenda and link to landing page to all attendees on the meeting invitation. [Reference External Customer Kickoff Call Agenda]
13

Project Lead

30

Run EXTERNAL Kickoff Call - Walk through the SOW and related policy docs [DOCU-ASDF, DOCU-QWER], Onboarding Checklist [DOCU-4321].

14

Project Lead

5 Send Kickoff Call Recap Notes email to the customer. [ Reference [DOCU-9999].
15

Project Lead

30 Build out the project in Clarizen [PROC-1803].

 

 

Include the following content in the body of the External Kickoff Call calendar meeting invitation: 

During this kickoff call we will review the following agenda items: https://www.tslmarketing.com/tsl-kickoff-infographic

  • Introductions of each team and roles in our project
  • Review the TSL Statement of Work
  • Next steps and action items

 

Internal Kickoff Call Agenda

Purpose: Sales handoff of project to the assigned Project Lead and/or Customer Journey manager.

Reference the Sales Discovery document(s) provided by the Sales owner.

Account Background

  • Company overview
  • Have we completed a campaign with the customer recently, or are there any campaigns in market now?
  • What was the customer's experience like, who managed, what projects did we complete?

Campaign Background

  • Who was involved in consulting or planning this campaign thus far?
  • Will there be expectations to complete work within a certain timeframe?
  • Review specific scope details, budget, expenses.
  • What are the customer's goals and expectations about results?

 Kickoff Planning:

  • Customer Stakeholders:
    • Who are the points-of-contact for day-to-day campaign communication? Review names and roles.
    • Who is the customer's boss?
    • Who will make decisions about project timeline?
    • Who will be directly responsible for approvals?
    • Who are the reviewers/stakeholders involved in the decision-making process?
  • TSL Team:
    • Who will manage the project?
    • Who will be a customer-facing Subject Matter Expert?
    • Who will support with execution of work? Should they attend the kickoff call?
  • Agenda:
    • Are there any non-standard agenda topics that need to be discussed?
    • Confirm TSL attendees' roles on the call
    • Confirm availability for kickoff call. Sales sends calendar meeting invitation

 

 

External/Client Kickoff Call Guide

Introductions

  • "Who do we have on the line from the [CUSTOMER] team?" [Write down their names for follow-up email] 
  • Quick mention of all TSL members present on the call:
    • "From the TSL team we have myself, [NAME], [NAME], [NAME]." 
  • "It’s great to meet all of you. Again, I'm [FIRST], and my role as the Project Lead is to coordinate project needs between our teams, share updates about our progress, and address questions that may come up along the way." 
  • "Next from the TSL team is [NAME], who will be our [ROLE] on the project. S/he handles [RESPONSIBILIES]." 
  • "We'd like to get a better understanding of you and your team's roles and how we'll work together. Can you share details there?" 
  • If not answered, confirm:
    • “Who will be TSL's main point(s) of contact?” 
    • “Who will be responsible for collecting and sharing consolidated feedback with me to pass on to the project team?” 
    • “Who are the stakeholders who should review deliverables and provide feedback?” 
    • “Who is our final decision maker/approver?” 

Overview of Statement of Work

  • "Let's take a few minutes to review what's included in this project." 
  • Name each service included in the Statement of Work, and pricing for each line item.
  • "I'll pause here to see if there are any questions so far."

Our Goals and Process

Speak to sections noted on service pages:

Requests for Access and Resources

Make requests as noted on service pages:

Schedule Checkpoints

  • "We'd like to set up a weekly checkpoint meeting to review progress, and discuss feedback and what's next. Let's open our calendars and find a time that works best. How does [DAY OF WEEK] at [TIME / TIME ZONE] work for you?" [Write down agreed upon date and time]

Review Action Items

  • "Here are our action items: I will send out our checkpoint calendar invite shortly. I will email a recap of items discussed on this call along with my contact information. I will schedule our project and we'll begin the SEO assessment." 
  • Mention action items the customer must complete, including digital access (if not completed on call)
  • "Are there any questions that I can answer about anything covered here or our next steps?"
  • “That’s all we need to cover today. I look forward to working with you on this project! Have a great day.”