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Project Kickoff Checklist

A guide to leading a successful integration project kickoff, including best practices, stakeholder tips, and a ready-to-use checklist.

A well-executed project kickoff is the foundation for a successful integration. This article outlines best practices for leading an effective kickoff meeting and managing the initiation phase of your integration project.

Project Kickoff Checklist

  1. Prepare Kickoff Slide Deck
    Gather key project information and structure the presentation for the kickoff meeting.

  2. Conduct Kickoff Meeting
    Align all stakeholders on project goals, scope, and timeline.

  3. Schedule Weekly Check-ins
    Establish a recurring meeting cadence for consistent communication and updates.

  4. Identify Key Points of Contact
    Confirm roles for:
    -  Decision maker
    -  Data requirements SME
    -  System access SME
    -  Implementation partners

  5. Finalize Workflow Prioritization
    Confirm the priority order of workflows and note any phasing (if applicable).

  6. Confirm Target Go-Live Date
    Agree on a target date for the DataBlend integration to go live.

  7. Introduce Mapping Document
    Share and review the document that outlines field mapping between systems.

Best Practices for a Strong Kickoff

  • Prepare with Intention
    Customize your kickoff deck to reflect the client’s industry, systems, and goals. Include timelines, phased approaches, and communication plans.

  • Establish the Right Audience
    Ensure all essential stakeholders are invited: decision makers, subject matter experts (SMEs), system access owners, and implementation partners.

  • Communicate Roles Early
    Clarify who owns each part of the integration—data mapping, credential setup, testing, and approvals.

  • Set Realistic Milestones
    Introduce the project timeline and validate target dates, especially the go-live. Encourage feedback to uncover hidden constraints.

  • Document Everything
    Notes from the kickoff should be centralized and shared, ideally with action items and ownership clearly outlined.

  • Foster Collaboration from Day One
    Create space for questions. Reinforce a team mindset and encourage transparent, proactive communication.

An effective kickoff preparation will reduce rework, clarify responsibilities, and keep your integration project on track.