Articles in this section

See more

New Clinic Toolkit - 2 Kickoff Meeting

  • Updated

Purpose
Compile Stakeholder List
Schedule Kickoff Meeting
Create Kickoff Presentation
During Kickoff Presentation
After Kickoff Presentation

Purpose

A project kickoff meeting is the first meeting with the project team and the client of the project. This meeting is the time to establish common goals and the purpose of the project. Starting a project without a kickoff meeting is like setting off on a trip without any concrete plan.
 

Compile Stakeholder List

Pre-Requisites

  • Manager has assigned lead analyst a JIRA for new clinic implementation
  • Manager has assigned CSSE to same JIRA

Tools and Resources

  • Original change request email thread
  • Stakeholders email template

Dear requestor,

The Profile EMR team is ready to start on this change request. Please provide a list of stakeholders who should be present at the Project Kickoff Meeting. Is there an ideal time where the stakeholders are all available? The meeting will be scheduled for 1 hour.

Thanks,
Clinical Informatics

Point Person

  • Clinical Informatics

Instructions

  • Clinical informatics will reach out to original requestor for a stakeholder list
  • Document stakeholder group in Kickoff Meeting presentation

Schedule Kickoff Meeting

Pre-Requisites

  • Stakeholder list

Tools and Resources

  • Kickoff Meeting email template

Dear stakeholders,

The Profile EMR team is ready to start on this change request. You have been identified as stakeholders and are invited to the Project Kickoff Meeting. During the meeting, we will define the project background, goal and purpose, high-level timeline overview, and next steps.

Thanks,

Clinical Informatics

Point Person

  • Clinical Informatics/Lead Analyst

Attendees

  • Clinic Stakeholders
  • Clinical Informatics point person
  • Lead Analyst
  • Profile EMR Team Lead

Instructions

  • Clinical informatics will send kickoff meeting invite to stakeholder list (either in person or virtual via Zoom)

Create Kickoff Presentation

Pre-Requisites

  • Original change request for background
  • Stakeholder list

Tools and Resources

  • Kickoff Meeting PowerPoint template

Point Person

  • Lead Analyst

Instructions

  • Update the PowerPoint to match your current setup timeline

During Kickoff Meeting

Pre-Requisites

  • Kickoff Meeting PowerPoint

Tools and Resources

  • Meeting Agenda and Minutes template (see Emails and Meeting Minutes work item subfolder)

Point Person

  • Clinical Informatics/Lead Analyst
  • Manager

Instructions

  • Lead analyst to present
  • Pause and ask for feedback after each slide
  • Kickoff Meeting PowerPoint agenda:
    • Introductions
    • Background
    • Project Scope
    • Timeline Overview
    • Risk Identification
    • Next Steps
      • Identify Working Group
      • Identify weekly Working Group recurring meetings
      • Identify clinic contact for Initial Site Visit
      • Plant seeds to Change Management
  • Clinical informatics to take meeting notes

After Kickoff Meeting

Pre-Requisites

  • Identified Working Group
  • Identified weekly Working Group recurring meetings
  • Identified clinic contact for Initial Site Visit

Tools and Resources

  • Kickoff Meeting work item subfolder:
    • Kickoff PowerPoint
  • Initial Site Visit and Network Review subfolder
  • Discovery and Workbooks subfolder:
    • Introduction to Workbooks template
      • Includes Rollout Considerations and Sign Off
      • Includes Readiness Awareness
    • Workbooks template
  • Main work item folder:
    • Project status update PowerPoint template
  • After Kickoff Meeting email template:

Dear stakeholders,

Thank you for attending the Kickoff Meeting. Meeting notes are below:

  • Attendees:
  • Project background and scope
  • Timeline overview
  • Risk identification
  • Next steps:
    • Working group members:
      • x
      • x
      • x
    • 1-hr Weekly working group meetings on: 
    • Review and fill out workbooks
    • Coordinate initial site visit
    • Start preparing your team for change
  • Discussion:
    • <Insert additional discussion here>

Action items:

  1. Accept scheduled working group meetings
  2. Review and fill out attached introduction to workbooks with lead analyst
    Please return by: <Date, generally a week>
  3. Initial site visit on: <Date/Time>
    Address: 
    Contact person and email/phone: 
  4. Consider attending Profile EMR Foundational Training
    Training schedule here: http://communitysystems.vch.ca/training?src=/ 

Attachments:

  1. Kickoff meeting presentation
  2. Introduction to workbooks (this will give a high-level overview of the workbooks that will then go into detail)

Thanks,

Lead Analyst and Clinical Informatics

Point Person

  • Clinical Informatics/Lead Analyst
  • Manager

Instructions

  • Send out meeting minutes
  • Send out workbooks with deadline (see New Clinic Set Up - 4 Discovery and Workbooks)
    • Consider scheduling a time to go over workbooks with working group so you can explain each section
  • Schedule initial site visit (see New Clinic Set Up - 3 Initial Site Visit and Network Review)
  • Send out invites for recurring 1hr weekly working group meetings
  • Schedule invites recurring 15min weekly internal meetings for Risk Identification (Lead Analyst, CSSE, and manager)
    Tip: Schedule this after working group meetings
  • Schedule invites recurring 1hr weekly internal meetings for solutioning and strategy (Lead Analyst and CSSE)
    Tip: Schedule this the day before working group meetings
  • Start Project Status Updates slides for Profile EMR Weekly Team Meeting
    • Set up a weekly reminder to send the Project Status Update slide to Team Lead and Team Manager