You will appreciate the simplicity and impact of our 5 steps Project Engineering Approach
We have a selected team of Project Management and Project Engineering Consultants to suit your needs. Based on your business and project requirements we will provide you with a consultant profile. Our Consultants are charged out on an hourly basis and can deliver their services remote or in-house or on-site/offshore.
Our Project Management & Project Engineering Services include:
- Developing project scope, budget and schedule
- Develop methodologies and storyboards
- Develop Installation/ operational procedures
- Manage contractors for fabrication, equipment and vessel hire
- Offshore supervision of subsea inspections, maintenance and repair
- Facilitation of project kick-off, HAZID’s, close-out & lesson learned
I’m sure watching the every meeting ever – video you can relate. For a fesh appoach to make meetings effective and purposeful read through the steps we have put together for you.
How to make your next project kick-off / close-out meeting more effective.
I have sat through a number of project kick-off/closeout meetings over the years. Whenever possible I tried different ways of making these meeting highly effective and concise. The one simple trick I ultimately decided to stick with is using structured brainstorming. I promise you this is super easy to implement.
Today, I am going to show you how to run a project kick-off meeting using structured brainstorming. You can use the same hands-on approach to close-out your project more effectively. The clue, structured brainstorming is simple and encourages all the stakeholders to have their say. It also levels the playing field between different personalities. What you will need is a knack for taking charge of the meeting and you will be ready to go.
So, this is how it works
Agree on clear objective
You might have an objective prepared for the kick-off e.g. agree upon the solution and project plan for an engineering issue the client has given you. Don’t be too shy to write it big and bold on the whiteboard However, this step is best confirmed in the meeting with everyone. It’s worth taking 5 minutes to toy with different statements to get everyone on board. Clarify the purpose of the meeting (brainstorm). This should be fixed around a single, central idea or issue that can be concisely stated in a single sentence. Once agreed upon write the problem or the topic on a whiteboard or a flipchart where every participant can see it.
A bit of butcher paper and a pen per person comes in handy here. As oppose to traditional brainstorming we aim for an even input from everyone, especially the quiet more critical personalities in the room. For this I allow everyone to quietly brainstorm and think on their own butcher paper prior to working as a team. This is absolutely fantastic for technical environments where it pays off to think before you speak. At the beginning of the session, allow 5 minutes for each person to create an individual meeting (brainstorming) list. They should put down the thoughts/ideas they would like to share onto a paper. If they have spare time they can give it a ranking so they know which ones they really want to see on the whiteboard.
Ok this is where you need to take charge so that everyone gets a fair chance. Ask one person at a time to share their idea. Write it under the objective as number 1. then move to the next and so forth to capture all statements supporting the objective. I recommend a scribe that does as little editing as possible. Be firm with the golden rules: Absolutely no interruptions as the person is sharing their thoughts/ideas.
Of course, you might have a participant without something to share, allow them to “pass”.
I usually repeat the round robin until no one has any more ideas to share or until 15-30 minutes are up. You would be surprised, how much gold there is. We ran a session with 25 stakeholders and ended up uncovering 140 issues they were concerned with in regards to our project.
Number the ideas as you keep taking notes on your whiteboard or flipchart. This will make it easier to group them later into buckets. After the brainstorming comes the fun bit. Scan through the ideas and put them through the test. This is also when we generate real value from the exercise.
- Give each person one final chance to add items
- Eliminate items that may not apply to original issue or topic
- Reduce your list to the most important or realistic item
- Combine items that are similar in buckets
- Discuss each bucket
- Assign actions to work through the most important bucket of ideas to individuals before wrapping up.
Using structured brainstorming to kick-off and close-out projects is an effective way to engage stakeholders, uncover innovative, more effective solutions and create buy-in across your whole team. It is simple and easy to use and can be a very powerful tool.
Most importantly remember brainstorming is fun!
This content is drawn from our 2-hourproject kick-off / close-out workshop. If you would like to engage us to facilitate your project kick-off / close-out or for a detailed copy of the structured brainstorming guide click