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AgenciesKickoff

Agency client kickoff meeting

90 minutes 8 blocks Free template

Atlassian's 90-minute kickoff for client projects: sponsor remarks, scope, icebreaker, roles, and an hour on vision and success tests.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingThe client and agency team agree on purpose, success tests, roles and milestones.

90 min · 8 blocks, drawn to scale Fits exactly
  1. Sponsor remarks, 5 minutes 5
  2. Set the stage: purpose, scope and timeline, 5 minutes 5
  3. Icebreaker, 10 minutes 10
  4. Roles and responsibilities, 5 minutes 5
  5. Vision, mission and success tests, 25 minutesBrainstorm 25
  6. Dot-vote the success tests, 10 minutes 10
  7. Agree the mission and success tests, 25 minutesDecide 25
  8. Close and update the project poster, 5 minutes 5
023456890 min
  1. +0′Sponsor remarks5 minInfo
  2. +5′Set the stage: purpose, scope and timeline5 minInfo
  3. +10′IcebreakerOne word for what this project means to you?10 minCheck-in
  4. +20′Roles and responsibilitiesTip: Skipping role clarity is a common kickoff failure; name who owns what.5 minDecide
  5. +25′Vision, mission and success testsHow will we know this project succeeded?25 minBrainstorm
  6. +50′Dot-vote the success testsWhich success test matters most?Tip: Replace the options with the tests the group just wrote.10 minVote
  7. +60′Agree the mission and success testsTip: Unclear success criteria lead to costly rework; make each test checkable.25 minDecide
  8. +85′Close and update the project poster5 minWrap-up

Why it works

Built so the agency client kickoff meeting ends on time, with everyone in it.

  • Updates stay short

    10 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Every voice in the first minutes

    A 10-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

  • Ideas from every phone

    Everyone types at once and ideas land on the shared screen together. The quiet person's idea gets the same space as everyone else's.

  • A vote the whole room sees

    One tap each on a phone, live bars on the screen. A tick shows who has voted, never what they chose.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Spend about 30 minutes preparing, and send the agenda to the client ahead of time.
  2. 2Open with the sponsor and a short framing of purpose, scope and timeline, then run the icebreaker.
  3. 3Agree roles explicitly; skipping role clarity is a named pitfall.
  4. 4Give most of the time to vision, mission and success tests, and make each test specific enough to check later.
  5. 5Keep it a working session rather than a one-way slide deck, and close by updating the project poster.

Questions about the agency client kickoff meeting

How long should a client kickoff meeting be?
Atlassian's project kickoff play runs 90 minutes, plus about 30 minutes of preparation.
What should a client kickoff agenda include?
Sponsor remarks, purpose, scope and timeline, an icebreaker, roles, and a long session refining vision, mission and success tests, then a close.
What are common client kickoff mistakes?
Skipping role clarity, leaving success criteria unclear, presenting a boring one-way slide deck, and not sending the agenda ahead.

Built from

The structure, timings and tips on this page come from these sources.

  • atlassian.com
  • mural.co

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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