The power of a kickoff meeting

January 16, 2026

Every time I start working with a new client, we begin with one thing: a kickoff meeting.

Not because it is “nice to have,” but because it is one of the fastest ways to create clarity, alignment, and momentum, especially when a project includes both strategy and operations.

Recently, during a kickoff with a client, I watched something happen in real time. As focused questions were being asked, the client started getting clearer just by answering them. You could literally see the fog lift. That is the magic of a good kickoff.

That first meeting is where you set the foundation for the entire project. It is the moment where ideas, expectations, and roles get organized into a real plan.

When the important pieces are not covered upfront, those missing details tend to show up later as:

Miscommunication.
Unclear ownership.
Delays.
“I thought you were doing that.”
Mismatched expectations.

This meeting is not one size fits all, either.

If you are building a new program, offer, or service, you need space for strategy. Messaging, goals, outcomes, and what success looks like.

If the project is more operational, like a business that already has VAs, a bookkeeper, an accountant, and a marketing manager, the focus shifts. You need clarity around who does what, what tools are being used, what is working, and what is breaking.

Either way, this early alignment matters because it gives everyone room to get on the same page before execution starts.

Here are a few simple ways to do this well:

1. Give the conversation enough time
If the meeting is rushed, the most important details often get skipped. Make room for the client or team to fully explain what they want, and for you to ask the right questions.

2. Ask these 5 alignment questions
Use these questions with your team, contractor, or even for yourself.

What is the goal of this project, in one sentence?
What does success look like in 30, 60, and 90 days?
What are the top 3 priorities we must focus on first?
Who owns what, and what decisions need approval?
What are the biggest risks, blockers, or unknowns right now?

3. End with clear next steps
Before the meeting ends, write down:

The next 3 or so actions.
Who is responsible for each.
When each one is due.

4. Keep everything in one place

Pick one home base for the project. A Google Doc, Trello board, Asana project, ClickUp space, anything. The key is one place, not five.

5. If you missed this step, do a reset meeting
If you are already in motion and things feel unclear, schedule a reset meeting to realign. A focused conversation can save weeks of frustration.

If you are building something new, or your operations feel scattered, starting with clarity is one of the simplest ways to create calm, consistent execution.