During the meeting organized on November 18, 2024, participants had the opportunity to jointly start a new project by setting common goals, collaboration rules, and key implementation stages. The meeting was preceded by an official opening ceremony held at the S3 headquarters (Nicosia, Cyprus), attended not only by the work package leaders and project participants but also by local officials. The kickoff meeting was not only a formal start of the endeavor but, above all, a moment when the team and stakeholders could get to know each other better, understand their roles, and develop a shared understanding of the project and its significance for the organization.
The meeting began with brief welcomes and introductions of the project team members and key stakeholders. Then, the project background was discussed-how the idea for this initiative originated, what organizational needs it addresses, and why it is important now.
The next agenda item was a clear definition of the project objectives and expected outcomes. The team collectively defined what success would mean, identified key performance indicators, and specified the results to be achieved within a set timeframe. An important aspect was also presenting the project scope-what exactly falls within its boundaries and what remains outside, to avoid so-called “scope creep” during implementation.
Later in the meeting, the action schedule, key milestones, and deadlines that would set the pace for the team’s work were presented. The division of roles and responsibilities was also discussed so that everyone would know what they are accountable for and whom to contact in case of questions or doubts.
There was also time for discussion about potential risks and challenges that might arise during project execution. The team collectively considered possible obstacles and ways to minimize them, which helps better prepare for unforeseen situations.
At the meeting’s conclusion, communication rules were established-how often status meetings would take place, which tools would be used for collaboration, and how the most important information would be conveyed. Space was also provided for questions and concerns, allowing every participant to ensure they understood their role and tasks for the near future.