Project Guides - Kickoff Meeting and Agenda

Important Notes About Kickoff Meetings

  • Kickoff meetings are only scheduled after legal agreements are executed and the initial invoice is paid.
  • Kickoff meetings should be typically scheduled within a week of beginning your project.
  • For smaller organizations, only one kickoff meeting is necessary. For large cities and counties, we typically host several.
  • This project guide contains most of the information necessary for any kickoff meeting.

PLEASE NOTE
If your departments do not respond or attend a kickoff meeting within 60 days of the start of the project,
we will be forced to migrate their old website content (unchanged)
from your old website to the new website so that we may continue to complete your project.

Kickoff Meeting Goals

  • Make introductions.
  • Review content guides and requirements.
  • Discuss design goals and options.
  • Discuss application choices.
  • Provide resources for uploading files.
  • Set initial deadlines.

Preparing for your Kickoff Meeting

  1. Choose a small group of decision makers for your kickoff meeting.
  2. Choose date/time for the meeting and confirm it with us. We will send you a meeting link with a call-in phone number.
  3. Please provide us with your attendee list.
  4. Review the content guides on the left and distribute it (or the PDF downloads) to your attendees.
  5. Once scheduled, share the meeting invite (we will send this to you) and the agenda with your team.
  6. Choose a quiet space for your meeting, outside of your production areas.
    We simply cannot have kickoff meetings while people are working on the phones at their desks.
    To avoid interruptions, you should not include ALL of your staff in these meetings.
    Attendance should be a dozen or less individuals if possible. Multiple meetings can be scheduled if your attendee list is larger.

Kickoff Meeting Agenda

  • Introductions & Contact Information
  • Discuss: Identify design approval contacts (who will be responsible for approving the design of the new website?)
  • Discuss: Content deadlines
    • Photography should be provided within 2-4 weeks to EvoGov
    • Department-Level content should be provided within 30-60 days to EvoGov
  • Discuss: photography requirements (see EvoGov's online guide)
  • Discuss: design themes and admire sites
  • Discuss: Existing site accuracy and completeness
  • Discuss: How to upload files and new content
  • Discuss: Flowcharting
  • Discuss: Departments, Users, Groups, and Committees
    • Which departments will be heavily involved in this project?
    • Provide EvoGov with a department List
    • Provide main points of contact for each department
    • Identify which departments and committees require an online meeting calendar
    • Provide EvoGov with and Employee List
  • Discuss Application Choices
    • Dynamic department home page features and who will need them
      • Main Points of Contact
      • Slideshow
      • News
      • Events
      • Meetings
      • Links
      • Forms
      • Welcome message
    • Events
    • News
    • Calendars
    • Map types, map layers, and locations
    • Bid system
    • Blogs
    • Secure staff website (Intranet)
    • Frequently Asked Questions (FAQ) builder
    • HR Job Postings
    • Archives
    • Payments
    • Slideshows
    • Forms (web)
    • Forms (PDF)
    • Alerts
    • Newsletter
    • Request Tracking