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Project Introductory Kickoff Meeting

The document provides tips for running an introductory meeting for a ServiceNow migration project at Rivian, involving the external partner NewRocket. Key points include setting clear objectives, introducing team roles, outlining project scope, defining responsibilities, discussing communication strategies, highlighting risks, and establishing next steps. The aim is to ensure alignment and collaboration among all stakeholders from the outset.

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Joey A
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17 views3 pages

Project Introductory Kickoff Meeting

The document provides tips for running an introductory meeting for a ServiceNow migration project at Rivian, involving the external partner NewRocket. Key points include setting clear objectives, introducing team roles, outlining project scope, defining responsibilities, discussing communication strategies, highlighting risks, and establishing next steps. The aim is to ensure alignment and collaboration among all stakeholders from the outset.

Uploaded by

Joey A
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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ChatGPT input:

Based on my job role for client Rivian, give me tips to running a servicenow
PM introductory meeting with the project team and stakeholders. The project
is to migrate to Servicenow Employee Center Pro. There will be external
partner NewRocket who will be providing BA, development, and
engagemenet management support.

ChatGPT output
Given your role in the Rivian project, which involves migrating to ServiceNow
Employee Center Pro with support from the external partner NewRocket, here
are some tips for running an effective introductory meeting with the project
team and stakeholders:

1. Set Clear Objectives for the Meeting:

 Purpose: Clarify the project’s goals and key milestones, especially


focusing on the migration to ServiceNow Employee Center Pro.

 Expectations: Define each participant’s role and responsibilities.

 Timeline: Highlight key deadlines and any immediate next steps.

2. Introduce Yourself and the Team:

 Introduce Yourself: Share your background and role as the


ServiceNow PM. Set expectations about your involvement in the
project.

 Team Introductions: Ensure that all team members (internal and


external, like NewRocket) introduce themselves and explain their roles
(e.g., Business Analyst, Developer, Engagement Manager).

3. Outline the Project Scope and Deliverables:

 ServiceNow Employee Center Pro Migration: Provide a high-level


overview of the migration’s goals, such as improved employee
experience, streamlined workflows, or enhanced self-service
capabilities.

 Key Milestones: Discuss the phases of the migration, such as


planning, configuration, testing, training, and go-live.
 Collaboration with NewRocket: Emphasize the collaborative effort
with NewRocket, who will be providing BA, development, and
engagement management support. Clarify how NewRocket will
interface with Rivian’s internal team.

4. Define Roles and Responsibilities:

 Internal Team Members: Outline the roles of key Rivian stakeholders


(e.g., IT, HR, Operations).

 External Partner (NewRocket): Specify NewRocket’s involvement,


and discuss how they’ll be working alongside the internal team.

 Cross-functional Collaboration: Encourage communication across


departments, as migration often involves both technical and business
teams.

5. Discuss Communication and Reporting:

 Communication Channels: Define how the team will communicate


(e.g., regular meetings, collaboration tools like Teams or Slack).

 Escalation Procedures: Set clear escalation paths for any project


issues.

 Regular Updates: Agree on the frequency and format of project


status updates, whether through email, meetings, or reports.

6. Highlight Risks and Mitigation Plans:

 Identify Early Risks: Acknowledge potential challenges (e.g., user


adoption, data migration, integration with existing systems).

 Risk Mitigation Strategies: Discuss plans for addressing these risks,


such as thorough testing or training.

7. Set Expectations for the First Phase:

 Initial Planning: Outline the first steps, such as gathering


requirements, understanding current workflows, and assessing existing
configurations in ServiceNow.

 Stakeholder Involvement: Emphasize the importance of stakeholder


input, especially during the planning and configuration stages.

8. Q&A and Open Discussion:


 Allow time for stakeholders and team members to ask questions or
express concerns.

 Address any uncertainties, such as system integrations, user training,


or specific needs related to Employee Center Pro.

9. Wrap-Up and Next Steps:

 Action Items: Clarify the next steps and assign responsibilities.

 Set the Date for Follow-Up: Establish the date for the next meeting
or checkpoint to ensure momentum is maintained.

By keeping the meeting structured and focused on collaboration, you can set
a positive tone for the project and ensure everyone is aligned on goals and
expectations from the start.

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