A successful Kick-Off Call is essential for establishing a strong client relationship, showcasing strategic insights, and aligning expectations. This process involves thorough preparation, proactive engagement, and timely follow-up to ensure clear communication and project momentum.
Kick-Off Call Preparation Guide
Before the Kick-Off Call
24-Hour Preparations
Prepare the client’s Miro board.
Fill out a dummy project request form.
Share a Loom overview of the Miro board and request form in the client-matters channel.
Miro Access Settings
Set the Miro board to allow "Anyone with the link to Edit."
Adjust sharing permissions based on NDAs as needed.
Training and Familiarization
Watch all relevant kick-off training materials.
Research and Preparation
Review Client Information
Study sales notes, onboarding documents, and demo call recordings.
Research the client’s website, product details, industry, target audience, and competitors.
Analyze competitors’ strategies and unique selling points.
Understand Client Expectations
Identify the client’s definition of success and potential collaboration challenges.
Consider the client’s previous challenges with agencies or freelancers.
Miro Board Setup
Personal Information
Customize your introduction slide with your name, location, and photograph.
Client-Specific Insights
Prepare an elevator pitch summarizing the client’s business.
Analyze three main competitors, including screenshots and differentiators.
Highlight collaboration risks and mistakes to avoid.
Miro Access Confirmation
Verify your ownership of the Miro board through the account executive or client-matters channel.
Dummy Project Request
Create a detailed and relevant sample project request form using client insights.
Loom Overview
Record a clear and professional video summarizing the Miro board and dummy project request form.
Share the Loom in the client-matters channel 24 hours before the call.
Technical and Professional Setup
Equipment and Environment
Ensure proper front lighting and a distraction-free background.
Keep your computer and browser updated.
Presentation Planning
Follow the call flow:
Allow the Account Executive to open the call.
Support the CRM during slides and project request discussions.
Present Miro board insights.
Leave time for CRM’s closing remarks.
Communication
Set clear client expectations about your role as a strategic Creative Director.
Proactively seek assistance or feedback on preparations.
During the Kick-Off Call
Key Objectives
Introduce yourself as the Creative Director, emphasizing your strategic role.
Get a project request submitted and schedule recurring calls.
Allow time for CRM to present accounting slides.
Guiding the Client
Record the meeting and guide the client through the project request form.
Use prepared answers to help clients complete the form efficiently.
Adaptability
Stay flexible if the project differs from the onboarding document.
Politely interrupt tangents to keep the call focused.
Presentation
Screen share your Miro board insights, including business analysis and competitor strategies.
Clarify steps and timeline expectations while tailoring discussions to client needs.
After the Kick-Off Call
Deliverables (Within 8 Business Hours)
Update the Project Brief
Add context and organize information into bullet points.
Ensure consistency with the timeline and include relevant links.
If the project scope has changed, please make notes on the project brief to reflect those changes.
Edit the Timeline
Create a detailed timeline that reflects the updated project brief.
Highlight deliverables during the trial period and future phases.
Internal Miro Board Setup
Duplicate the client-facing board for internal use and grant commenting privileges to creatives.
Submit Kick-Off Call Follow-Up
Use the directors portal to submit the follow-up deliverable.
Include a Loom video walkthrough of the timeline (under five minutes).
Customize the email to the client and allow time for internal review.
General Tips
Deep dive into the client’s market and competitors to align with their expectations.
Use the Kick-Off call as an opportunity to showcase your expertise and strategic value.
Be proactive, organized, and adaptable to ensure a positive first impression.
Designity Courses
Additional Resources
Kickoff Calls Refresher loom for CDs by Joseph - 05/2024
Kick-Off Success Workshop Findings by Joseph - 07/2023
Preparing for a Kick-Off Call miro board
Have a Great Project Launch by Joseph - 07/2023
Example call with Tricoci by Matt - 04/2024
Kick-off follow-up timeline Loom for MacWhisperer by Molly - 04/2024