Project Kickoff

This SOP covers how we start a new project once a client has been onboarded and the agreement is in place. It is part of the Inkblot SOP Library — a reference set of SOPs that are activated selectively as needed.

Overview

A successful kickoff aligns the internal team and the client on scope, timeline, responsibilities, and communication expectations. The project should leave the kickoff phase with a clear plan, assigned roles, and a working project board. Every team member involved should understand what they are building, why, and for whom.

Steps

1. Internal Briefing

• Adriana (Project & Operations Manager) schedules an internal briefing with all assigned team members
• Walk through the project brief, scope of work, and client context from the discovery/onboarding phase
• Review the Living SOW Snapshot (if applicable) so everyone understands the agreed deliverables
• Discuss technical approach, design direction, and any known constraints
• Identify risks or dependencies early

2. Client Kickoff Meeting

• Schedule a kickoff call with the client’s key stakeholders
• Agenda should include:
  • Introductions (who is working on the project and their roles)
  • Scope confirmation and walkthrough of deliverables
  • Timeline and milestones overview
  • Communication plan (frequency, channels, key contacts)
  • Content and asset requirements from the client
  • Next steps and immediate action items
• Use the Meetings workflow in ClickUp to log the meeting and outcomes

3. Project Setup

• ClickUp: Ensure the project is set up in the appropriate project list with the correct status (typically moving from Scoped to the next active status)
• Google Drive: Confirm the client folder structure is ready with the correct subfolders
• GitHub: Create the repository (for web projects) with the standard starter template
• Vercel: Set up the project and connect it to the GitHub repository
• Sanity: Create the Sanity studio and dataset if the project requires CMS functionality
• Figma: Create the project file and share it with the relevant designers

4. Timeline & Milestones

• Define key milestones based on the agreed scope (e.g., wireframes complete, design approval, development complete, launch)
• Set milestone dates in ClickUp
• Communicate the timeline to the client in writing after the kickoff meeting
• Build in review cycles and buffer time for feedback rounds

5. Roles Assignment

• Confirm who is responsible for each aspect of the project:
  • Project lead — Typically Adriana for coordination
  • Design lead — Typically Lea for UI/UX projects, Hilde for branding projects
  • Development lead — Typically Jonathan for web projects
  • Client contact — The primary person the client communicates with
• Log role assignments on the project in ClickUp

Templates & Resources

• Project board templates — ClickUp templates for different project types (Web Dev, UI/UX, CI, Marketing)
• Meeting notes templates — Standardised format for kickoff meeting notes
• Living SOW Snapshot — Real-time project scope reference (currently in drafting)
• 00. Foundations — Published template for foundational project setup

Owner

Adriana van Rooyen (Project & Operations Manager) owns the kickoff process, ensuring all steps are completed and the project team is aligned before active work begins.