Project Kickoff Checklist

Document ID: WBL-OB-KC-[PROJECT-ID]-v1.0 Project Name: [PROJECT NAME] Client: [CLIENT NAME] Project Lead (Webility): [NAME] Client Primary Contact: [NAME] SOW Reference: WBL-SOW-[PROJECT-ID]-v1.0 Target Kickoff Date: [DATE]

Purpose: This checklist ensures that every project launches with the right information, access, and alignment in place — from both the Agency and Client sides. Complete all items before the kickoff meeting, or bring outstanding items as agenda points to resolve during the call.

Items marked [AGENCY] are Webility's responsibility. Items marked [CLIENT] require action from the Client. Items marked [BOTH] require collaboration.

Part 1 — Pre-Kickoff: Agency Preparation

To be completed by the Webility Project Lead before the kickoff meeting.

1.1 Administrative

• [AGENCY] Signed MSA received and filed
• [AGENCY] Signed SOW received and filed
• [AGENCY] Deposit invoice sent and payment confirmed
• [AGENCY] Project ID assigned and folder structure created
• [AGENCY] NDA filed (if signed separately)
• [AGENCY] Client added to project management tool with appropriate access level
• [AGENCY] Project added to internal capacity planning and team calendar
• [AGENCY] Project lead confirmed and introduced to Client via email

1.2 Discovery & Research

• [AGENCY] Discovery questionnaire reviewed and summarized
• [AGENCY] Client's existing website audited (if applicable):
  • Performance (Lighthouse / PageSpeed)
  • SEO baseline (Google Search Console if access available)
  • Analytics (if access available — note baseline traffic, top pages)
  • Security scan
  • Mobile responsiveness
  • Existing CMS and plugin versions
• [AGENCY] Competitor landscape reviewed (minimum 3 competitors)
• [AGENCY] Target audience research completed
• [AGENCY] Any third-party APIs or platforms researched and documented
• [AGENCY] Regulatory / compliance requirements identified (GDPR, PIPEDA, CCPA, HIPAA, etc.)
• [AGENCY] Data residency requirements noted (if applicable)

1.3 Project Planning

• [AGENCY] Detailed project timeline drafted (all phases + milestones)
• [AGENCY] Internal team assignments confirmed (designer, developer, QA, PM)
• [AGENCY] Key dependencies identified and flagged
• [AGENCY] Risk register created (top 3–5 risks and mitigation plans)
• [AGENCY] Communication plan confirmed (tools, channels, meeting cadence)
• [AGENCY] Kickoff meeting agenda drafted and sent to Client at least 48 hours in advance

1.4 Kickoff Meeting Logistics

• [AGENCY] Kickoff meeting scheduled (date, time, time zone confirmed with Client)
• [AGENCY] Video call link sent (include time zone conversion for international clients)
• [AGENCY] All relevant Webility team members invited to the call
• [AGENCY] Client confirmed which stakeholders will attend
• [AGENCY] Recording consent confirmed (if meeting will be recorded)

Part 2 — Pre-Kickoff: Client Deliverables Required

Items the Client must provide before or at the kickoff meeting. Missing items will delay project start.

2.1 Brand & Visual Assets

• [CLIENT] Logo files in vector format (.ai, .eps, .svg) — all variations
• [CLIENT] Brand guidelines document (PDF or link) — if existing
• [CLIENT] Approved color palette with HEX / RGB / CMYK values — if existing
• [CLIENT] Approved typefaces / fonts — if existing
• [CLIENT] Photography library (high-resolution, properly licensed images)
• [CLIENT] Brand icons, patterns, or graphic elements — if existing
• [CLIENT] Any "do not use" brand examples or competitor reference

2.2 Content & Copy

• [CLIENT] Content inventory: list of all pages / sections and current content status
  • Content ready and approved
  • Content exists but needs editing
  • Content to be written (by Agency, if in scope — or by Client)
• [CLIENT] Text content delivered for: [LIST SPECIFIC PAGES PER SOW]
• [CLIENT] Any existing copy, brochures, or presentations that can inform website copy
• [CLIENT] Testimonials: minimum [X] with name, title, company, and photo (if available)
• [CLIENT] Case study summaries or project descriptions (if applicable)
• [CLIENT] Team bios and professional photos (if applicable)
• [CLIENT] Any legal text that must appear verbatim (terms, disclaimers, regulatory text)

2.3 Technical Access

All credentials to be shared via [1Password / secure form / LastPass] — never by email in plain text.

• [CLIENT] Current website hosting account access (cPanel / server panel / SSH)
• [CLIENT] Domain registrar account access (for DNS management)
• [CLIENT] Current CMS admin credentials (WordPress, Shopify, etc.) — if applicable
• [CLIENT] Google Analytics 4 account access (if transferring from existing account)
• [CLIENT] Google Search Console access — if applicable
• [CLIENT] CRM credentials and API access — if integration required
• [CLIENT] Payment gateway credentials (Stripe, PayPal, etc.) — if e-commerce
• [CLIENT] Email marketing platform credentials (Mailchimp, Klaviyo, etc.) — if integration
• [CLIENT] Any other third-party platform credentials listed in SOW Section 2

2.4 Legal & Compliance

• [CLIENT] Privacy Policy text (current, or to be provided for new site)
• [CLIENT] Terms & Conditions text (if required on site)
• [CLIENT] Cookie consent requirements confirmed (GDPR / PIPEDA / CCPA as applicable)
• [CLIENT] Regulatory disclaimers (for healthcare, financial, legal, or other regulated sectors)
• [CLIENT] Accessibility requirements confirmed (WCAG level, jurisdiction — e.g., ADA, EN 301 549)
• [CLIENT] Data residency requirements confirmed (where should data be stored?)
• [CLIENT] Any existing data processing agreements (DPAs) with third-party tools shared

2.5 Stakeholder Information

• [CLIENT] All project stakeholders identified with name, title, email, and role in approval process
• [CLIENT] Decision-making authority confirmed — who has final approval on design? On launch?
• [CLIENT] Escalation contact confirmed (for urgent issues if primary contact is unreachable)
• [CLIENT] Availability / unavailability calendar shared (vacations, blackout periods, key dates)

Part 3 — Kickoff Meeting Agenda

Meeting Duration: [60–90 minutes] Format: Video call ([Zoom / Google Meet / Teams]) Recorded: ☐ Yes ☐ No (confirm consent if recording)

Agenda

Key Questions to Cover in Kickoff

Business & Strategy

• What is the single most important outcome this project must deliver?
• Who are the primary users of this website / system, and what do they care most about?
• Are there any internal political or organizational constraints we should be aware of?
• Are there any upcoming business events (launches, campaigns, press announcements) we need to align with?

Design & Brand

• Are there any non-negotiables in the design (colors to keep, elements to retain, styles to avoid)?
• Who within the organization has final approval on design decisions?
• How many revision rounds do we anticipate needing, realistically?

Technical

• Are there any systems we must integrate with that weren't mentioned in the discovery questionnaire?
• Who is the technical contact on the Client side for integration work?
• Are there any IT security policies or data governance requirements that affect our technical choices?

Compliance (Multi-Region)

• Which countries/regions will this site or system serve?
• Which privacy regulations apply, and is there a designated privacy officer we should coordinate with?
• Are there language requirements (bilingual, multilingual)?

Part 4 — Post-Kickoff Actions

To be completed within [48 hours] of the kickoff meeting.

Agency Actions

• [AGENCY] Meeting notes and decisions documented and sent to Client
• [AGENCY] Action items logged in project management tool with owners and due dates
• [AGENCY] Timeline finalized (reflecting any kickoff adjustments) and shared with Client
• [AGENCY] Outstanding Client deliverables tracked with follow-up due dates
• [AGENCY] Phase 1 work formally begun
• [AGENCY] Risk register updated with any new risks identified during kickoff
• [AGENCY] Any outstanding items from pre-kickoff checklist escalated or resolved

Client Actions (from Kickoff Meeting)

(Fill in during or after kickoff meeting)

Part 5 — Project Management Setup

Tools & Access

Meeting Cadence

Feedback Rules

All feedback must be:

1. In writing — submitted via [project tool] or email (not verbal only)
2. Consolidated — one document per round from all reviewers (not multiple separate emails)
3. Specific — "the hero image feels too corporate for our audience" not "I don't like it"
4. Submitted within [5] business days of deliverable submission

If feedback is not received within [5] business days, the deliverable will be considered approved and the project will advance to the next phase. If the Client requires more time, they must notify the PM before the deadline.

Part 6 — Risk Register

Identify the top risks at project start. Update throughout the project.

Kickoff Sign-Off

Both Parties confirm that the kickoff checklist has been reviewed, outstanding items have been assigned, and the project is ready to begin.

Webility LLC — Project Lead

Name: ___________________________ Signature: ___________________________ Date: ___________________________

[CLIENT NAME] — Primary Contact

Name: ___________________________ Signature: ___________________________ Date: ___________________________

(This sign-off may be completed by email confirmation in lieu of physical signature.)

Webility — WBL-OB-KC-[PROJECT-ID]-v1.0