Project Kickoff Meeting for Site Preparation

The Project Kickoff Meeting workflow provides site preparation contractors with a structured method for launching jobs. It covers reviewing site surveys, confirming excavation requirements, setting schedules, and coordinating safety. By using this workflow, contractors reduce errors, improve efficiency, and build client trust. Clients benefit from transparency and confidence in the contractor’s preparation. Teams gain accountability and alignment. With this workflow in place, site prep companies can protect margins, strengthen credibility, and deliver projects more reliably and on time.

Schedule kickoff meeting with all key team members and stakeholders

Prepare agenda with project scope, timeline, and critical details

Review contract scope of work and client expectations

Go over the project schedule, including milestones and deadlines

Discuss site logistics (access, staging, safety, utilities, etc.)

Confirm material procurement and delivery timelines

Review permitting and inspection requirements

Assign responsibilities and communication protocols

Address known risks, challenges, or site conditions

Confirm documentation tools (daily logs, change orders, etc.)

Provide contact info for all key personnel

Answer team questions and clarify next steps

Document meeting notes and distribute to attendees

Confirm readiness to mobilize and begin work