Project Management Learning PacketDate:17 February, 2026

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Start Strong! | First Project Meeting | 1 Welcome & Introductions Introduce team members Confirm roles and responsibilities 2 Project Purpose & Problem Statement Why the project exists What issue or need it targets What success looks like 3 Scope & Boundaries What is included What is excluded Constraints (timeline, resources, policies) 4 Purpose: Establish clarity, alignment, and momentum for the project. 4 Stakeholders & Impacts Who is affected and who needs to be informed Approvers, decisionmakers, and partners 5 Background & Current State Who is affected and who needs to be informed Approvers, decisionmakers, and partners

Start Strong! | First Project Meeting | 6 Timeline or Roadmap Overview Major milestones Dependencies Target deadlines 7 Early Risks, Barriers, or Questions Missing information Resource gaps Potential obstacles 8 Communication Expectations Meeting cadence Primary communication channels Decision documentation practices 5 9 Immediate Next Steps Specific actions Owners Deadlines 10 Close & Alignment Check Confirm shared understanding Review next meeting date/time

Start Strong! | First Project Meeting 6 Project Manager Script | Starting Off Strong with the First Project Meeting This script guides the facilitator through the meeting step‑by‑step. Open the Meeting “Welcome, everyone. Let’s briefly introduce ourselves and our roles on this project.” State Purpose “Our goal today is to ensure clear understanding of the project’s purpose, scope, roles, key information, and what we need to do next.” Explain the Project Purpose “The purpose of this project is… The problem we are addressing is… Success for us means…” Review Scope “Here’s what is included in our scope. Here’s what is out of scope. These are the constraints or requirements we must work within.” Identify Stakeholders “Let’s review who is impacted and who must be kept informed. Here are our decision‑makers and partners.” Describe the Background “Here’s what has already happened or been decided. Here’s what we still need to learn or confirm.”

7 Set Communication Expectations “We will meet every ____. We’ll communicate primarily through ____. Decisions and tasks will be documented in ____.” Confirm Immediate Next Steps “Here are the actions coming out of today’s meeting, the owners, and the deadlines.” Close “Before we wrap up: Does everyone understand the plan and next steps? Anything else we need to clarify today?” “Thank you, all. Our next meeting will be ______.” Present Timeline/Roadmap “This is our draft timeline with major milestones. Let’s surface any gaps or dependencies.” Invite Early Risks or Questions “What concerns, uncertainties, or potential barriers do you see already? Is there information we’re missing?” Start Strong! | First Project Meeting

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