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Conduct the first project team meeting.

This meeting is the opportunity for any team members who did not attend the Sales-to-Project Handoff to receive a briefing on the project and their roles. 

The Operations Manager schedules the meeting and conducts it alongside the Project Lead.
The first project team meeting can be conducted as soon as the project charter is created. 

Conduct first project team meeting
  • During the meeting, the Ops Team will review the information in the Charter, and roles and next steps will be assigned to the appropriate team members.
  • The Charter can be easily accessed from the project Slack channel or in the google drive under the project folder.

Conduct the first call with the liaison

The first meetings with a client liaison are critical. Throughout the project, DORIS works closely with the liaison to ensure participants and the DORIS team have the necessary information and resources. The liaison is also crucial in recruiting employee stakeholders to participate. Their understanding and buy-in on the project can significantly affect participation rates. 

The Operations Manager is responsible for meeting with the client liaison.
The liaison meeting can be scheduled as soon as a liaison is identified. 

Preparing for the first call with the project liaison
  • Contact the project liaison and schedule a Zoom meeting.
  • Before the meeting, get the Call Log file ready to go. The Call Log file can be found in Google Drive in the top layer of the project folder. Select the doc labeled "Organization _ Call Log" and change "Organization" to the client name.
  • Review the file and modify any questions to fit the project if necessary.
  • Conduct the meeting and update the Charter with communication needs, timeline updates, and other pertinent information.
  • Alert anyone from the Ops Team of any information they need to know.
  • Questions to ask can include:
    • Roles/Responsibilities - who on the client can help DORIS with logistics issues like approving communications to participants, setting up in-person engagements, scheduling meetings, etc?
    • Timeline - review the timeline and which meetings need to be scheduled.
    • Mailchimp/Comms - discuss any potential issues regarding firewalls or security issues that may alter DORIS' usual comm processes.
    • Update frequency - ask the liaison how often DORIS should update on the project. It can be weekly, monthly, or as-needed.

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