What to Prepare Before Your Project Kicks Off
A well-prepared client makes for a much smoother project start. Here is a checklist of what to have ready before the kickoff call so we can hit the ground running.
Documents to Gather
- Existing brand guidelines — logo files (SVG/PNG), brand colour codes (HEX/RGB), typography, tone of voice guide
- Existing technical documentation — architecture diagrams, API specs, database schemas (if we are integrating with existing systems)
- Sample data or content — real or representative data sets we can use for development and testing
- Previous project files — from any prior suppliers, including code repositories, design files (Figma, Adobe XD, Sketch), or configuration exports
- Competitor or reference examples — websites, apps, or systems you admire and want us to draw inspiration from
Access to Prepare
- Domain registrar access — if DNS changes will be needed (e.g. Namecheap, GoDaddy, Cloudflare)
- Hosting control panel — cPanel, Plesk, or server SSH access if we are deploying to your infrastructure
- Cloud console access — AWS, Azure, or Google Cloud account details if relevant
- Third-party API keys — for any services we need to integrate (e.g. payment gateways, CRM APIs, SMS providers)
- Existing CMS admin — WordPress, Umbraco, Shopify, etc., if we are modifying an existing system
People to Identify
- Your named Project Lead — the person who will be the primary day-to-day contact
- Your Technical Contact — someone who can assist with internal IT, access, and infrastructure queries
- Your Finance Contact — who receives invoices and authorises payment
- Any Subject Matter Experts (SMEs) who will need to be involved in reviews or provide content
Decisions to Make in Advance
- Which internal approvals are required and how quickly can they be obtained?
- Do you require a Purchase Order (PO) for invoicing? If so, have your PO number ready
- Are there any hard deadlines (e.g. a product launch, event, or regulatory date) we need to plan around?
- Are there any internal blackout periods (e.g. audit periods, company-wide events) when your team will be unavailable?
Don't Worry If You Don't Have Everything
You do not need to have everything perfectly ready before kickoff. The kickoff call will identify any gaps and your Project Manager will help you prioritise what is needed and when. The key is to flag any potential blockers early so they don't impact the timeline later.