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Project Kickoff

Written by 
Pierre Touzeau
Product Management


You've just landed a new project, and the clock is ticking. It's time to launch that project kickoff meeting, but you're dreading the thought of another unproductive, time-consuming session.
Fear not, my friend! We're here to help you turn that project kickoff into a powerful, efficient, and actionable experience.
In this article, we'll explore how to run effective live meetings, embrace asynchronous video messaging, and harness the power of a mixed approach. And the cherry on top? We'll show you how Claap, a video collaboration platform, can help make it all happen 🤗

Master the Live Project Kickoff Meeting

Let's start with the basics: how to run a live project kickoff that doesn't bore everyone to tears. The secret is to keep it sharp, focused, and actionable.

Here's how:

  1. Set clear objectives: Begin by defining the purpose of the kickoff and the desired outcomes. This way, everyone knows what they're working towards.
  2. Share the agenda beforehand: Give your team a heads up on what's to be discussed. It'll help them come prepared and engaged.
  3. Keep it time-bound: Allocate a specific duration for the meeting and stick to it. This ensures that you're not wasting precious time on endless discussions.
  4. Engage everyone: Encourage active participation from all team members. Foster an open, creative environment where ideas flow freely.
  5. Wrap it up with action items: Conclude the meeting by assigning tasks, setting deadlines, and establishing clear next steps.

Here's where Claap comes in. With Claap, you can record your live meetings, generate AI-powered notes, and enable team members to revisit the discussion at their convenience. This way, everyone stays on the same page, even if they couldn't attend the meeting.

Part 2: Unleash the Power of Asynchronous Video Messaging

Now that you've mastered live meetings let's move on to something even more innovative: asynchronous video messaging.
This approach allows your team to communicate and collaborate at their own pace, which can be a game-changer for remote or distributed teams.

Here's how to do it right:

  1. Record clear, concise messages: Instead of lengthy emails or documents, create short, focused video messages that address specific topics or questions.
  2. Encourage responses: Invite your team to respond using annotations, threads or even video replies. This fosters a sense of engagement and collaboration.
  3. Keep the conversation organized: Use a platform like Claap to organize project updates, making it easy for your team to find and reference them later.
  4. Provide feedback and annotations: With Claap's annotation feature, you can add comments and suggestions directly on the video, making it a breeze to review and discuss ideas.
  5. Set expectations: Establish guidelines on when and how to use asynchronous video messaging. This will ensure your team knows what's expected of them and can maximize their productivity.

The Perfect Blend: Pre-Watch Videos and Live Meetings

Ready to level up your project kickoff game even further?

Try combining the best of both worlds: pre-watch videos and live meetings. This approach can supercharge your kickoffs by allowing team members to digest information at their own pace while still providing opportunities for real-time collaboration.

Here's how to make it work:

  1. Create pre-watch videos: Record brief, informative videos on key topics or project updates for your team to watch before the live meeting. This primes them for a productive discussion.
  2. Set expectations for pre-watching: Make it clear that team members are expected to watch the videos before attending the live meeting. This ensures everyone comes prepared and ready to dive into the discussion.
  3. Structure the live meeting for collaboration: Use the live meeting to address questions, clarify points, and facilitate brainstorming sessions. By focusing on interaction and collaboration, you're making the most of your team's valuable time together.
  4. Follow up with asynchronous video messaging: After the live meeting, encourage team members to continue the conversation through asynchronous video messages. This allows for further collaboration and problem-solving without being confined to a specific meeting time.
  5. Track progress and iterate: Monitor the success of your blended approach and make adjustments as needed. Experiment with different combinations of pre-watch videos, live meetings, and asynchronous video messaging to find the perfect balance for your team.

Claap: The Ultimate Tool for Efficient Project Kickoffs

Now that you've got the blueprint for efficient project kickoffs, it's time to bring it all together with Claap. This video collaboration platform empowers your team to share asynchronous videos, record meetings with AI-generated notes, collaborate using annotations, and organize your video content all in one place.

Here's how Claap can elevate your project kickoff game:

  1. Streamline asynchronous video messaging: Claap makes it easy for your team to create, share, and respond to video messages, keeping the conversation flowing seamlessly.
  2. Enhance live meetings with AI-generated notes: Never miss an important detail again. Claap's AI-powered note-taking ensures you capture every critical point from your live meetings.
  3. Foster collaboration with annotations: Add comments, suggestions, and feedback directly onto video messages, making it simple to review and discuss ideas with your team.
  4. Organize your video content effortlessly: With Claap's video workspace, you can categorize and store your video messages, making them easy to reference and find when needed.


It's time to say goodbye to those dull, unproductive project kickoffs and embrace a new era of efficiency and collaboration. By mastering live meetings, harnessing the power of asynchronous video messaging, and blending the two approaches, you'll revolutionize your project kickoff process.

And with Claap by your side, you'll have all the tools you need to turn your project kickoffs into powerful, productive, and inspiring experiences. So go ahead, take the leap, and start empowering your team to reach new heights of success!

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