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Phase 2: Project Kick-Off: Setting Up for Success

Once your bid is approved, the next step is to transition from bidding to execution. A strong project kick-off is essential for setting clear expectations and ensuring a smooth workflow. The Kalever Project Dashboard is your command center for this phase.

Scenario: Our client, ‘Luxury Brands,’ has approved our quote. It’s time to set up the project and bring the team together.

Best Practice: The Two-Project Setup #

For optimal communication and organization, we recommend a two-project setup for each study: one for internal team collaboration and one for external communication with your client.

  1. Create the Internal Project: From the main Kalever Home Screen, create a project with a clear name (e.g., “Luxury Brands – Internal”). This workspace will house the Survey Creator, Codebooks, and a TrackEntry board for your internal team.
  2. Create the External Project: Create a second project named for the client (e.g., “Luxury Brands – Client Feedback”). This project will primarily be used for client communication via its dedicated TrackEntry tool.
  3. Group with a Collection: Assign both projects to the same Collection. This keeps them neatly grouped together on your home screen, allowing you to easily switch between your internal and external project views.

Step 1: Onboard Your Teams #

With your projects created, the next step is to ensure the right people have the right access.

  • In the Internal Project: Navigate to the Users tab and add your entire internal team (project managers, programmers, data processors).
  • In the External Project: Go to the Users tab and add only the key client stakeholders and your client-facing project manager.

This separation ensures that internal discussions and development work remain private, while clients have a dedicated and uncluttered space for providing feedback.

Step 2: Centralize Key Documents #

Avoid scattered emails by using Kalever to manage project files. The Files List, found under the PROJECT INFORMATION tab, automatically aggregates all documents related to the project. It serves as a single source of truth where you can view and download:

  • The original questionnaire used to create a survey in the Survey Creator.
  • All files and attachments shared in TrackEntry entries and the Live Chat.

Step 3: Kick Off Communication #

With the workspaces set up and teams assembled, it’s time to start the conversation.

  1. Internal Kick-Off: In the “Luxury Brands – Internal” project, use the Live Chat to post a welcome message to your team, outlining the project goals and immediate next steps.
  2. Client Kick-Off: In the “Luxury Brands – Client Feedback” project, use the Live Chat to welcome your client, introduce their point of contact, and confirm the project has officially started.

This workflow establishes a clean, organized, and professional structure from day one, setting clear boundaries for communication and ensuring a successful project.