Learning Project Management: Why Project Intake Sets the Tone for Everything

Struggling training projects flounder, not because of poor content or low engagement, but because the foundation was poorly laid in the beginning. Clear, consistent communication forms a strong, supportive foundation for a successful project intake, and if done consistently, supports the success of the entire initiative.

 

Project intake isn’t just a kickoff step; it’s the launchpad for trust, clarity, and momentum.

Here’s why it matters:

A foundation for working with clients, whether internal or external, is to listen. It’s a valuable business skill to have in any case, but listening is key to hearing what is being overtly expressed, as well as to discerning the underlying issues.

At Michaels & Associates, our introductory meetings, also known as the potential intake meetings, begin by listening to our clients and matching what we hear with a litmus test of potential training solutions. Our meetings often include our portfolio sample meeting, which further defines current challenges and possible solutions. Based on what we hear, we may discard ideas as unworkable or propose very different custom options that suit our client’s specific circumstances.

With each intake, the training project’s purpose is addressed, refined, and reiterated to ensure we are in alignment. Furthermore, senior Michaels & Associates team members assigned to the project attend every meeting to ensure that, as the project inevitably shifts in focus, it remains aligned with corporate business goals and reflects all client perspectives.

Eventually, we submit and discuss a proposal for a potential solution. The proposal defines the strategic objectives and introduces preliminary learning outcomes, which are further developed during the high-level design phase. Ongoing communications ensure the proposal is continuously addressed until it is approved and executed.

The next crucial step is scheduling a kickoff meeting to discuss details outlined in the executed proposal and any new information that has materialized since the intake meetings. The kickoff meeting is a critical step because effective communication among all constituencies is essential during this meeting.

Project roles are defined in this meeting, including the all-important tie-breaker from the client side. We ensure that everyone’s expectations are set and that training development tasks are strategically aligned with both the business goals and objectives, as well as those of the learners.

During this meeting, contact information for all parties is exchanged, facilitating timely and seamless communication. By clarifying scope, timing, and review points early on, we minimize the risk of late-stage surprises and scope creep, protecting both the project and the client relationship.

Project intake shouldn’t be a casual thing. If it is, errors and miscommunications can derail it before the first design is cast. Project intake is the first crucial step in a successful project and relies on the same project management skills that will guide the work from start to finish. It is a strategic handshake that sets the tone for how we work, with intention, agility, and impact.

If you feel like your projects have a life of their own, they don’t have to. It may be time to rethink your intake process. Let’s talk about how to start smarter from day one.