Douglas Duvall 0:06
Welcome to Creative Context, where we engage in conversations about creative professionals and those who work with them. I’m Doug Duvall, one of the co-owners and founders of Motif Media. We specialize in high-end video production, and my co-host with me is…
Eric Wing 0:24
Hi there! Eric Wing, owner of Darby Digital. We primarily help businesses solve problems using technology—whether through digital marketing or emerging trends in AI. I’m thrilled to be here and excited for this first run we’re doing.
Douglas Duvall 0:43
Awesome. Eric and I met through a professional networking group. It wasn’t even specifically for creatives, but we found each other, connected quickly, and thought it would be a great idea to help demystify some of the disconnects between other professions and creative professionals. Sometimes our conversations aren’t exactly apples to apples. Today, we’re diving into kickoff meetings for big projects. In my case, it might be a high-end video production. For you, Eric, it’s probably a full website—big, complex projects with a lot going on. So, let’s talk about them. From your perspective, what’s important about a kickoff meeting?
Eric Wing 1:39
It’s funny to think about the early days of my business when we didn’t even do kickoff meetings. We were just eager to dive in. But, like anything in business—or life—it’s iterative. You take your knocks along the way and learn quickly that kickoff meetings help set the stage and, more importantly, establish mutual expectations.
What do we expect from the client? What does the client expect from us? The kickoff meeting is an opportunity for that exchange. It also reinforces the proposal, reminding everyone why we’re here. It covers timelines expectations, handling change requests, and identifying key contacts. For example, on our side, the project might involve three to five team members, and clients appreciate knowing who’s who.
In fact, we no longer do any work before the kickoff meeting. In the past, we’d do prep work beforehand, but now we let the meeting do what it’s designed for, gathering everyone together and charting the course from there. How do kickoff meetings look on your side, Doug?
Douglas Duvall 3:21
It’s interesting. We haven’t historically done them for every project, but looking back at this year—our third year in business—it’s clear that kickoff meetings need to become a must for every project. Until now, we’ve mainly done them for larger projects involving travel or multiple shoot dates. They’ve been incredibly helpful for those, and honestly, I don’t know why we haven’t implemented them for smaller projects.
For example, there have been times when not having a kickoff meeting led to misaligned expectations. Even after numerous conversations before pressing “Go,” there can still be a disconnect. I’ve learned it’s crucial to be crystal clear about what a project entails, especially regarding deliverables. Assuming that clients understand my work or that the final product will align with their vision without thorough discussions isn’t always the case.
Eric Wing 5:16
Absolutely. For us, the cost isn’t usually discussed in the kickoff meeting, but we do talk about change requests. In large web development projects, there are so many moving pieces. Our process often begins with wireframing—a blueprint of what the website will become. This helps squeeze out potential questions and align expectations.
Despite thorough communication, new ideas often arise. A well-structured kickoff meeting—and a clear proposal—serves as an anchor for the client. It outlines what’s included and what happens when changes arise. This way, we avoid misunderstandings and create a smoother experience for everyone involved.
Douglas Duvall 8:10
That’s a great point. For smaller projects, we’ve typically skipped kickoff meetings, but I now realize their value. One instance that comes to mind involves a client who made changes to our final video on their own. While it’s their right to do so, it indicated we hadn’t delivered something they felt was complete. A kickoff meeting could have clarified their expectations upfront and prevented that situation.
Eric Wing 10:12
Exactly. Communication and alignment are vital. Kickoff meetings also allow us to address red flags or potential roadblocks. For example, who is attending the meeting? Are the right stakeholders present? We’ve learned to make these meetings as dynamic and engaging as possible to ensure everyone understands their role and the project’s trajectory.
Douglas Duvall 12:55
Aligning goals and timelines during a kickoff meeting is so valuable. It’s also a chance to see things from the client’s perspective—what they know, what they expect, and what they might not fully understand. This openness helps avoid issues down the line.
Eric Wing 19:50
Absolutely. Kickoff meetings also help identify who will be the primary point of contact and establish a realistic feedback process. Knowing how many people need to approve decisions can significantly impact the timeline and overall efficiency.
Douglas Duvall 23:30
It’s an essential step. The meeting also reveals potential red flags, such as disorganization or misaligned priorities. For instance, if key stakeholders don’t show up or there’s confusion about logistics, it’s often a sign of deeper issues.
Eric Wing 26:59
Yes, and it highlights the importance of clear communication from the start. When clients come to us with examples, it’s our job to understand what they like about those examples and tailor them to fit their unique business needs. That’s where strategy and experience come into play.
Douglas Duvall 34:24
As we wrap up, Eric, where can people find you?
Eric Wing 34:30
You can find us at withdarby.com. LinkedIn is also a great place to connect—all the details are on our website.
Douglas Duvall 34:40
For us, it’s motifmedia.com. Our Instagram handle is @motifmediaco, and you can find me on LinkedIn as Douglas Duvall. This podcast will live at creativecontext.net.
Before we sign off, Eric, do you have a book, movie, or piece of content you’re enjoying right now?
Eric Wing 35:04
I’ve been revisiting a book I wrote in 2009 called Growing Your Business in a Brave New Digital World. I’m deciding whether to revise it and if I do, I’d love to offer it to our listeners.
Douglas Duvall 36:12
That sounds awesome. On my end, I recently finished Essentialism by Greg McKeown. It’s about focusing on what truly matters and saying no to what doesn’t. It’s been a game-changer for me.
Eric Wing 37:16
I’ll have to check that out. Thanks, everyone, for listening to this inaugural episode. Until next time!
Douglas Duvall 37:39
Thank you! See you next time.
