A contract start-up meeting is a good way to begin a contract as it allows you to establish a working relationship with your supplier and to develop a shared understanding of key aspects of the contract, including commercial, operational, performance and administrative expectations.
Where travel is an issue, remember contract management activities should be commensurate with the size and complexity of your contract, and holding meetings via video- or tele-conference may be better options.
A contract start up meeting typically covers: | |
a. | Introduction of key people. |
b. | Develop a shared understanding of the contract - commercial, operational and performance aspects. |
c. | Agree roles and responsibilities of key people including assigning responsibility for risk management. |
d. | Confirm contract timelines and milestones. Note that milestones should be detailed in your contract. Other key events may be identified between you and the supplier or the contract may require a procurement schedule to be produced by the supplier. |
e. | Discuss transition issues and how to manage them. |
f. | Agree how to manage the contract relationship including communication, regular meeting details, issues, disputes, variations and escalation. Refer to contract documentation for details on any of these processes where applicable. |
g. | Clarify invoicing and payment arrangements in line with the contract terms (eg email address for delivery of invoices). |
h. | Housekeeping tasks that have not been actioned earlier such as: • Ensuring insurance certificates, bank guarantees and Statements of Tax Record are delivered • Ensuring deed of confidentialities and conflict of interest forms are signed and delivered • Clarifying processes for security clearances • Detailing requirements for access to facilities, assets, information or data. |