Setting the Stage: Goals for Kickoff Meetings in Industry-Sponsored Publications

A well-managed kickoff meeting sets the foundation for a smooth and successful publication process. As a medical writer supporting industry-sponsored publications, you’re not just there to write - you’re helping establish structure, clarity, and alignment. To get the most out of your kickoff meeting, consider the following.

Before the meeting:

1.     Identify the Key Authors and Lead(s)

Before the meeting, request a list of the people who will be involved in the development of the manuscript, and their roles and email addresses. Send a blank review matrix [PH1] for the lead author to complete.

2.     Send a Draft Agenda

An agenda can help guide the discussion and keep the goals of the meeting in mind. This can be shared with the lead team member who can help you identify important topics that should be discussed.

3.     Request Materials That Will Streamline the Kickoff Meeting

If source documents are available, ask the team to share them along with an outline of the proposed manuscript, if they have one. A list of previously published or planned publications can help situate the current manuscript in the client’s publication plan.

During the kickoff meeting:

1.     Review Key Messages

Establish the central messages. Is a scientific platform or lexicon available to help guide your writing? These can be useful in maintaining the scientific narrative of the client.

2.     Clarify the Availability of Source Documents

Ask the team about the sources that will be used to develop the manuscript. Identify finalized tables, figures, or analyses and who will provide supporting materials like clinical study reports, investigator’s brochures, or prior presentations.

3.     Select the Target Journal
Discuss preferred journals early, including backups in the event that resubmission is necessary. Prepare for the meeting by research a range of journals that have recently published similar work. It can be useful at this stage to present recommended journals, along with basic journal metrics like impact factor, time to first decision, acceptance rate, and time to publication. Knowing the submission journal informs formatting, tone, and reference, word, and figure limits.

4.     Discuss Authorship and Roles
Align on the author list, including who is taking the lead and corresponding author roles. Explain expectations for authors’ involvement; early engagement and defined responsibilities can help streamline the writing and review process. It also can be useful to have ICMJE authorship criteria listed on one of your slides to help the team understand eligibility for authorship.

5.     Align on Timeline and Milestones
When discussing the timeline, select target dates for major reviews, approval, and submission. Account for author availability and any anticipated deadlines that may interfere with review cycles. It can be helpful to have a draft timeline to share so the team can see how a typical manuscript progresses from drafting to submission.

6.     Agree on the Review Process
Decide how drafts will be shared (through collaborative platforms like Pubstrat or Datavision, or file storage services like SharePoint or Box) and how feedback will be collected and consolidated. Ask for verification of the individuals listed on the review matrix and clarify how conflicting feedback will be resolved. Consider reminding the team that emailing documents is not recommended for security purposes. Emphasize that no team edits should occur while you are writing. This will help with version control and prevent edits being missed.

7.     Address Compliance and Transparency
Review requirements for author disclosures, writing support acknowledgments, and adherence to Good Publication Practice .

After the Meeting:

1.     Send a Summary to the Lead

As soon as possible after the kickoff call, send a summary of the meeting to the project lead. Reiterate what was agreed upon and what remains to be decided. Share a draft timeline for the manuscript development and request feedback. And importantly, summarize your understanding of your role in the process. It’s also good practice to provide a short list of next steps in the process.

2.     Finalize the Timeline Based on Kickoff Meeting Decisions

Using your notes from the meeting, edit the draft timeline and store in a place where key members of the team can view it. Allow commenting privileges but prevent editing if possible. A list of next steps is useful to include in every email before your signature, so everyone understands the milestones and deadlines. Consistent placement allows team members to quickly find this information without having to search through emails

3.     Create a List of Action Items

Compile a concise list of tasks along with those who are responsible for completing the tasks and the due dates. Share this with the lead along with the meeting summary.

As a central figure in the publication development process, a medical writer can foster strong collaboration and trust among the team members. The time invested in organizing a well-managed kickoff meeting pays dividends throughout the lifecycle of the publication, from outline to submission.

Need help with your team’s publications? Acumen’s publications writers specialize in developing clear timelines, aligning teams, and keep projects on track to meet your goals. Reach out for more information. We’d love to learn more about your project!

 [PH1]We have a blank matrix that could be linked to this post for download.