By officially closing a project, you minimize risks, increase client satisfaction, and ensure all parties are on the same page. Just to quickly let you know that the project we worked on turned out to be a successful one. Construction project closure report example. Even if you never access it, there’s a need to keep a paper trail of the work done on any project for other people in the organization. Project management guide on CheckyKey.com. Now we know that proper project closure will help you start your next project on the right foot. So much time and effort is put into the planning of a project, it is often forgotten that the end of a project is equally important. It’s not done, if it’s not paid for. By documenting the mistakes … Project Closure "Clean-Up" Activities. Taking the time to have a postmortem after the project closure is complete puts you and your team in position to start the next project from a more informed place. The project closure process ensures that: The project management closure process also gives the team the opportunity to review and evaluate the project’s performance to ensure future projects’ success. Put effort into the message and you will add value up to the last… Skip to content. In order to make this go smoothly, the stakeholder and project manager must have a well-documented criteria of performance in place from the beginning of the project. You worked hard to have great project documentation, don’t lose it. You’ll have to release resources, archive documents and don’t forget to acknowledge the project success with a party or some type of celebration. . Not to mention, when you are ending one project, you’re likely beginning another. Finally, but perhaps most importantly, celebrate with your project team. By documenting the mistakes and the successes of the project, you’re building a catalog that offers historic data. The Project Closure stage is the fourth and last phase in the project lifecycle. Managing a project isn’t only about tasks and resources, budget and deadlines, it’s an experience you can constantly learn from. An end-of-project party is a great way to acknowledge your team’s hard work and increase morale. All that time you’re wasting copying over steps that you repeat project to project is simplified with our software. The project lifecycle consists of five groups: The closing phase of project management is the final phase of the project lifecycle. Collected documents are finalized. At first glance, it might seem like completing the first four phases of the project lifecycle would be all you need to do to tie up your project and call it good. Is there a standard way informing the client about the project closure by email? Encourage honesty. It ties up the loose ends of a project and makes sure that it’s done properly. ProjectManager.com lets managers create reports with just one click. Importance of closing a project At first glance, it might seem like completing the first four phases of the project lifecycle would be all you need to do to tie up your project and call it good. Once you have completed the project hand-off and received approvals from the clients, you can begin closing out your contracts. and index them in the company archives for later reference. That way, when you’re planning a new project, you can quickly review old documents, tasks, comments and templates in the system. It’s all automated in our project management software, helping you reach the end of the project even faster. For example, there are many tasks that you still must complete. They did the work and deserve credit and an opportunity to blow off steam until the next project is started. You also use the project closure document as a way to record relevant information for the operational team by form of a handover. This means that the stakeholder agrees that the quality specifications of the project parameters have been met. If you plan and manage your projects in a centralized project management software—like ProjectManager.com—you’ll have access to all of your previous projects. Project closure is a time to take stock, assess the successes and failures, and take learnings that you can transfer to future projects. So much time and effort is put into the planning of a project, it is often forgotten that the end of a project is equally important. The Project Manager will review prior phase closure documentation, customer acceptance documentation from the Validate Scope process, and the agreement (if applicable) to ensure that all project requirements are completed prior to finalizing the closure of the project. It makes team members feel better. You have received final sign-off and approval from all parties. Work through the following checklist to ensure your project is successfully completed. These individual answers will help paint a more comprehensive picture of the project’s performance. State the Official Closure. Capture and document project closure sample practices and procedures that led the project to success. The project determines the team members you’ll want to work with, and each project is going to be a little bit different, which will be reflected in the team hired to execute it. And I’d like to thank each one of you for the hard work and all the effort. The most complete project management glossary for professional project managers. (If you follow scrum methodology, your team should conduct a sprint retrospective to gather this information.). Start at the beginning with the project scope document you created and make sure that you’ve meet all the requirements listed there. It’s not enough to declare a project done yourself. It makes onboarding for the next project simpler too, as the team members should already be in the system. Pro tip: Visuals can help you better analyze team performance as well as any roadblocks along the way, so you can execute projects better and faster in the future. Once the paperwork is filed, and the reviews are over, kick back and take time to celebrate the successful close together—you’ve earned it! The most popular online Visio alternative, Lucidchart is used in over 180 countries by more than 15 million users, from sales managers mapping out prospective organizations to IT directors visualizing their network infrastructure. The close of the project is the final phase of your job, it’s the last turn of the project life cycle, and like any other aspect of a project, it requires a process. Go through your project plan to identify all deliverables and make sure they have been fully completed and handed off. Lessons learned is collected and gathered from all stakeholders. Loosen up! The entire project management closure process requires meetings and communication with your team and stakeholders, a handful of project documents, and analysis skills. Here’s how to navigate the project management closure process. . By using project management software! For one thing, having closed a project means tying up a ton of paperwork. You can present this report as a document, email, presentation or embed it into a shared project management tool. Managing a project isn’t only about tasks and resources, budget and deadlines, it’s an experience you can constantly learn from. "As I was thinking what to write about this week, I realized that for the past month or two someone has been searching on “project closure email’ to get to my blog. Get a Free 30-Day Trial of Our PM Software, Top Project Management Conferences of 2019. Create in-depth project reports before archiving your projects. Be sure to document this step so you have proof that the project close was formally signed off. Project Closure Step #6: Update lessons learned. The most complete project management glossary for professional project managers. Did you know you can create a free account and start diagramming with just an email address? As soon as the team completes the said project, it must send a report sample to the higher authority who would then close the project formally. There are approvals, signatures, payments, all of which might seem like pushing paperwork to you, but tell that to the team member waiting to get paid. identify. And there will be a next time, because a happy team is a team that you retain. Have your team consider the following questions: With the project performance and feedback in mind, you can then identify lessons learned and opportunities for the future. There’s no reason to start from scratch when you’re assembling the best and the brightest. Review all the project documentation to ensure all parties have been paid for the work and there are no outstanding invoices. People who downloaded this item also downloaded . That includes closing all contracts you might have made with internal partners or vendors or any other resources you contracted with. When it comes to project management, closing out a project isn’t just a matter of executing deliverables. You can go back and look over the information for precedents when planning for new projects. That creates loyalty, and they’re going to work even harder for you the next time. There’s a wealth of knowledge produced after any project closes. Everything needs attention, and must be signed for, which is the legal proof that in fact these documents have concluded. Was the client satisfied with the results? It’s a formal process, and a crucial one, which frees them for the next project. When it’s over, make sure they’re all paid in full so they can sign off and leave. There’s nothing silly about rewarding your team to acknowledge a job well done. Next, conduct a survey or hold a meeting with the project management team to get feedback on how the project went. As a cloud-based software, it enables you and your team to get real-time data when monitoring and reporting on the project. This project closure form includes sections for Document Approval, General Information, Project Performance, Measurement of Project Success, Lessons Learned, Administrative Closure, Contract Closure, Information Distribution & Archive and an Appendix. There are 5 key things to be done as part of the project closure process to ensure this happens. But so often, this stage of the project is neglected – project managers are already moving onto the next assignment and want to get things wrapped up. By using project management software! The End Project Report is made up of other documents: Project Initiation Documentation; Business Case; Project Plan But internal resources remain, so you have to remind yourself that their time on the project is also limited, and you might be blocking other team’s projects if you don’t release your resources once the project is done. To make sure that every i is dotted and t crossed, follow this step-by-step project closure checklist. The closing of a business email is almost as important as the email itself. Formally release resources from the project, including suppliers, contractors, team members, and any other partners. When the project closure phase is completed properly, your project documents will be finalized, your clients and stakeholders will have any final reports that they require, and your team will have had the chance to reflect upon Create in-depth project reports before archiving your projects. Without each one of you, it might not have been possible. Our team section archives all your resources, with bios, skills and more. Project Plan/Project Definition The Project Closure Phase is the fourth and last phase in the project life cycle.In this phase, you will formally close your project and then report its overall level of success to your sponsor. Plus, your documentation is more accessible and secure. Our software has unlimited file storage, so no matter how big and complex your project is, we can save it for you. It is necessary that the project scope is defined accurately, and project managers should be thoroughly trained on how to write goals and objectives. These documents are going to have to get sign off and approval from stakeholders. The author discusses how a failure to complete thorough project closing can expose … While you should have been learning throughout the project, now is a great time to look back without the pressure and distractions that might have dulled your focus.Gather the core team to invite feedback about what worked, and what didn’t. Handover at work (with email templates) • Girl's Guide to Project Management. You can also create more stakeholder specific reports, like status reports, variance reports or project plan reports. Assign a transition support person to shepherd the project after completion, so that the project closure is thorough. A post-mortem or project review is one of the most valuable steps of the project closure process. A project when closed in an efficient manner delights the customer, the project management team, the vendors, the management and other stakeholders. This paper highlights the often overlooked importance of the Closing Process Group and the significant impact of project closing on the overall project success. You might have been a hard task master in the project, but you give them their due for a job well done. Tying the loose ends, in the end, would give you some valuable lessons to take to the next project. This includes addressing all outstanding payments. Having all that information at hand is fine. Finally, don’t forget to celebrate! The closure report is usually started towards the end of the project and completed when all the project outputs have been delivered to the business owner, stakeholders and sponsors or when it has been decided to close the project for some other reason. ProjectManager.com streamlines the project for you from start to finish. The project closure report is the final project management deliverable for a project and is used for senior management to assess the success of the project. Lucidchart is the essential visual productivity platform that helps anyone understand and share ideas, information, and processes with clarity. Use project success metrics to evaluate the efficiency of the project management practices. Use collected paperwork to identify and document the lessons learned over the course of the project, including any feedback from stakeholders, so you don’t make the same mistakes in future projects. No more panic email searches. These project closure activities are initiated following your meeting (described above) with your Customer and Project Sponsor and other primary Stakeholders. You also get an opportunity to hear from the team in a more intimate and casual way that allows them to express their opinions on the management of the project. However, without a formal closing process, you risk letting crucial details fall through the cracks, which can result in confusion, a never-ending project, dissatisfied clients, and even liability issues. Each person involved needs to agree on the project’s completion before you can formally close it out and move on. Better still, because all the data surrounding your project is attached to that project, finding files is easy. Document your project review with the performance measurement, feedback, and improvement plan. That’s important, too. A project closure report is a must to prepare after the complete completion of a project undertaken by a team. The project closure process is the last process in the project life cycle, and is important for the project's success. Therefore, you want to get transition support for this changeover. The most complete project management glossary for professional project managers. With this intuitive, cloud-based solution, anyone can learn to work visually and collaborate in real time while building flowcharts, mockups, UML diagrams, and more. You might work on projects that are very similar. Next, confirm the project is complete. In other words, calculate the project’s performance in terms of cost, schedule, and quality. Many project management practitioners view successful project delivery as the completion of deliverables based on the objectives of time and cost. Project Status Update email to clients A part of most communication plans is a periodic E-mail from the PM to the customer. The first step to closing out your project is to finalize and transfer the project deliverables to the client. Lessons … Saving time and having a head start when you begin a new project is how you effectively cut time and costs. This E-mail should display the overall status of the project, and focus on any specific risks, issues or problems that the project is facing. You can ask any question on Project Management and you can rest assured that real Project Managers will answer your shortly! What would you change or improve for future projects. There’s a lot of work involved even once a project is technically complete. ProjectManager.com is an award-winning software that organizes projects from start to finish. Project management guide on CheckyKey.com. You might have some team members whose skills work with the new project and others who are going off into other projects. Closure steps and requirements should be planned before project work begins as part of the governance phase of the project management process. You’ll be able to use it as historic data, but research is only a part of your project preparation. Encourage honesty. You never know when someone might have to go back and respond to a question or want to learn how an old issue was resolved. Project closure is the last phase of the project management process. 20 Appreciation Mail/Messages For Your Employees/Teams: Hi Team! You assemble a team for the project, and now you must cut them loose. Though the process may seem tedious or overly administrative, a formal closure phase ensures all loose ends are tied up, documentation is signed and approved, contractors are paid, and everyone is on the same page. Keep in mind that the goal of a post-mortem is not to assign blame for any mistakes. The 4 Phases of the Project Management Life Cycle, Four Diagrams to Streamline Project Planning. You want to make sure that all invoices, commissions, fees, bonus, what have you, are paid. Therefore it is necessary to plan and execute the closure process smoothly. This is the stage where all deliverables are finalized and formally transferred, and all documentation is signed off, approved, and archived. The following are five steps you should take to make sure you’ve dotted all the I’s and crossed all the T’s, as well as taken full advantage of the experience. All work has been completed according to the project plan and scope. Now we know that proper project closure will help you start your next project on the right foot. Plus, a happy team is more likely to work with you in the future so you can build on your past successes and become a more effective unit going forward. Don't take it for granted and simply send a thank you with your contact information. In other words, project closure is a process you can’t afford to skip. To confirm the project’s completion, you will need to obtain approvals for the project deliverables (i.e., all stakeholders must agree that you delivered on all parts of the project plan) with official sign-offs from the project stakeholders. You’ve learned the lessons, but how can you work smarter and apply them to another project? The project closure helps the senior management to identify the best practices to be undertaken for future projects & resolve the open issues. While you should have been learning throughout the project, now is a great time to look back without the pressure and distractions that might have dulled your focus. Did the team follow the outlined processes and plan? Were there issues with the quality or compromises along the way? This may be the result of changed priorities within the department or unit, a loss of funding or a deadline date reached. It creates closure, which is what this part of the project is all about, but it also plants a seed that will bloom in later projects when you work with members of the old team. A project closure email is your opportunity to leave a positive lasting impression that just might get your client to call you back for another assignment. Handover information to document. The closure report records the final project sign off from the Sponsor, assesses success, and initiates a number of activities: identify and share best practices for future projects, identify and assign items to be addressed (issues, future initiatives, future projects), appropriately close current contracts, provide final project communication to stakeholders, rel… confirm that essential contractual and other project closure … Upon the end of implementation phase, preliminary acceptance of the project result is accomplished; yet minor items may still be open, summarized on a list of open points, LOP (sometimes also referred to as list of open items). As you begin your post-mortem, conduct a performance review of the project. Automated reporting software can be a huge help during this process. While you can create most documents earlier in the project, you can only start the End Project Report during closure. Each team is brought together for the mix of skills and experience they bring to a project. Related: How to Manage Your Team’s Workload. It is the stage where you carry out all the formal and informal tasks that will close your project down in an orderly manner. All this information might not be used later, but it’s all useful in that it provides perspective and gives everyone involved a more rounded view of the project mechanics. 2. Did the team members involved manage their time wisely? Part of closing a project is being able to plan and execute it. This process ensures the final stakeholders have the information, resources, and training to successfully manage and use the end product. This process should be conducted smoothly, since project delays increase the cost to the organization, and should be prevented. How to write a mail about project closure to customer? Our free project closure template is a great resource to help you remember what remains left to be done. Final versions of the project management plans and all necessary documents about the project are archived in the company records. Repeating mistakes on future projects and objectives, Having final products or deliverables without dedicated support and resources, Failing to identify the team or individuals who will own and maintain the solution following final delivery, Creating liability issues resulting from incomplete payments, contracts, or deliverables. These are the primary questions to be considered…. The end of a project is a big accomplishment and represents the culmination of many hours of hard work and dedication from a team of contributors. Don’t forget your team. Project Closure Step #5: Index and archive records. 0. votes. Once you’ve closed out the project, you now have the documentation to share and talk about with your team. Therefore, like any other stage of your project, there are best practices when closing a project. 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