Project Closure PDF

AIS 1 - PROJECT MANAGEMENT PROJECT CLOSURE  PROJECT CLOSURE Project closure (often used interchangeably with project closing) is the final phase of a project, designed mainly to ensure that deliverables are verified, performance is evaluated, and appropriate transfers are performed for a smooth tr...

AIS 1 - PROJECT MANAGEMENT PROJECT CLOSURE  PROJECT CLOSURE Project closure (often used interchangeably with project closing) is the final phase of a project, designed mainly to ensure that deliverables are verified, performance is evaluated, and appropriate transfers are performed for a smooth transition into future work. The theme in this phase is to formally complete the project, hopefully to the satisfaction of contractual obligations, as described by the Project Management Institute. PROJECT CLOSURE “The processes that are performed to conclude all activities across all Project Management process groups to formally complete the project, phase, or contractual obligations is called Project Closing Process. Upon completion, this process group verifies that the defined processes are completed within all of the process groups to close the project, as appropriate, and formally establishes that the project or phase is complete”. PROJECT CLOSURE Project Closing is the combination of the following aspects when applied to a project: Assuring that all the work has been completed, Ensuring that all agreed project management processes have been executed, Formally recognizing that the project is completed – upon everyone’s approval. The features mentioned above are regarded as natural aspects that determine the closing of a project. WHY IS PROJECT CLOSURE IMPORTANT? Effective project wrap-ups can help to define a team’s culture. Everything a team member or project lead learns from implementing and delivering a project⏤successes and failures⏤can be taken forward into future projects. It’s equally important to ensure that documentation, assets, and other deliverables are passed on to a client and signed off on. Otherwise, the client could say a project wasn’t completed as expected, especially if those assets were included in the contract. WHY IS PROJECT CLOSURE IMPORTANT? Learning is a critical outcome of project closure. The process sets the stage for more successful and satisfying projects in the future. If you don’t properly close a project, you may still have deliverables that the client can use, but you won’t be able to dive into what did and didn’t work during the project. It’s essential to review what you’ve done and what you’ve learned. Determine how that learning could benefit the team, so you don’t limit the growth of each individual team member or the organization as a whole. WHY IS PROJECT CLOSURE IMPORTANT? Project closure is important because the process allows you to: Tie-Up Loose Ends: You’ve already delivered project outcomes to the client, but be sure to report all outcomes internally. Ensure all contracts are signed, paid, and finalized, and clean up your files. Ensure you’ve reviewed your progress and determined if you delivered the project on time and budget. You’ll also want to attend to logistics details and relinquish physical space, digital equipment, and resources to responsible departments. These technical aspects of project closure allow you to close the project cleanly and facilitate an easy transition from project teamwork to the more typical rhythms of your organization’s operations. WHY IS PROJECT CLOSURE IMPORTANT? Project closure is important because the process allows you to: Take Stock of Lessons Learned: Take the time to have an open discussion about lessons you learned throughout the project’s lifecycle. Be intentional. Make a list, a timeline, or a visual that helps to spark ideas and refresh team members’ memory of the project from initiation to the transfer of project deliverables to the client. This process should include a review of the project budget and actual expenses. WHY IS PROJECT CLOSURE IMPORTANT? Project closure is important because the process allows you to: Move On with a Clear Sense of Accomplishment: When done well, project closure signals to each team member that the project was meaningful and, simply, the job is complete. Project closure provides a technical stoppage to any loose ends and enables you to inventory the lessons learned. These steps also provide an emotional closure for each team member, including the project manager. Find the meaning, focus on individual and team learning processes, and move on to the next great thing in store for each of you. Celebrate your team, too. WHY IS PROJECT CLOSURE IMPORTANT? Project closure is important because the process allows you to: Archive the Project’s Learning for the Benefit of the Team and Organization: The final step in project closure is to finalize the project closure report and archive it so that it’s accessible to all relevant parties. It’s important to notify team members of where to find the report for formal presentation to upper management. If you’re lucky, you’ll be able to come back as a team in the future. If that’s the case, your effective project closure helps set the stage for team success the next time you assemble. WHAT HAPPENS IF A PROJECT ISN’T CLOSED PROPERLY When you don’t properly close a project, you lose the potential to learn from the current project’s process and outcomes. The next time you start a project, you’re more likely to encounter the same issues and potentially less motivated teams. When you don’t close a project correctly, lessons aren’t learned and team contributions are not acknowledged and celebrated. Whether the project is for an in-house audience or an outside organization, it’s also possible that your client will be less satisfied with the results. This is true regardless of how well it may meet project specifications and how timely your deliverables reach the hands of your client. WHAT HAPPENS IF A PROJECT ISN’T CLOSED PROPERLY No matter your time constraints or the pressure you may be under to move on to the next great thing (or your desire to return to your more typical work day), closing a project well builds potential for future success in your immediate work and, potentially, for your and team members’ careers. WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? The three phases of project closure are technical, learning, and people. Take these steps during each phase of closing a project. By following this quick and easy guide to project closure steps and related activities, you’re building a stronger future for yourself, your team, and your organization. WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? Technical Phase The technical phase, while a bit on the bureaucratic side, creates a true sense of finality (and success) among the team and for the organization. A great project lifecycle enables you to do the following: Tie-Up Loose Ends: Make sure everything is in order (e.g., all vendors and workers are properly paid) and the paperwork is complete. Show Appreciation for Supporting Departments: Give hearty thanks to everyone who helped with the project. Report back on the successful closure of the project. For example, send a note saying you appreciated the space and resources allocated for this work and that you’ve left it in good shape for the next team. WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? Technical Phase The technical phase, while a bit on the bureaucratic side, creates a true sense of finality (and success) among the team and for the organization. A great project lifecycle enables you to do the following: Hold a Project Outcomes Meeting: Gather upper-level managers and supervisors and thank them for giving the project the green light. Use this time to report on the deliverables and summarize lessons learned, emphasizing the foundation laid for future successes for the organization as a result. Create a Repository of Digital Project Resources: Make these materials available for future reference. If questions come up about this project or if a future project manager seeks to learn from your processes and successes, these documents will help. WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? Learning Phase We want all projects to be both challenging and manageable, but sometimes not everything goes as planned. Occasionally you encounter a glitch along the way. No matter what happens during a project’s lifecycle, learning is always present. The learning phase of project closure is time dedicated to team reflection on what you’ve done, how you’ve done it, and what you’ve learned now that the project is complete. There are multiple ways to focus project closure on learning and growth, both for the organization as a whole and for individual team members. Doing so will likely lead to greater satisfaction and meaning associated with doing project work. WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? Learning Phase The learning phase of project closure enables you to: Dedicate Time for Team Reflection: Consider what you’ve done, how you’ve done it, and what you’ve learned now that the project is complete. Document Lessons Learned: The learning phase brings lessons learned to the forefront and documents them for the benefit of your team today and for future reference when you or a colleague initiates a new project. Respond to Questions about the Current Project: Now is the time to document organizational and project memory that’s accessible to all relevant parties. One way to ensure you’ve addressed all issues is to respond to questions about the current project, and then make that information accessible to all relevant parties. WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? Learning Phase The learning phase of project closure enables you to: Facilitate Discussion and Reflection in a Team Setting: The learning phase, just like the other phases, mostly involves holding team discussions about the project. Learning that takes place as a result of a team project helps to feed organizational success. Just as important, the project can inform individual team members’ professional development and sense of mission. Now is the time to ask: Has the team member learned something specific about their interests and talents and, therefore, their career goals? Have you as project manager identified a special contribution of a team member that you’d like to highlight during a one-on-one meeting rather than in a team setting? WHAT ARE THE THREE PHASES OF CLOSING THE PROJECT? People Phase Take the time to commemorate what you’ve accomplished as a team. You’ve come to know the team well and have a good sense of the team’s personality. Make the most of the camaraderie you’ve developed to celebrate in a way that’s right for your team within your organization. Remember, the team made the project deliverables possible, and recognizing those efforts and the need for emotional closure will leave everyone feeling good and ready to move on, whatever comes next. Depending on the context, it may be appropriate to invite the upper-level supervisor who gave the green light for the project to participate, too. Each project closure phase helps to create an organizational culture of appreciation, gratitude, and accomplishment. Take the time to do this right, in ways meaningful to your specific circumstances, and you’ve set the stage not just to move on but also to take a step forward. TYPES OF PROJECT CLOSURE There are several types of project closure that can be implemented depending on the specific circumstances and objectives of the project. Here are some common types: Normal Closure: This is the standard and most common type of project closure, where the project is completed as planned, all deliverables are produced, and all objectives and goals are achieved. The project team wraps up all remaining tasks, conducts final reviews and approvals, and formally closes the project. Premature Closure: If you’re using project management software, this means that you would be able to tick every action item as complete. Unfortunately, not every project closing phase ends this way. Some projects are closed before they can get off the ground. When a project is canceled as it’s about to start, it’s known as premature closure. TYPES OF PROJECT CLOSURE Several types of project closures can be implemented depending on the specific circumstances and objectives of the project. Here are some common types: Partial Closure: Sometimes, a project may be partially closed when certain components or phases have been completed successfully, but others are still ongoing. This type of closure allows for a phased approach, where the completed parts are closed while the remaining work continues. It helps manage dependencies and prioritize resources effectively. Consolidation Closure: In cases where multiple related projects are being executed simultaneously, a consolidation closure may be performed. This involves consolidating the outputs, learnings, and resources from multiple projects into a single closure process. It helps ensure consistency, knowledge transfer, and efficient utilization of resources across projects. TYPES OF PROJECT CLOSURE Several types of project closures can be implemented depending on the specific circumstances and objectives of the project. Here are some common types: Suspension Closure: If a project needs to be temporarily suspended due to external factors or operational constraints, a suspension closure is performed. The project is put on hold until the circumstances allow it to resume. During the closure, the team documents the project status, resources, and any necessary actions required upon resumption. Failed Closure: Unfortunately, not all projects succeed. A failed closure occurs when a project is unable to achieve its objectives or deliver the desired outcomes. In such cases, the project is closed without accomplishing the intended goals. It is crucial to conduct a thorough analysis of the reasons for failure, document lessons learned, and determine any salvageable components or potential adjustments for future projects. 8 STEPS TO CLOSE A PROJECT Closing a project doesn't have to be hard. As you work on projects, you’ll learn what works and what doesn’t work for your team. With that knowledge, you can develop your own project closure best practices. If this is your first time officially closing a project, try these eight steps below. Take notes on what works and what doesn't work so you can refine the process in the future. 8 STEPS TO CLOSE A PROJECT 1. Perform final tests This first step is most useful for teams focused on launching new products or features. Before you formally end work on your project, run final tests to make sure your final deliverable is stable and still performing as expected. This is important because performance often changes post-launch, especially if your product goes live to a large number of customers. Often, it can be hard to predict how a product will run at scale before it’s launched. Aside from running technical tests, you can also monitor customer feedback (especially on your social media channels) to see if users are encountering any glaring product errors. If you encounter any big issues, create a follow-up project to fix them. 8 STEPS TO CLOSE A PROJECT 2. Wrap up loose ends Next, it’s time to review your project plan and flag incomplete tasks. This helps you tie up loose ends and ensures that you’re not forgetting any critical steps. If you use project management software like Asana, this step is easy because you can see all project tasks in one place—plus their due date, owner, and completion status. If you forgot something, don’t worry. Take stock of any incomplete tasks and decide whether they’re in your project scope or out of scope. If they’re in scope, make a plan to address those leftover tasks. If they’re out of scope, let stakeholders know and hand off those tasks to the appropriate team. 8 STEPS TO CLOSE A PROJECT 3. Complete administrative tasks Now that you’ve wrapped up loose ends, it’s time to address the administrative side of your project. While administrative tasks can vary by project, here are some common to-do’s to consider: Make sure all project files and assets are in the right place and that stakeholders know where they are. Update project documentation, like process documentation, your project budget, and your project schedule. During this process, compare estimates to actual results to see if you were correct. For example, compare estimated vs. actual results for your budget and project timeline. 8 STEPS TO CLOSE A PROJECT 3. Complete administrative tasks Now that you’ve wrapped up loose ends, it’s time to address the administrative side of your project. While administrative tasks can vary by project, here are some common to-do’s to consider: Make sure project documents are signed, like any vendor contracts or agreements. Close out any contracts for supplies, subcontractors, donors, or similar external stakeholders. Wrap up project finances. Make sure your final payments are received or sent, and send your finance team an update with your final budget numbers. 8 STEPS TO CLOSE A PROJECT 3. Complete administrative tasks Now that you’ve wrapped up loose ends, it’s time to address the administrative side of your project. While administrative tasks can vary by project, here are some common to-do’s to consider: Make sure team members have been reassigned to different projects. Sell or transfer equipment ​o r other project resources to different teams as needed. 8 STEPS TO CLOSE A PROJECT 4. Notify your team about next steps Next up, write a note to your team to fill them in on your wrap- up plan. Let them know about the next steps—like how you’ll tackle or transfer ownership of any outstanding project deliverables. In addition, tell your team about closing events they should attend, like a retrospective, project post-mortem, or a final meeting with stakeholders. If you want your team to provide feedback during a post-mortem, now is the time to let them know so they can start preparing. 8 STEPS TO CLOSE A PROJECT 5. Update stakeholders and send a final report After you’ve connected with your team, it’s time to sync with your stakeholders. This can either be an asynchronous update or an official wrap-up meeting. Regardless of the format, be sure to include the following information: A final report, including a summary of what your project accomplished, how it performed compared to the goals you set, and any key successes or failures. A list of incomplete items that were in scope, plus how you’ll tackle them. 8 STEPS TO CLOSE A PROJECT 5. Update stakeholders and send a final report After you’ve connected with your team, it’s time to sync with your stakeholders. This can either be an asynchronous update or an official wrap-up meeting. Regardless of the format, be sure to include the following information: A list of incomplete items that were out of scope, with a quick explanation and details of how you’ll follow up with the appropriate team. A list of fast-follows you plan to complete as part of your current project or pass off to a different team. A request for feedback. Ideally, this can be written feedback in the form of a questionnaire or survey. 8 STEPS TO CLOSE A PROJECT 6. Hold a project post-mortem meeting Holding a project post-mortem meeting is the best way to capture and review lessons learned during each project. During a post-mortem, team members have the opportunity to provide feedback on what went well, what didn’t go well, and what could be improved for next time. 8 STEPS TO CLOSE A PROJECT 7. Create a roadmap for improvements After you’ve analyzed how your project went, it’s time to look towards the future. At this point, you can use a project roadmap to plan how you’ll improve and iterate on your final deliverable and management processes: Consider your final test results from step one and identify any priority issues you want to tackle. For example, if many customers are complaining about slow load times, you could prioritize an initiative to improve site loading speed. Compile the feedback you received from stakeholders and your project team. Look for common themes and highlight any action items you want to address. For example, if team members shared that they didn’t have enough time to complete tasks, you could set an action item to add additional buffer time into future project schedules. 8 STEPS TO CLOSE A PROJECT 7. Create a roadmap for improvements Creating a roadmap for future improvements ensures that you continue to improve and iterate on your final deliverable and project management processes. Plus, it allows you to officially close your current project, and then tackle any enhancements in an entirely new initiative. That way, you can prevent projects from dragging on until the final deliverable is “perfect” (something that’s not really attainable anyway). 8 STEPS TO CLOSE A PROJECT 8. Celebrate Last but not least, set aside time to celebrate your team’s achievements. Showing appreciation is key to building a strong organizational culture and promoting teamwork in the workplace. Celebration can come in many forms—like gifts or cards, a thank you message, a team happy hour, or even a free afternoon off work. Consider your team’s dynamic and the preferences of each team member, and pick the option you think everyone will appreciate the most.  PROJECT CLOSURE Closure is important in any context, let alone project management. If your project team and all key stakeholders have a mutual understanding, sense of accomplishment, and peace of mind once you’ve closed out the project, you can consider it a success. The closure phase sure isn’t easy, but if you follow the steps provided, you can make sure that everyone involved can move on to the next project without any lingering thoughts or feelings. After all, that’s what closure is all about. PROJECT CLOSURE END OF SLIDE