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7 Steps to Nail the Project Management Closure Process

Lucidchart is an intelligent diagramming application that aids teams in managing project closures effectively. The document outlines the importance of a formal project closure process, which includes finalizing deliverables, confirming completion, reviewing contracts, and conducting post-mortems to ensure future project success. It emphasizes that proper closure minimizes risks, enhances client satisfaction, and provides a clear transition of project outputs to the appropriate teams.

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Noorulain Hamid
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
16 views

7 Steps to Nail the Project Management Closure Process

Lucidchart is an intelligent diagramming application that aids teams in managing project closures effectively. The document outlines the importance of a formal project closure process, which includes finalizing deliverables, confirming completion, reviewing contracts, and conducting post-mortems to ensure future project success. It emphasizes that proper closure minimizes risks, enhances client satisfaction, and provides a clear transition of project outputs to the appropriate teams.

Uploaded by

Noorulain Hamid
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Lucidchart
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Lucidchart is
the intelligent
diagramming
application
Get it done: that
Nailing the empowers
project teams to
management clarify
complexity,
closure process align their
insights, and
Reading time: about 7 min
build the
Posted by: Lucid Content Team future—faster.
With this
When it comes to project intuitive,
management, closing out a cloud-based
project isn’t just a matter of solution,
executing deliverables. everyone can
Though the process may work visually
seem tedious or overly and
administrative, a formal collaborate in
closure phase ensures all real time
loose ends are tied up, Sign up free
while building
documentation is signed and flowcharts,
approved, contractors are mockups,
paid, and everyone is on the UML 1

same page. 👋 How can we help youdiagrams,


today? and
Tech Blog more.
The closing phase also gives The most
you the opportunity to review popular
and evaluate the project’s online Visio
success (or failure), which is alternative,
crucial for planning and Lucidchart is
executing successful projects utilized in
in the future. over 180
countries by
Here’s how to navigate the millions of
project management closure users, from
process. sales
managers
mapping out
target
organizations
to IT directors
visualizing
their network
infrastructure.

PMBOK Process Groups (Click on image to


modify online)

What is project
closure? Sign up free

The project lifecycle consists


of five groups:

Initiating process group


Tech Blog
Planning process group
Executing process group
Monitoring and controlling
process group
Closing process group

The closing phase of project


management is the final
phase of the project lifecycle.
This is the stage where all
deliverables are finalized and
formally transferred, and all
documentation is signed off,
approved, and archived.

The project closure process


ensures that:

All work has been


completed according to the
project plan and scope.
All project management
processes have been
executed.
You have received final
sign-off and approval from
all parties. Sign up free

The project management


closure process also gives
the team the opportunity to
review and evaluate the
Tech Blog
project’s performance to
ensure future projects’
success.

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.

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.

Project closure helps avoid:

Repeating mistakes on
future projects and Sign up free
objectives
Having final products or
deliverables without
dedicated support and
resources
Tech Blog
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

Following a clear project


closure plan helps you
properly transition your
solution to the client or end-
user. This process ensures
the final stakeholders have
the information, resources,
and training to successfully
manage and use the end
product.

The project closure process


also ensures the project is
formally completed and is no
longer considered a project,
allowing you to hand the
reins over to the correct team
Sign up free
in charge of managing and
maintaining the project’s
outputs.

By officially closing a project,


youBlog
Tech minimize risks, increase
client satisfaction, and
ensure all parties are on the
same page. In other words,
project closure is a process
you can’t afford to skip.

7 steps to closing
a project
The closing phase of project
management involves several
steps. Work through the
following checklist to ensure
your project is successfully
completed.

1. Formally transfer all


deliverables

The first step to closing out


your project is to finalize and
transfer the project
deliverables to the client. Go
through your project plan to
identify all deliverables and
make sure they have been Sign up free
fully completed and handed
off.

2. Confirm project
completion
Tech Blog
Next, confirm the project is
complete. It’s not enough to
declare a project done
yourself. Each person
involved needs to agree on
the project’s completion
before you can formally close
it out and move on.

If you skip this step, you may


continue to receive (and be
charged for) change requests
by the client.

To confirm the project’s


completion, 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.

Be sure to document this


step so you have proof that
the project close was
formally signed off. Sign up free

3. Review all contracts and


documentation

Once you have completed


the Blog
Tech project hand-off and
received approvals from the
clients, you can begin closing
out your contracts.

Review all the project


documentation to ensure all
parties have been paid for the
work and there are no
outstanding invoices.

4. Release resources

Formally release resources


from the project, including
suppliers, contractors, team
members, and any other
partners. Notify them of the
end of the project, confirm
any final payments or
obligations, and officially
release them so they are free
to work on other projects.

5. Conduct a post-mortem

A post-mortem or project
review is one of the most
valuable steps of the project
Sign up free
closure process. This is a
time to review the successes,
failures, and challenges of
the project and identify
opportunities for
improvement
Tech Blog going forward.
As you begin your post-
mortem, conduct a
performance review of the
project. In other words,
calculate the project’s
performance in terms of cost,
schedule, and quality.

Consider these questions:

Did you stay on budget?


Did the team members
involved manage their time
wisely?
Were there issues with the
quality or compromises
along the way?
How closely did the project
meet the customer's needs?

Next, conduct a survey or


hold a meeting with the
project management team to
get feedback on how the
project went. These
individual answers will help Sign up free
paint a more comprehensive
picture of the project’s
performance. (If you follow
scrum methodology, your
team should conduct a sprint
Tech Blog
retrospective to gather this
information.)

Have your team consider the


following questions:

What went well?


What were the challenges
or failures?
How well did the team
communicate?
Did the team follow the
outlined processes and
plan?
Was the client satisfied with
the results?
What would you change or
improve for future projects?

With the project performance


and feedback in mind, you
can then identify lessons
learned and opportunities for
the future.

Pro tip: Visuals can help you Sign up free


better analyze team
performance as well as any
roadblocks along the way, so
you can execute projects
better
Tech Blogand faster in the
future.
Gantt Chart with Progress Bar Example (Click on
image to modify online)

Planned and Actual Velocity Burndown Chart


(Click on image to modify online)

Keep in mind that the goal of


a post-mortem is not to
assign blame for any
mistakes. Instead, it is a
learning opportunity for
everyone to improve on
future projects. Document Sign up free
your project review with the
performance measurement,
feedback, and improvement
plan.

Tech Blog
6. Archive documentation
Once you’ve completed your
project post-mortem, you can
finalize all documentation
(contracts, project plans,
scope outline, costs,
schedule, etc.) and index
them in the company
archives for later reference.

Be sure to keep clear notes


on the project’s performance
and improvement
opportunities so you can
easily reference and
implement them on similar
projects in the
future. Documentation is not
only important as a resource
for future reference but also
provides a clear paper trail
for the processes, decisions,
and actions taken during the
project, which may be
required by legal, HR, or
future leadership.

7. Celebrate Sign up free

Finally, don’t forget to


celebrate! The end of a
project is a big
accomplishment and
Tech Blog
represents the culmination of
many hours of hard work and
dedication from a team of
contributors.

An end-of-project party is a
great way to acknowledge
your team’s hard work and
increase morale. 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.

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!

Sign up free

Discover project
management best
practices to keep projects
on track.
Tech Blog
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