You worked hard to have great project documentation, don’t lose it. 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. The most complete project management glossary for professional project managers. It is necessary that the project scope is defined accurately, and project managers should be thoroughly trained on how to write goals and objectives. 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. The goal of project management is to obtain stakeholder acceptance of the project result. Don't take it for granted and simply send a thank you with your contact information. Many project management practitioners view successful project delivery as the completion of deliverables based on the objectives of time and cost. These project closure activities are initiated following your meeting (described above) with your Customer and Project Sponsor and other primary Stakeholders. This includes reports like timesheet reports, so you can quickly see the hours worked by a team member over the life of the project. Part of closing a project is being able to plan and execute it. 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. A project closure report is a must to prepare after the complete completion of a project undertaken by a team. Be sure to document this step so you have proof that the project close was formally signed off. I need some advice here: I have just finished a project and I want to inform the client officially about it by email. Collected documents are finalized. Project Closure Step #6: Update lessons learned. 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. The most complete project management glossary for professional project managers. That includes closing all contracts you might have made with internal partners or vendors or any other resources you contracted with. Now we know that proper project closure will help you start your next project on the right foot. An end-of-project party is a great way to acknowledge your team’s hard work and increase morale. You can present this report as a document, email, presentation or embed it into a shared project management tool. 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. You can ask any question on Project Management and you can rest assured that real Project Managers will answer your shortly! People who downloaded this item also downloaded . Managing a project isn’t only about tasks and resources, budget and deadlines, it’s an experience you can constantly learn from. 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. Make a post implementation review report and include all appropriate documentation, such as quality assurance reports, customer survey results, project performance reports, etc. See for yourself, by taking this free 30-day trial. Create in-depth project reports before archiving your projects. 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. 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. ProjectManager.com streamlines the project for you from start to finish. Project Status Update email to clients A part of most communication plans is a periodic E-mail from the PM to the customer. All project management processes have been executed. How to write a mail about project closure to customer? 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. 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. Therefore it is necessary to plan and execute the closure process smoothly. You have received final sign-off and approval from all parties. 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. If your project management skills are simply awesome, you can write “n/a” in that box to show that you came in exactly on target. It is In this part of your report where you make a sort of official statement letter that confirms the closure of your project. Project Closure Phase. That’s important, too. This is the stage where all deliverables are finalized and formally transferred, and all documentation is signed off, approved, and archived. All that time you’re wasting copying over steps that you repeat project to project is simplified with our software. They did the work and deserve credit and an opportunity to blow off steam until the next project is started. You want to make sure that all invoices, commissions, fees, bonus, what have you, are paid. 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. 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. For one thing, having closed a project means tying up a ton of paperwork. You’ve learned the lessons, but how can you work smarter and apply them to another project? 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… A post-mortem or project review is one of the most valuable steps of the project closure process. Consider it like putting away provisions for the winter. It ties up the loose ends of a project and makes sure that it’s done properly. In this article at the Digital Project Manager, Patrice Embry shares 7 ways you can make a successful project closure. They’re all collected in one place. The business letter is designed for easy communication from an organization or company's representatives or executives to the employees and personal confidantes for successful project completion. These documents are going to have to get sign off and approval from stakeholders. No more panic email searches. The closing of a business email is almost as important as the email itself. 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! You might have been a hard task master in the project, but you give them their due for a job well done. As noted, projects generate reams of documents. Therefore, you want to get transition support for this changeover. These individual answers will help paint a more comprehensive picture of the project’s performance. As a cloud-based software, it enables you and your team to get real-time data when monitoring and reporting on the project. These are the primary questions to be considered…. 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. Try ProjectManager.com and get an online project management software that let's you close and store projects with confidence. It is the stage where you carry out all the formal and informal tasks that will close your project down in an orderly manner. In other words, calculate the project’s performance in terms of cost, schedule, and quality. identify. You can go back and look over the information for precedents when planning for new projects. Did the team follow the outlined processes and plan? Finally, don’t forget to celebrate! This paper highlights the often overlooked importance of the Closing Process Group and the significant impact of project closing on the overall project success. ProjectManager.com lets managers create reports with just one click. 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. Having all that information at hand is fine. Next, conduct a survey or hold a meeting with the project management team to get feedback on how the project went. 0. votes. While you can create most documents earlier in the project, you can only start the End Project Report during closure. Get a Free 30-Day Trial of Our PM Software, Top Project Management Conferences of 2019. Construction project closure report example. It can be mailed or e-mailed. Make sure that all deliverables have been handed off and signed by stakeholders, getting their approval and satisfaction. Project closure is a time to take stock, assess the successes and failures, and take learnings that you can transfer to future projects. The End Project Report is made up of other documents: Project Initiation Documentation; Business Case; Project Plan You might have some team members whose skills work with the new project and others who are going off into other projects. It makes onboarding for the next project simpler too, as the team members should already be in the system. 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. It’s not enough to declare a project done yourself. Project handover bounds this stage at the start, and a formal statement of closure bounds it … You can just move them to the project you want. 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. This is a time to review the successes, failures, and challenges of the project and identify opportunities for improvement going forward. Lessons … 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. Gather the core team to invite feedback about what worked, and what didn’t. 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. You also use the project closure document as a way to record relevant information for the operational team by form of a handover. Saving time and having a head start when you begin a new project is how you effectively cut time and costs. 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. 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 in charge of managing and maintaining the project’s outputs. And there will be a next time, because a happy team is a team that you retain. Project management guide on CheckyKey.com. Release or reassign the project resources, which includes your team and other project personnel and any equipment or site rentals used for the project. 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. What would you change or improve for future projects. 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. Use project success metrics to evaluate the efficiency of the project management practices. You’ve learned the lessons, but how can you work smarter and apply them to another project? You can export a project and import it into a new project, then just fill in the blanks. Did the team members involved manage their time wisely? When it’s over, make sure they’re all paid in full so they can sign off and leave. That way, when you’re planning a new project, you can quickly review old documents, tasks, comments and templates in the system. It’s not done, if it’s not paid for. P roject managers must complete each project phase with due diligence, including the project closure. Plus, your documentation is more accessible and secure. 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. 20 Appreciation Mail/Messages For Your Employees/Teams: Hi Team! Add all documents together, including finalizing all project reports, then organize and archive them as historical data to be used for future reference. Project Closure Step #5: Index and archive records. When it comes to project management, closing out a project isn’t just a matter of executing deliverables. You’ll be able to use it as historic data, but research is only a part of your project preparation. Not to mention, when you are ending one project, you’re likely beginning another. 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. Plans and all the formal and informal tasks that will close your project is how you cut... 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