Project Closure: 5 Steps To Complete the Project Management Process

Project management is a journey that is made up of meticulous planning, action, and tracking. One crucial phase that isn't as recognized as often is project closure. While the most important parts might be getting started and efficiently navigating the journey there, every project deserves a structured closure.

Project closure is the final step in the project management lifecycle where all project work is finalized, and the cycle is formally closing. The aim of this final space is to ensure that all loose ends are tied and that the stakeholders are satisfied.

So without further ado, let's take a look into what project closure truly entails and how you can implement it into your project management processes seamlessly!

The Project Closure Checklist

Before we dive in with a step-by-step approach, let's go over a quick checklist you can hold onto for easy use! So, before you close a project;

• Verify that all project deliverables have been completed to the required standards.
• Schedule a project review meeting with key stakeholders and discuss what went well, what could be improved, and any issues encountered.
• Summarize project performance against initial goals and objectives and make sure to include key metrics, milestones achieved, and overall project outcomes.
• Ensure all project documents are reviewed and signed off by relevant stakeholders.
• Obtain formal closure approval from the project sponsor.
• Compile and hand over all project documentation to the client or relevant team.
• Reassign project team members to other projects or roles.
• Ensure all physical resources and materials are returned or appropriately disposed of.
• Document the lessons and incorporate them into the organization’s knowledge base.
• Review and update any organizational processes based on insights gained during the project.
• Ensure all vendor contracts are closed and final payments are made.
• Inform all stakeholders and team members that the project is formally closed.
• Share the final project report and key outcomes.
• Recognize and celebrate the efforts and achievements of the project team.

To make it even easier to use, you can simply download an Excel version of this very checklist and start tying loose ends in your projects now!

5 Steps to Close a Project

Step 0: Have a project management tool in place!

To get started, go to the "Add Apps" section in Microsoft Teams and download Teamflect, the top-rated all-in-one performance management solution designed specifically for Teams. As the highest-rated app in Microsoft Teams and offering free usage for up to 10 people, Teamflect is an excellent choice!

On your homepage, you'll find a comprehensive collection of all your existing data within the app. Teamflect facilitates the seamless integration of your organizational chart and related company information by automatically pulling data from Entra ID.

Inside Teamflect, you're able to reach your goals module at the front and center of the menu bar on the left-hand side. Additionally, you'll be able to reach your goals within our other modules, especially during meetings when you're presenting goals.

This feature is also available within Outlook since your meetings will be synced to your Outlook calendar!

Step 1: Ensure All Project Tasks Are Closed

The first step in making sure your project can come to a smooth close is to check on your tasks and ensure their completion. The easiest way to do so is to simply go to your tasks module and check over your plan!

Once you're sure they are all checked and completed, you're good to go for the next steps.

Step 2: Go Over Project Goals

After you've made sure that the tasks are completed, the next thing to do is where you are with the project's goals by the end of your timeline. So, simply head over to your goals module where you can;

• Ensure everyone is on the same page by aligning Goals / OKRs.
• Incorporate goal setting and tracking into 1:1 or team meetings.
• Establish goals that cascade from the top level down to individual contributors.
• Have a well-rounded view of your overall progression and make insightful comments on the success of your project.

While the goals module gives you a good peripheral, you may also choose to look into certain objectives in detail. In which case, you can simply click on your goal of choice and view what the details were such as its definition, progression updates, comments, and other goals or tasks it is related to if that was the case.

Step 3: Conduct a Project Postmortem Meeting

Once you're in your meeting, you can access Teamflect again by adding it to your meetings menu. Then, by selecting "show goals," you can view your employee's goals while you discuss.

Finally, as you have a view of the goals on the right-hand side during your 1-on-1, you may also present goals and other related components of your team's performance during your meeting. This interactive, clickable, and dynamic interface will allow you to collaborate and make inferences about your project's success with your workforce like no other.

Not only does it allow for enhanced collaboration, but it makes it easier for you to engage your employees, set and track objectives, and tasks, and strategize for the future, focusing better on how you can improve your project management operations as a whole.

Step 4: Project Closure Feedback

A crucial step in project closure is the lessons learned after the entire process, which includes providing the necessary feedback to your workforce. Evaluate their performance through the feedback templates you can find inside Teamflect and highlight areas for improvement to encourage continuous growth!

Step 5: Project-Based Reviews

Finally, as you're wrapping up your project closure phase, bring all of that data of tasks, goals, and feedback together in your performance review to entirely complete the cycle.  Luckily, Teamflect provides just the right view for that!

Inside your performance review, not only can you conduct your evaluation but you can also see all the related tasks, goals, and previous reviews a person has had and can easily make data-based decisions in your review. This will allow you to make better-informed decisions moving forward with new projects in the future, as well as offer a chance for professional growth to your employees.

Bonus Step: Celebrate High Performers

Last but not least, don't forget to celebrate your high performers for their good work! By offering professional praise, you'll encourage your workforce to strive higher and show them that their contributions are noticed and valued. Remember, no employee would want to be in a team where they don't feel recognized.

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Frequently Asked Questions

What are the key steps in the project closure process?

The key steps in the project closure process involve finalizing all deliverables to meet required standards, conducting a final review with stakeholders to evaluate overall performance, and obtaining formal sign-off for project acceptance. It includes handing over all relevant documentation, releasing project resources, and documenting lessons learned for future projects. Additionally, it's crucial to close contracts and reconcile the project budget, communicate the project's official closure to all stakeholders, and celebrate the project's success with the team.

What is a project post-mortem meeting?

A project post-mortem meeting is a review session held after the completion of a project to analyze its successes and failures. The goal is to identify what went well, and what could have been improved, and to document lessons learned. This meeting helps to improve future projects by capturing valuable insights and experiences from the current project.

How do you handle incomplete or failed projects during closure?

Document the reasons for the incompletion or failure, evaluate what can be salvaged or learned, and gather feedback from the team and stakeholders. Ensure all work done is properly archived, close out any remaining contracts and financials, and formally communicate the project's status and lessons learned to all stakeholders.

What are some common challenges during project closure?

Some common challenges during project closure are incomplete deliverables, unresolved issues, lack of stakeholder sign-off, miscommunication, and difficulty in reallocating resources. Additionally, capturing and documenting lessons learned and managing the final financial reconciliation can also be challenging.