Executing a project from inception to completion requires planning, effort, finances, and time. While the project initiation stage is essential, project handlers do not pay keen attention to project closure.
However, lots of work is required even when project managers are about to close a project. It is pertinent to know that these steps may be procedural but are still a must to carry out. Beyond signing off all projects-relating documents for closure, here are the tips to help close project actions.
Project managers should not be in a hurry to close their projects. The first thing to do is tidy up their project schedule. They must see that everything accomplished has been marked as “completed.” If they are yet to complete a task, which is inevitable, it is worth considering such a task in the closure documentation.
This will help the project execution team to start with it in the future. If there is a project at hand with a timeline, it can be an unrealistic assumption that the last project task will get the best attention before closing the project. Further review of the last task may make a completed project look uncompleted.
Closing off project risk too early may mean creating additional tasks for the operational team to execute. Some project risks may need further review from the operational team. However, project managers may close off risks that are due for closing on the log.
Project managers and their team must come together to discuss after completing the project. Highlight and discuss things that went as planned and those that didn’t work out. An in-depth review of the project post-implementation wouldn’t feel like work overload; it only helps determine improvement areas in the next project.
A closer look at digital files is an integral part of project closure. Project managers must be attentive to file names and ensure they have the correct details under each one. Others may want to review them later, primarily if they handle their projects. As such, teams can use the information in these files to make organizational knowledge understandable for whoever needs it later.
After project completion, it is worth dedicating some time to celebrate the wins. This may seem not necessary, but it is a way to motivate managers and their teams for the next task ahead. Even if they cannot fulfill promises in their outline and have closed the project earlier, they should celebrate their achievements.
Celebration with teams for adhering to outlined steps and appreciating everyone’s efforts, time, and contributions can mentally prepare them for projects once they feel accomplished about this. It doesn’t matter if the project undergoes a premature closure.
- Project Management Software: A digital software tool can significantly help optimize the last stage of project closure. This helps in creating a simple view of several documents one after the other. It can also help in developing status reports and important data quantification.
- Seek More Support: Appointing an individual specializing in the deliverable transfer process can improve one’s inputs to the final stage of the project, ensuring managers meet all project demands.
- Team Members Survey: Developing a team member survey is a great tip for project closure. It helps in getting extra data based on feedback. Project managers can create a survey before or after a post-mortem meeting. It can be an intriguing experience for their team to share anonymous views about how far they have gone.
Project managers must understand that project closure is as crucial as the inception. It reveals areas that need special attention for subsequent engagements. Finally, teams enjoy the right motivation they need in handling and executing projects.