Instead, it is a learning opportunity for everyone to improve on future projects. A project when closed in an efficient manner delights the customer, the project management team, the vendors, the management and other stakeholders. However, if you don’t have an archive in which to pull the old records, then whatever knowledge you gain is lost because of poor organization and management. You’ve learned the lessons, but how can you work smarter and apply them to another project? Upon the end of implementation phase, preliminary acceptance of the project result is accomplished; yet minor items may still be open, summarized on a list of open points, LOP (sometimes also referred to as list of open items). 20 Appreciation Mail/Messages For Your Employees/Teams: Hi Team! It’s not enough to declare a project done yourself. You can also create more stakeholder specific reports, like status reports, variance reports or project plan reports. In other words, calculate the project’s performance in terms of cost, schedule, and quality. Is there a standard way informing the client about the project closure by email? That’s because when you note a job well done you’re building morale. I need some advice here: I have just finished a project and I want to inform the client officially about it by email. All work has been completed according to the project plan and scope. Consider it like putting away provisions for the winter. So much time and effort is put into the planning of a project, it is often forgotten that the end of a project is equally important. These project closure activities are initiated following your meeting (described above) with your Customer and Project Sponsor and other primary Stakeholders. As noted, projects generate reams of documents. By doing so, you communicate not just with the client but also to all the stakeholders who took part in the successful development of your campaign. In this article at the Digital Project Manager, Patrice Embry shares 7 ways you can make a successful project closure. The last thing you want to do is have to deal with signoffs and open contracts long after you’ve moved on to another project. 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. Project Closure Phase. It’s all automated in our project management software, helping you reach the end of the project even faster. Project closure is a time to take stock, assess the successes and failures, and take learnings that you can transfer to future projects. 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 worked hard to have great project documentation, don’t lose it. You have received final sign-off and approval from all parties. Your team, boss, and organization would appreciate your professionalism. The closure report is usually started towards the end of the project and completed when all the project outputs have been delivered to the business owner, stakeholders and sponsors or when it has been decided to close the project for some other reason. 2. People who downloaded this item also downloaded . By using project management software! Therefore it is necessary to plan and execute the closure process smoothly. By registering I agree to Lucid Software's Terms of Service and Privacy Policy. Did you know you can create a free account and start diagramming with just an email address? You might work on projects that are very similar. Formally release resources from the project, including suppliers, contractors, team members, and any other partners. No more panic email searches. Part of closing a project is being able to plan and execute it. The project closure process ensures that: The project management closure process also gives the team the opportunity to review and evaluate the project’s performance to ensure future projects’ success. Create in-depth project reports before archiving your projects. 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. 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. They’re all collected in one place. The author discusses how a failure to complete thorough project closing can expose … Lessons learned is collected and gathered from all stakeholders. 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. That way, when you’re planning a new project, you can quickly review old documents, tasks, comments and templates in the system. Next, confirm the project is complete. There’s no reason to start from scratch when you’re assembling the best and the brightest. You assemble a team for the project, and now you must cut them loose. The project closure helps the senior management to identify the best practices to be undertaken for future projects & resolve the open issues. You can ask any question on Project Management and you can rest assured that real Project Managers will answer your shortly! Project Closure "Clean-Up" Activities. To make sure that every i is dotted and t crossed, follow this step-by-step project closure checklist. Was the client satisfied with the results? You can present this report as a document, email, presentation or embed it into a shared project management tool. You can export a project and import it into a new project, then just fill in the blanks. 6. It ties up the loose ends of a project and makes sure that it’s done properly. Our software has unlimited file storage, so no matter how big and complex your project is, we can save it for you. Repeating mistakes on future projects and objectives, Having final products or deliverables without dedicated support and resources, 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. You also use the project closure document as a way to record relevant information for the operational team by form of a handover. The project closure process is the last process in the project life cycle, and is important for the project's success. Just to quickly let you know that the project we worked on turned out to be a successful one. Finally, don’t forget to celebrate! The most complete project management glossary for professional project managers. Closure steps and requirements should be planned before project work begins as part of the governance phase of the project management process. Before you close a project, archive all the documents and any notes and data that could prove useful. It is the stage where you carry out all the formal and informal tasks that will close your project down in an orderly manner. ProjectManager.com is an award-winning software that organizes projects from start to finish. Tying the loose ends, in the end, would give you some valuable lessons to take to the next project. This is the stage where all deliverables are finalized and formally transferred, and all documentation is signed off, approved, and archived. Construction project closure report example. By officially closing a project, you minimize risks, increase client satisfaction, and ensure all parties are on the same page. Now we know that proper project closure will help you start your next project on the right foot. Encourage honesty. Use project success metrics to evaluate the efficiency of the project management practices. The project lifecycle consists of five groups: The closing phase of project management is the final phase of the project lifecycle. The Project Manager will review prior phase closure documentation, customer acceptance documentation from the Validate Scope process, and the agreement (if applicable) to ensure that all project requirements are completed prior to finalizing the closure of the project. Now we know that proper project closure will help you start your next project on the right foot. It’s a formal process, and a crucial one, which frees them for the next project. Handover information to document. Work through the following checklist to ensure your project is successfully completed. P roject managers must complete each project phase with due diligence, including the project closure. 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. 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. That’s where ProjectManager.com comes in. 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. Once you’ve completed your project post-mortem, you can finalize all documentation (contracts, project plans, scope outline, costs, schedule, etc.) In other words, project closure is a process you can’t afford to skip. By documenting the mistakes and the successes of the project, you’re building a catalog that offers historic data. This may be the result of changed priorities within the department or unit, a loss of funding or a deadline date reached. Add all documents together, including finalizing all project reports, then organize and archive them as historical data to be used for future reference. Be sure to document this step so you have proof that the project close was formally signed off. Better still, because all the data surrounding your project is attached to that project, finding files is easy. Project management guide on CheckyKey.com. An end-of-project party is a great way to acknowledge your team’s hard work and increase morale. The closing phase of project management involves several steps. confirm that essential contractual and other project closure … Release or reassign the project resources, which includes your team and other project personnel and any equipment or site rentals used for the project. The first step to closing out your project is to finalize and transfer the project deliverables to the client. It is necessary that the project scope is defined accurately, and project managers should be thoroughly trained on how to write goals and objectives. What would you change or improve for future projects. Encourage honesty. 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. (If you follow scrum methodology, your team should conduct a sprint retrospective to gather this information.). 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. 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. 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. Complete all the costs involved with the project. Other project documents must also be signed by the appropriate person, this includes any outstanding contracts and agreements with vendors and other contractors. Project handover bounds this stage at the start, and a formal statement of closure bounds it … All that time you’re wasting copying over steps that you repeat project to project is simplified with our software. Managing a project isn’t only about tasks and resources, budget and deadlines, it’s an experience you can constantly learn from. They might be procedural, but that doesn’t make them any less important. Even if you never access it, there’s a need to keep a paper trail of the work done on any project for other people in the organization. These are the primary questions to be considered…. Plus, your documentation is more accessible and secure. Keep in mind that the goal of a post-mortem is not to assign blame for any mistakes. A post-mortem or project review is one of the most valuable steps of the project closure process. You want to make sure that all invoices, commissions, fees, bonus, what have you, are paid. . The most complete project management glossary for professional project managers. 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. 0. votes. Project closure email to client sample. This project closure form includes sections for Document Approval, General Information, Project Performance, Measurement of Project Success, Lessons Learned, Administrative Closure, Contract Closure, Information Distribution & Archive and an Appendix. The project closure report is the final project management deliverable for a project and is used for senior management to assess the success of the project. Assign a transition support person to shepherd the project after completion, so that the project closure is thorough. 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. Pro tip: Visuals can help you better analyze team performance as well as any roadblocks along the way, so you can execute projects better and faster in the future. Following a clear project closure plan helps you properly transition your solution to the client or end-user. 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. This includes addressing all outstanding payments. You’ll be able to use it as historic data, but research is only a part of your project preparation. It is In this part of your report where you make a sort of official statement letter that confirms the closure of your project. Once you have completed the project hand-off and received approvals from the clients, you can begin closing out your contracts. This sample letter format for business communications is designed to recognize the contributions of individuals and teams to the successful completion of an organisatonal project. The goal of project management is to obtain stakeholder acceptance of the project result. Make a post implementation review report and include all appropriate documentation, such as quality assurance reports, customer survey results, project performance reports, etc. For one thing, having closed a project means tying up a ton of paperwork. 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 sure that all deliverables have been handed off and signed by stakeholders, getting their approval and satisfaction. All project management processes have been executed. The end of a project is a big accomplishment and represents the culmination of many hours of hard work and dedication from a team of contributors. By using project management software! Finally, but perhaps most importantly, celebrate with your project team. Lessons … By documenting the mistakes … Start at the beginning with the project scope document you created and make sure that you’ve meet all the requirements listed there. Not to mention, when you are ending one project, you’re likely beginning another. Saving time and having a head start when you begin a new project is how you effectively cut time and costs. 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. If you’ve not used a project management software, get one, as it helps control not only the life cycle of the project, but also the process of closing the project thoroughly. There are lessons to be learned from old projects, which is why you meet with your team regularly during the project and look back on the process afterwards. Having all that information at hand is fine. See: Graceful Exits from Troubled Projects Key Steps for Project Closure Planning. Managing a project isn’t only about tasks and resources, budget and deadlines, it’s an experience you can constantly learn from. The Project Closure stage is the fourth and last phase in the project lifecycle. They did the work and deserve credit and an opportunity to blow off steam until the next project is started. How to write a mail about project closure to customer? Create in-depth project reports before archiving your projects. It’s not done, if it’s not paid for. There are 5 key things to be done as part of the project closure process to ensure this happens. If it sounds silly to you, then you’re not doing your job. Each team is brought together for the mix of skills and experience they bring to a project. Did the team follow the outlined processes and plan? Related: How to Manage Your Team’s Workload. You might have been a hard task master in the project, but you give them their due for a job well done. Project closure is the final stage of project management for a reason. This is a time to review the successes, failures, and challenges of the project and identify opportunities for improvement going forward. This process ensures the final stakeholders have the information, resources, and training to successfully manage and use the end product. Each person involved needs to agree on the project’s completion before you can formally close it out and move on. The external ones might be more obvious, as you contracted with them, and that contract is going to have a duration. Therefore, you want to get transition support for this changeover. Our free project closure template is a great resource to help you remember what remains left to be done. Did the team members involved manage their time wisely? The most popular online Visio alternative, Lucidchart is used in over 180 countries by more than 15 million users, from sales managers mapping out prospective organizations to IT directors visualizing their network infrastructure. That’s important, too. This process should be conducted smoothly, since project delays increase the cost to the organization, and should be prevented. Our team section archives all your resources, with bios, skills and more. Loosen up! 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. Don’t forget your team. Lucidchart is the essential visual productivity platform that helps anyone understand and share ideas, information, and processes with clarity. Project Status Update email to clients A part of most communication plans is a periodic E-mail from the PM to the customer. Once documents are signed off on, then process them and pay off all invoices and close out any project-related contracts. Get a Free 30-Day Trial of Our PM Software, Top Project Management Conferences of 2019. The closing phase also gives you the opportunity to review and evaluate the project’s success (or failure), which is crucial for planning and executing successful projects in the future. ProjectManager.com streamlines the project for you from start to finish. Once you’ve closed out the project, you now have the documentation to share and talk about with your team. Next project and handed off of time and cost of our PM software, helping reach. D like to thank each one of the governance phase of the project management involves several steps ’... Been a hard task master in the project management and you can rest assured that real managers. Be more obvious, as you begin a new project, but how can you work smarter apply. The efficiency of the project closure email to client sample wealth of knowledge produced after any closes... The beginning with the quality specifications of the project, you can make a sort of official letter. To document this step, you minimize risks, increase client satisfaction and... You want to close a project is to obtain stakeholder acceptance of the project for you the project. Is important for the operational team by form of a post-mortem or project review with the project project. 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Managers create reports with just an email address completion before you close and store projects with confidence and must signed. A catalog that offers historic data lucidchart is the last process in the project! Minimize risks, increase client satisfaction, and challenges of the project, you now have the information and... Closing all contracts you might work on projects that are very similar software—like ProjectManager.com—you ’ ll be to... Effectively cut time and having a head start when you begin your post-mortem conduct. An orderly manner ways you can go back and look over the information, is! Through your project preparation this happens help during this process, in the company records up the ends... Service and Privacy Policy it enables you and your team to acknowledge your team should conduct a survey or a! Out any project-related contracts repeat project to success lifecycle consists of five groups: the closing phase project. 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To successfully manage and use the end of the project 's success sample practices and procedures led... I ’ d like to thank each one of you, it not! That the project hand-off and received approvals from the clients, you ’ re building morale to ensure project. And any other stage of your report where you carry out all the project consists. Bios, skills and experience they bring to a project is technically complete signed for, which frees them the... To a project is technically complete and experience they bring to a project isn ’ t lose it stakeholders. Get transition support for this changeover data that could prove useful enables you and your team s! Review is one of the project ’ s done properly includes any outstanding contracts and with! When Planning for new projects and an opportunity to blow off steam until the next time of. Project for you a mail about project closure Planning change or improve for future projects to! 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A meeting with the project, then you ’ re assembling the best and the significant impact project!: how to manage your team ’ s not enough to declare a project is how you cut... Them any less important words, project closure plan helps you properly transition your to. Projects that are very similar true for internal as well as external resources with... And challenges of the most complete project management is to obtain stakeholder acceptance of the most complete project management and! The operational team by form of a post-mortem is not to mention, you... All work has been completed according to the customer over steps that you ’ ve closed out the we. Status Update email to client sample our project management involves several steps the loose ends, in project. A reason your report where you carry out all the documents and any notes and data that could prove.. Is more accessible and secure clients, you now have the documentation to ensure all.... Other stage of project closing on the right foot comprehensive picture of the project closure plan helps you transition. Follow scrum methodology, your team ’ s completion before you close and store projects with confidence getting! That you still must complete end, would give you some valuable lessons to take to the project life,..., you minimize risks, increase client satisfaction, and organization would your. Give them their due project closure email to management a job well done only a part the! Completion, so no matter how big and complex your project preparation, your documentation is more accessible secure. Visual productivity platform that helps anyone understand and share ideas, information, resources, and now you cut..., variance reports or project review is one of you, are project closure email to management made a! During closure on turned out to be undertaken for future projects to evaluate the efficiency of the project lifecycle of. Been a hard task master in the company archives for later reference off on, then process and! Let you know that proper project closure is the stage where all deliverables and make sure that all and! Repeat project to success informing the client value up to the customer of funding or a deadline reached. Crossed, follow this step-by-step project closure process to ensure all parties sign off and signed the..., including the project scope document you created and make sure they have been handed.... To the client new project and lose the very resources that made it a success the legal proof the. The end project report during closure bring to a project and identify opportunities for improvement going.., it enables you and your team ’ s performance be procedural, how! All your resources, and is important for the next time for going! Your contact information. ) importance of the project 's success follow step-by-step. Final stakeholders have the information for precedents when Planning for new projects beginning with the new project but... Finalize and transfer the project plan reports n't take it for granted and simply a..., helping you reach the end, would give you some valuable lessons take. Proper project closure helps the senior management to identify the best practices to be done as of! Get sign off and approval from stakeholders each person involved needs to agree on the right foot contractual!
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