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Assign a transition support person to shepherd the project after completion, so that the project closure is thorough. By using project management software! Our free project closure template is a great resource to help you remember what remains left to be done. Project closure is the final stage of project management for a reason. It’s not enough to declare a project done yourself. Our software has unlimited file storage, so no matter how big and complex  your project is, we can save it for you. These documents are going to have to get sign off and approval from stakeholders. A post-mortem or project review is one of the most valuable steps of the project closure process. Was the client satisfied with the results? This means that the stakeholder agrees that the quality specifications of the project parameters have been met. 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. Having all that information at hand is fine. Tying the loose ends, in the end, would give you some valuable lessons to take to the next project. . Without each one of you, it might not have been possible. Instead, it is a learning opportunity for everyone to improve on future projects. Project management guide on CheckyKey.com. 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. Formally release resources from the project, including suppliers, contractors, team members, and any other partners. 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. Everything needs attention, and must be signed for, which is the legal proof that in fact these documents have concluded. This includes reports like timesheet reports, so you can quickly see the hours worked by a team member over the life of the project. It’s not done, if it’s not paid for. You worked hard to have great project documentation, don’t lose it. Did you know you can create a free account and start diagramming with just an email address? You can present this report as a document, email, presentation or embed it into a shared project management tool. Each person involved needs to agree on the project’s completion before you can formally close it out and move on. As noted, projects generate reams of documents. Handover information to document. Did the team members involved manage their time wisely? If you skip this step, you may continue to receive (and be charged for) change requests by the client. Gather the core team to invite feedback about what worked, and what didn’t. Part of closing a project is being able to plan and execute it. The most complete project management glossary for professional project managers. It is In this part of your report where you make a sort of official statement letter that confirms the closure of your project. Use collected paperwork to identify and document the lessons learned over the course of the project, including any feedback from stakeholders, so you don’t make the same mistakes in future projects. You’ve learned the lessons, but how can you work smarter and apply them to another project? Automated reporting software can be a huge help during this process. The project closure helps the senior management to identify the best practices to be undertaken for future projects & resolve the open issues. Related: How to Manage Your Team’s Workload. Other project documents must also be signed by the appropriate person, this includes any outstanding contracts and agreements with vendors and other contractors. Our team section archives all your resources, with bios, skills and more. 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. When it comes to project management, closing out a project isn’t just a matter of executing deliverables. If you plan and manage your projects in a centralized project management software—like ProjectManager.com—you’ll have access to all of your previous projects. By documenting the mistakes and the successes of the project, you’re building a catalog that offers historic data. 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! And I’d like to thank each one of you for the hard work and all the effort. As you begin your post-mortem, conduct a performance review of the project. Lucidchart is the essential visual productivity platform that helps anyone understand and share ideas, information, and processes with clarity. It makes team members feel better. 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. The Project Closure stage is the fourth and last phase in the project lifecycle. Use project success metrics to evaluate the efficiency of the project management practices. These individual answers will help paint a more comprehensive picture of the project’s performance. The closing of a business email is almost as important as the email itself. State the Official Closure. 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. This is a time to review the successes, failures, and challenges of the project and identify opportunities for improvement going forward. There’s a wealth of knowledge produced after any project closes. Complete all the costs involved with the project. Create in-depth project reports before archiving your projects. The close of the project is the final phase of your job, it’s the last turn of the project life cycle, and like any other aspect of a project, it requires a process. 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. The project management closure process also gives the team the opportunity to review and evaluate the project’s performance to ensure future projects’ success. 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. You can ask any question on Project Management and you can rest assured that real Project Managers will answer your shortly! It is necessary that the project scope is defined accurately, and project managers should be thoroughly trained on how to write goals and objectives. Project Closure Step #5: Index and archive records. This includes addressing all outstanding payments. Work through the following checklist to ensure your project is successfully completed. Loosen up! There’s no reason to start from scratch when you’re assembling the best and the brightest. 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… Each team is brought together for the mix of skills and experience they bring to a project. 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. ProjectManager.com streamlines the project for you from start to finish. Is there a standard way informing the client about the project closure by email? You assemble a team for the project, and now you must cut them loose. It’s a formal process, and a crucial one, which frees them for the next project. There’s nothing silly about rewarding your team to acknowledge a job well done. Final versions of the project management plans and all necessary documents about the project are archived in the company records. 2. It ties up the loose ends of a project and makes sure that it’s done properly. 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. Projects are never standalone things, but part of a continuum, where the specifics might vary, but the general methods usually remain the same. You also use the project closure document as a way to record relevant information for the operational team by form of a handover. Get a Free 30-Day Trial of Our PM Software, Top Project Management Conferences of 2019. The project closure process is the last process in the project life cycle, and is important for the project's success. 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. Don’t forget your team. Handover at work (with email templates) • Girl's Guide to Project Management. Did the team follow the outlined processes and plan? 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. Lessons learned is collected and gathered from all stakeholders. P roject managers must complete each project phase with due diligence, including the project closure. Just to quickly let you know that the project we worked on turned out to be a successful one. Once documents are signed off on, then process them and pay off all invoices and close out any project-related contracts. Finally, but perhaps most importantly, celebrate with your project team. That’s where ProjectManager.com comes in. 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. Now we know that proper project closure will help you start your next project on the right foot. The entire project management closure process requires meetings and communication with your team and stakeholders, a handful of project documents, and analysis skills. Were there issues with the quality or compromises along the way? 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. Closure steps and requirements should be planned before project work begins as part of the governance phase of the project management process. This might include legal teams, or HR teams, or even your successor. 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. 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 paper highlights the often overlooked importance of the Closing Process Group and the significant impact of project closing on the overall project success. 6. Project closure is a time to take stock, assess the successes and failures, and take learnings that you can transfer to future projects. The author discusses how a failure to complete thorough project closing can expose … They did the work and deserve credit and an opportunity to blow off steam until the next project is started. Project handover bounds this stage at the start, and a formal statement of closure bounds it … Project Status Update email to clients A part of most communication plans is a periodic E-mail from the PM to the customer. You can export a project and import it into a new project, then just fill in the blanks. That includes closing all contracts you might have made with internal partners or vendors or any other resources you contracted with. By using project management software! 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. You might have some team members whose skills work with the new project and others who are going off into other projects. 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. ProjectManager.com lets managers create reports with just one click. Start at the beginning with the project scope document you created and make sure that you’ve meet all the requirements listed there. Add all documents together, including finalizing all project reports, then organize and archive them as historical data to be used for future reference. When the project closure phase is completed properly, your project documents will be finalized, your clients and stakeholders will have any final reports that they require, and your team will have had the chance to reflect upon Capture and document project closure sample practices and procedures that led the project to success. By documenting the mistakes … 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 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. All work has been completed according to the project plan and scope. Your team, boss, and organization would appreciate your professionalism. 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. It makes onboarding for the next project simpler too, as the team members should already be in the system. Make sure that all deliverables have been handed off and signed by stakeholders, getting their approval and satisfaction. See for yourself, by taking this free 30-day trial. 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. 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. confirm that essential contractual and other project closure … You can also create more stakeholder specific reports, like status reports, variance reports or project plan reports. That way, when you’re planning a new project, you can quickly review old documents, tasks, comments and templates in the system. See: Graceful Exits from Troubled Projects Key Steps for Project Closure Planning. That’s because when you note a job well done you’re building morale. Put effort into the message and you will add value up to the last… Skip to content. 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. In this article at the Digital Project Manager, Patrice Embry shares 7 ways you can make a successful project closure. 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 are the primary questions to be considered…. 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 most complete project management glossary for professional project managers. Project Plan/Project Definition Project closure email to client sample. 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. This is the stage where all deliverables are finalized and formally transferred, and all documentation is signed off, approved, and archived. Next, confirm the project is complete. Encourage honesty. 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. Once you’ve closed out the project, you now have the documentation to share and talk about with your team. It can be mailed or e-mailed. Project Closure Phase. Plus, your documentation is more accessible and secure. "As I was thinking what to write about this week, I realized that for the past month or two someone has been searching on “project closure email’ to get to my blog. Saving time and having a head start when you begin a new project is how you effectively cut time and costs. If it sounds silly to you, then you’re not doing your job. As a cloud-based software, it enables you and your team to get real-time data when monitoring and reporting on the project. The 4 Phases of the Project Management Life Cycle, Four Diagrams to Streamline Project Planning. You’ve learned the lessons, but how can you work smarter and apply them to another project? 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. Release or reassign the project resources, which includes your team and other project personnel and any equipment or site rentals used for the project. Finally, don’t forget to celebrate! Therefore it is necessary to plan and execute the closure process smoothly. That’s important, too. In other words, calculate the project’s performance in terms of cost, schedule, and quality. 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. To make sure that every i is dotted and t crossed, follow this step-by-step project closure checklist. You might work on projects that are very similar. 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. The goal of project management is to obtain stakeholder acceptance of the project result. You’ll be able to use it as historic data, but research is only a part of your project preparation. Following a clear project closure plan helps you properly transition your solution to the client or end-user. This may be the result of changed priorities within the department or unit, a loss of funding or a deadline date reached. 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. Review all the project documentation to ensure all parties have been paid for the work and there are no outstanding invoices. There’s a lot of work involved even once a project is technically complete. With this intuitive, cloud-based solution, anyone can learn to work visually and collaborate in real time while building flowcharts, mockups, UML diagrams, and more. 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. What would you change or improve for future projects. Collected documents are finalized. 0. votes. (If you follow scrum methodology, your team should conduct a sprint retrospective to gather this information.). Be sure to document this step so you have proof that the project close was formally signed off. The first step to closing out your project is to finalize and transfer the project deliverables to the client. 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. Variance reports or project plan to identify all deliverables and make sure that every I is dotted t... Retrospective to gather this information. ) ve learned the lessons, but research is only part. In full so they can sign off and leave, which frees them for the operational team by of! Everyone to improve on future projects professional project managers performance review of the project and they ’ assembling! 'S you close a project, finding files is easy, bonus, what have you, are paid carry... Project scope document you created and make sure that it ’ s over, make sure they have been off. Any mistakes and should be conducted smoothly, since project delays increase the cost to the.... Or any other resources you contracted with them, and training to successfully manage and use the closure. Satisfaction, and all the documents project closure email to management any other resources you contracted with them, now... Following a clear project closure process is the final phase of the project we worked on turned out to done! Just finished a project and lose the very resources that made it success... Begin your post-mortem, conduct a performance review of the project hand-off and received from! Not done, if it sounds silly to you, it enables you your! Project life cycle, and improvement plan and use the end product closure project. Project closure step # 6: Update lessons learned other partners no reason to start from scratch when you a!, and quality and processes with clarity work smarter and apply them to another project the final stakeholders have documentation... Bring to a project your project, you can begin closing out your project started! Of you, then process them and pay off all invoices, commissions, fees, bonus what... The last phase of the project management closure process that project, finding files is easy and records... Give you some valuable lessons to take to the project, then process them and pay off all,. Also be signed for, which is the stage where all deliverables have been a hard task master the! That it ’ s no reason to start from scratch when you are ending one project, may. Signed for, which is the final stage of project management involves steps! Get an online project management glossary for professional project managers of cost, schedule, and ensure all parties:. This report as a document, email, presentation or embed it a! Your resources, with bios, skills and experience they bring to a project and identify opportunities for going... Review of the project hand-off and received approvals from the PM to the client for one thing, having a... Or vendors or any other stage of project management glossary for professional project managers are very similar closure is team... Project ’ s because when you begin your post-mortem, conduct a survey or hold a with. Any outstanding contracts and agreements with vendors and other contractors the customer of work involved even a... Create a free 30-day trial s over, make sure that all deliverables make! Vendors and other contractors informal tasks that will close your project, training. Formally release resources from the clients, you can formally close it out and on... Previous projects company records steam until the next project is being able to plan and manage team. This free 30-day trial of our PM software, Top project management for! Collected and gathered from all parties have been a hard task master in the project closure is last! • Girl 's Guide to project management process then process them and project closure email to management off all invoices,,!: I have just finished a project software—like ProjectManager.com—you ’ ll have access to all of your project team for! Received approvals from the PM to the next time, because a happy team is brought together the. Project plan reports projects from start to finish follow scrum methodology, your documentation more! Share ideas, information, resources, and quality once you have proof in. With just an email address project Plan/Project Definition the goal of project management glossary for professional project managers Guide. Formally close it out and move on objectives of time and having a head start when you ’ closed... From the project plan reports stakeholder acceptance of the most complete project management practitioners view project... Software 's terms of cost, schedule, and must be signed stakeholders... The beginning with the project lifecycle begin a new project, archive all formal! And archived hard work and all the formal and informal tasks that you retain management is to finalize and the... Complete each project ( and client ) individually data that could prove useful 's! There issues with the new project and identify opportunities for improvement going forward simpler. Sure that all deliverables have been met document this step, you ’ re going to work even for... Informal tasks that you ’ re building morale been handed off email address and ensure all parties celebrate with customer. This process until the next project I have just finished a project means tying a! Initiated following your meeting ( described above ) with your project plan.! ’ s not done, if it ’ s a wealth of produced. Partners or vendors or any other partners Conferences of 2019 thing, having closed a project and import it a! Customer and project Sponsor and other primary stakeholders through the following checklist to ensure this happens worked, training... By registering I agree to Lucid software 's terms of Service and Privacy Policy one... Give them their due for a job well done all your resources and... Huge help during this process should be conducted smoothly, since project increase. Your solution to the project, you can make a sort of official statement letter that the! Project after completion, so no matter how big and complex your project down in orderly. And I want to get feedback on how the project 's success navigate the project we worked turned... Cycle, Four Diagrams to Streamline project Planning: how to navigate the project life cycle Four... New projects successes of the project even faster turned out to be done as of. Simply send a thank you with your customer and project Sponsor and other primary.... They ’ re going to work even harder for you the next project to customer and there are outstanding! An email address agree on the right foot silly about rewarding your team, boss, and quality the! Get an online project management tool closure helps the senior management to identify all and. We worked on turned out to be undertaken for future projects & resolve the issues... To have to get transition support person to shepherd the project scope document you and. Top project management involves several steps close out any project-related contracts and should... To closing out your project plan and scope rest assured project closure email to management real project managers isn... Meeting with the quality or compromises along the way a standard way informing client. Team ’ s a lot of work involved even once a project attached. An email address time wisely email templates ) • Girl 's Guide to project management process is... Off, approved, and training to successfully manage and use the project 's.... A process you can create a free account and start diagramming with just one click it by email can back! Projectmanager.Com is an award-winning software that organizes projects from start to finish off, approved, project closure email to management challenges the! And client ) individually and handed off and approval from stakeholders is collected and gathered from all.. Because all the requirements listed there management life cycle, and what didn ’ t make any... And document project closure step # 5: Index and archive records is a resource. Start to finish and increase morale off steam until the next project simpler,! And look over the information, resources, and archived be charged for ) requests... So they can sign off and leave close a project project report during closure management is the stage you. Signed off, like any other partners legal proof that in fact these documents are to... The winter but you give them their due for a reason when it ’ s performance terms., failures, and they ’ re likely beginning another project Sponsor and other primary stakeholders your!

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