Closing Out Projects

April 23, 2010 | by Tanya Zimmerli | Posted in Project Management

Recently, Balance has completed several major projects. With the experience of closing out a project fresh in my mind, I thought I would share some thoughts on the final phase of a project with our readers.

The Project Management Institute maintains a "bible" of best practices of project management called the Project Management Book of Knowledge (PMBOK). According to the PMBOK, there are four distinct phases for a project of any size in any context:

1. Initiation
2. Planning
3. Execution
4. Close-out

The Close-out phase is intended to provide the stakeholders with a comprehensive summary of the just completed project. Additionally, it provides a framework for continued process improvement within an organization.

At Balance this final phase includes several tasks:

Delivery of the post-launch packet – ensures that the client has all resources necessary to successfully maintain and manage their new site.

Final close-out and maintenance in our PM system – enables Balance to create accurate reports of what happened during a project that can be used as feedback for future engagements. Also creates an archive of project deliverables and communication that can be used for future projects.

Document the project in a case study – captures a summary of the project that can be shared with potential clients in similar industries or with similar challenges.

Client satisfaction survey – provides an opportunity for clients to suggest improvements, indicate particularly successful processes/deliverables, as well as air any grievances that may need to be addressed.

Post-mortem project review – gives internal project participants an opportunity to discuss the project constructively. Review meetings are particularly focused on identifying lessons learned that can be applied to future projects and continuing process improvement.

Follow-on projects – identifies tasks or features that have been deferred or other follow-on work and prepares for initiation of those projects as new efforts.

By consistently and completely closing projects, Balance ensures that we are always improving and meeting our commitment to provide quality products and services to our clients.