{"id":4367,"date":"2023-04-10T11:57:53","date_gmt":"2023-04-10T11:57:53","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4367"},"modified":"2025-01-14T09:58:04","modified_gmt":"2025-01-14T09:58:04","slug":"project-closure","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure","title":{"rendered":"Project closure: 8 steps to seamless closure in project management"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Project closure often gets overshadowed by <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\"><span style=\"font-weight: 400;\">the execution phase<\/span><\/a><span style=\"font-weight: 400;\">, and to be fair, there can be some confusion and overlap between the two. But this is <\/span><i><span style=\"font-weight: 400;\">exactly<\/span><\/i><span style=\"font-weight: 400;\"> why the project closure phase exists: to make sure that there\u2019s a clear finish line, that projects are fully signed, sealed, and delivered as agreed on.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Project closure in project management brings peace of mind. It prevents perpetual finishing touches, gold plating, and scope creep. It means everyone involved can get, well\u2014closure.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, let\u2019s look at how to seamlessly close your project, creating a positive experience for your clients and team.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#What-is-project-closure-in-project-management\" >What is project closure in project management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#5-types-of-project-closure\" >5 types of project closure<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#The-importance-of-project-closure\" >The importance of project closure<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#Project-closure-phases-technical-learning-and-people\" >Project closure phases: technical, learning, and people<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#Project-closure-process-8-key-steps-to-successfully-close-your-project\" >Project closure process: 8 key steps to successfully close your project<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#What-is-the-primary-focus-area-during-the-project-closure-phase\" >What is the primary focus area during the project closure phase?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#Project-closure-documents-and-deliverables\" >Project closure documents and deliverables\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-closure\/#Getting-project-closure-right\" >Getting (project) closure right<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-project-closure-in-project-management\"><\/span><span style=\"font-weight: 400;\">What is project closure in project management?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Project closure is the final stage in the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-life-cycle\"><span style=\"font-weight: 400;\">project management life cycle<\/span><\/a><span style=\"font-weight: 400;\">. The main aim is to close the project by wrapping-up loose ends, completing admin tasks, and handing over deliverables. To initiate the closure stage of the project life cycle, check project deliverables against the original project plan.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you\u2019re confident project goals have been met:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Focus on getting stakeholders to formally agree to the closure stage<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Let your internal team and external vendors know that the project\u2019s reaching completion or is complete\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Remember critical tasks like sending your project report, ending contracts, and paying invoices<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"5-types-of-project-closure\"><\/span><span style=\"font-weight: 400;\">5 types of project closure<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There are five types of project closure in project management: normal, premature, perpetual, change in priorities, and failed. Let\u2019s take a closer look at what they are, and how they impact project closure.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Normal<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Normal means everything went to plan. You\u2019ve completed the project on time and on budget with only a few hiccups along the way<\/span><span style=\"font-weight: 400;\">. It\u2019s the ultimate project management win and (thankfully) <\/span><span style=\"font-weight: 400;\">the most common type of project closure.\u00a0<\/span><\/p>\n<p><b>Normal project closure example:<\/b><span style=\"font-weight: 400;\"> You worked on a developmental project, and the end goal was to help a client launch a new app. You and the project team successfully launched your client\u2019s new app.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Premature<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Premature project closure occurs when a stakeholder cancels all or parts of a project early. Sadly sudden closure happens<\/span><span style=\"font-weight: 400;\">. But <\/span><span style=\"font-weight: 400;\">in most cases, it\u2019s not because of anything your or your team did. It could happen because of a shift in business priorities or a budget cut.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Perpetual<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Ah, the perpetual project<\/span><span style=\"font-weight: 400;\">\u2014a project management scenario of nightmares.<\/span><span style=\"font-weight: 400;\"> A perpetual project is one that just never ends. There\u2019s no precise finish date or idea of successful closure. With no end in sight, stakeholders request constant add-ons, testing, fixes, and extensions outside the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\"><span style=\"font-weight: 400;\">project scope<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These nightmare scenarios happen when clear outcomes and closure objectives aren\u2019t formally agreed to or set. Dr. Al Zeitoun said, \u201cYou have to have a joint view of what project success looks like.\u201d The Senior Director of Strategy at Siemens recommends defining the project goals and creating a shared vision of success \u201cearly.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Learn more about <\/span><span style=\"font-weight: 400;\">Dr. Al Zeitoun\u2019s<\/span><span style=\"font-weight: 400;\"> experience from a career-changing meeting in our latest eBook, Confessions of a Project Manager\u2014<\/span><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/\"><span style=\"font-weight: 400;\">Download your free copy today<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n<p><b>Pro tip:<\/b><span style=\"font-weight: 400;\"> Avoid perpetual project add-ons by embedding closure objectives within the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-initiation\"><span style=\"font-weight: 400;\">project initiation<\/span><\/a><span style=\"font-weight: 400;\"> and planning stages of the project life cycle. You\u2019ll also want to define the project scope. Then, if something\u2019s outside of the agreed scope, you can suggest a new project.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Change in priorities<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As with perpetual closure, a change in priorities sometimes can\u2019t be helped. It\u2019s not a result of anything anyone has done, and it\u2019s not personal<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">the project\u2019s not a high priority anymore. Not all\u2019s lost, though. The project could resume later, or the stakeholder may ask you to manage a new project.<\/span><\/p>\n<p><b>Change in priorities project closure example: <\/b><span style=\"font-weight: 400;\">The broader financial landscape is turbulent, or your stakeholder\u2019s industry is volatile. Perilous economic times often force businesses to shift resources to cost-saving efforts.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Failed\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Failed project closure means the project didn\u2019t achieve its aim. In this case, a client will typically close out the project immediately. But here\u2019s the thing, sometimes, project failure is outside your control (or your team\u2019s control). Most projects come with many moving parts, people, goals, and sometimes<\/span><span style=\"font-weight: 400;\"> limited resources.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To protect your well-being, try to stay positive but pragmatic. This is<\/span><span style=\"font-weight: 400;\"> a learning experience, so dust yourself off and apply your new knowledge to the next project. To protect your team\u2019s well-being<\/span><span style=\"font-weight: 400;\">, <\/span><span style=\"font-weight: 400;\">clearly communicate the reasons for project closure <\/span><i><span style=\"font-weight: 400;\">without<\/span><\/i><span style=\"font-weight: 400;\"> playing the blame game.<\/span><\/p>\n<p><b>Pro tip: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\"><span style=\"font-weight: 400;\">Effective workload planning<\/span><\/a><span style=\"font-weight: 400;\"> can help protect your team\u2019s well-being throughout a project and ensure success.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"The-importance-of-project-closure\"><\/span><span style=\"font-weight: 400;\">The importance of project closure<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We can\u2019t understate the importance of project closure in project management. Get this stage right, and you\u2019ll protect your project from perpetual or failed closure.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s examine three more added benefits of project closure.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Wrapping up the project\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Perhaps the most crucial upside of the project management closing phase is tying up loose ends. For a start, it\u2019s the ideal opportunity to let stakeholders know the work is over.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plus, you can ask all parties to formally agree that you met objectives and ensure everyone\u2019s happy with the outcomes. You can also hand over deliverables and wrap up with a project management closure report.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Don\u2019t forget the finer details<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">test the project closure deliverables, review your project strategy, and communicate results to your client and team.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Understanding the next steps<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The closure stage of a project helps you set a precise end date, avoiding disaster scenarios like a perpetual project. It also empowers you to review what\u2019s happened and what needs to happen to agree on your next steps. The next steps could be reviewing any tasks you or your team need to finish to close the project successfully. You\u2019ll then need to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\"><span style=\"font-weight: 400;\">allocate resources<\/span><\/a><span style=\"font-weight: 400;\"> and track task completion.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another next step could be handing the project over to another department (internal or external) for the next stage. A handover might happen when the final deliverables need specific support and resources outside the existing scope.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Sharing team learning\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A project evaluation meeting isn\u2019t mandatory, but we highly recommend running one with your team. The purpose of a project evaluation is to share project closure best practices. It\u2019s an opportunity to review deliverables against project goals, learn from mistakes, and repeat any successes on future projects.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sharing learning as a collective means you can avoid repeating mistakes and instead focus on repeating project wins. It\u2019s also a valuable opportunity to review the project budget against what you actually spent. (You might be able to replicate some cost-saving activities.)\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We recommend using a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/best-resource-management-tools\"><span style=\"font-weight: 400;\">resource management tool<\/span><\/a><span style=\"font-weight: 400;\"> to report on resource utilization. That way, you can recap where your team spent their time throughout the project. You can then identify bottlenecks caused by resource allocation. That could include a team member being overworked while someone with a similar specialism was underutilized.\u00a0\u00a0<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Share your evaluation meeting findings with stakeholders. It\u2019s a fantastic way to add value and follow up with clients once the project\u2019s finished. It could even put you and your team top of mind for the next big project.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Project-closure-phases-technical-learning-and-people\"><\/span><span style=\"font-weight: 400;\">Project closure phases: technical, learning, and people<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The three key project closure phases are <\/span><b>technical<\/b><span style=\"font-weight: 400;\">, <\/span><b>learning<\/b><span style=\"font-weight: 400;\">, and <\/span><b>people<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The <\/span><b>technical phase<\/b><span style=\"font-weight: 400;\"> helps you tie up loose ends and complete administrative tasks. It provides a definite sense of completion to your project.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">In the <\/span><b>learning phase<\/b><span style=\"font-weight: 400;\">, you and your team examine what worked well and what didn\u2019t. (Whether your project ran without a hitch or you jumped more hurdles than Lolo Jones, there\u2019s always learning to share.)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The <\/span><b>people phase<\/b><span style=\"font-weight: 400;\"> is a chance to celebrate your team\u2019s achievements and provide emotional closure. Tell your team about their impact on the project, reiterate their work was meaningful, and thank them for their efforts. Doing so cultivates a positive, supportive environment that <\/span><span style=\"font-weight: 400;\">improves team performance<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Project closure activities: technical, learning, and people<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Here are a few project closure phase activities in the context of the technical, learning, and people phases.<\/span><\/p>\n<div id=\"footable_parent_4374\"\n         class=\" footable_parent ninja_table_wrapper loading_ninja_table wp_table_data_press_parent semantic_ui \">\n                <table data-ninja_table_instance=\"ninja_table_instance_0\" data-footable_id=\"4374\" data-filter-delay=\"1000\" aria-label=\"Project closure activities\"            id=\"footable_4374\"\n           data-unique_identifier=\"ninja_table_unique_id_2206130052_4374\"\n           class=\" foo-table ninja_footable foo_table_4374 ninja_table_unique_id_2206130052_4374 ui table  nt_type_ajax_table selectable celled striped vertical_centered  footable-paging-right ninja_table_search_disabled ninja_table_pro\">\n                <colgroup>\n                            <col class=\"ninja_column_0 \">\n                            <col class=\"ninja_column_1 \">\n                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Project-closure-process-8-key-steps-to-successfully-close-your-project\"><\/span><span style=\"font-weight: 400;\">Project closure process: 8 key steps to successfully close your project<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When it comes to project closure, the devil\u2019s in the detail. Plus, all your actions should feed into the goal of closing the project with minimal friction and within scope. Here are eight key project closure steps to help you successfully finish your project<\/span><span style=\"font-weight: 400;\">\u2014<\/span><i><span style=\"font-weight: 400;\">for good<\/span><\/i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p>To make things easier for you, we&#8217;ve put together a project closure checklist to keep track of all the activities.<\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure-checklist\" target=\"_blank\" rel=\"noopener\">Download your free template here<\/a><\/p>\n<h3><span style=\"font-weight: 400;\">1. Review the project plan to tie up loose ends\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Step one in your closing project phase is gathering crucial information and forming a clear action plan. You don\u2019t want to scramble at the last minute<\/span> <span style=\"font-weight: 400;\">because you forgot a task or key information. That looks unprofessional to stakeholders and is a fast track to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\"><span style=\"font-weight: 400;\">team burnout<\/span><\/a><span style=\"font-weight: 400;\">. It also adds a bucketload of avoidable stress to your project management plate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s a list of project closure example tasks to help you tie up loose ends and gain peace of mind:\u00a0<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Revisit your project plan <\/b><span style=\"font-weight: 400;\">to double-check that you and your team have successfully met project goals<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Map out a wrap-up plan,<\/b><span style=\"font-weight: 400;\"> including scheduling meetings, setting aside time to tackle admin, and updating stakeholders<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Review outstanding tasks<\/b><span style=\"font-weight: 400;\"> that you or your team must complete before the project can officially close<\/span><span style=\"font-weight: 400;\">. Your outstanding tasks could include agreeing on project completion with stakeholders or paying contractors for their work. A team member\u2019s outstanding task could be running tests or making minor fixes to ensure the end product\u2019s running smoothly.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Check if outstanding tasks <\/b><span style=\"font-weight: 400;\">are inside or outside the agreed project scope<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>If tasks are inside the project scope, <\/b><span style=\"font-weight: 400;\">use a <\/span><a href=\"https:\/\/resourceguruapp.com\/\"><span style=\"font-weight: 400;\">resource scheduler<\/span><\/a><span style=\"font-weight: 400;\"> to assign the tasks to the right team member\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>If tasks are outside the project scope, <\/b><span style=\"font-weight: 400;\">make a note. Consider pitching as a new project if appropriate, or include these tasks in the handover notes of your final report.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Let your team know<\/b><span style=\"font-weight: 400;\"> if you need them to attend any final meetings with yourself, the wider team, or stakeholders\u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Wrap-up admin tasks\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Remembering to finish your admin tasks is one of the key project closure steps in project management. Missing any details here could mean crucial gaps in paperwork or documentation, leading to disgruntled stakeholders.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s a list of project closure example tasks to wrap up admin tasks:\u00a0<\/span><b><\/b><\/p>\n<p><strong>Review and update project documentation, contracts, and assets<\/strong><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Check that you have all the documentation needed to close out the project and that it\u2019s all complete<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Ensure contracts are signed by relevant parties and update project-specific assets like your budget, processes, or schedule<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Review and update project deliverables as needed<\/span><\/li>\n<\/ul>\n<p><b>We recommend saving all the project documentation<\/b> <b>and assets in a logical order.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Double-check that project assets are available and the relevant people (internally and externally) can access them.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Let stakeholders know where you\u2019ve saved the relevant documentation<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Provide any access permissions to stakeholders as needed<\/span><\/li>\n<\/ul>\n<p><b>Close out external contracts and pay outstanding invoices.\u00a0<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Consider subcontractors, vendors, or suppliers.\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Finalize project finances<\/b> <b>to ensure you\u2019ve received your final payments from stakeholders.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Provide your finance team with the final budget\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Collate information for your final project report.\u00a0<\/b><\/p>\n<ul>\n<li aria-level=\"2\"><span style=\"font-weight: 400;\">Make sure any information relevant to your final report is readily available<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"2\"><span style=\"font-weight: 400;\">Remember to include budget estimates, actual spending, and any key achievements<\/span><\/li>\n<\/ul>\n<p><b>Transfer over deliverables to your stakeholders so they can review and formally sign off on the end product.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Refer back to the project plan to double-check that you have all the agreed deliverables<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">3. Close the loop with stakeholders<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Now you\u2019ve got your ducks in a row, it\u2019s time to close the loop with stakeholders. <\/span><b>Bottom line: <\/b><span style=\"font-weight: 400;\">if you don\u2019t make project closure official, you leave yourself open to endless client revisions. Here\u2019s how to avoid<\/span><span style=\"font-weight: 400;\"> the <\/span><i><span style=\"font-weight: 400;\">NeverEnding Story: Project Management Edition.\u00a0<\/span><\/i><b><\/b><\/p>\n<p><b>Book a meeting with your stakeholders.<\/b><\/p>\n<ul>\n<li aria-level=\"2\"><span style=\"font-weight: 400;\">Whether you pitch it as a formal wrap-up or a prequel to one, you need to get stakeholders in one place. Try a <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/meeting-room-booking-system\"><span style=\"font-weight: 400;\">meeting room booking system<\/span><\/a><span style=\"font-weight: 400;\"> to avoid double bookings and make the process as smooth as possible.\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Get all stakeholders to agree on project completion.<\/b><\/p>\n<ul>\n<li aria-level=\"2\"><span style=\"font-weight: 400;\">Ask clients to sign off on project deliverables formally and agree you met the project goals. Remember to get written documentation so it\u2019s clear in black and white that closing the project is okay.<\/span><\/li>\n<\/ul>\n<p><b>Other agenda items to consider.<\/b><\/p>\n<ul>\n<li aria-level=\"2\"><span style=\"font-weight: 400;\">How you plan to finish incomplete items inside the project scope, or recommended follow-ups for items outside the scope<\/span><\/li>\n<\/ul>\n<p><b>After the meeting, you\u2019ll need to send over your final report.<\/b><\/p>\n<ul>\n<li aria-level=\"2\"><span style=\"font-weight: 400;\">Consider sending a survey alongside your final report to gather client feedback. You can apply the feedback to future projects or use it within your broader marketing efforts.\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Consider getting written confirmation after the meeting formalizing the agreed project closure. You could ask for this confirmation when you send your final report via email.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Provide the next steps to your team<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve formally agreed on project closure with stakeholders, it\u2019s time to update your team. If you haven&#8217;t already, you can share the wrap-up plan and let them know of any final tasks.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can also discuss if and when you\u2019re holding a project evaluation meeting. Plus, you can send out any preset questions beforehand so they can prepare for the meeting. Examples of questions to send your team beforehand:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What went well?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Were there any key challenges?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What would you change in future projects?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do you think the client was happy with the results?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">At this stage, you can also officially release project resources, including team members, external contractors, or other partners. Remember to confirm the project\u2019s closing and release final payments.\u00a0<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Use a <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\"><span style=\"font-weight: 400;\">resource management tool <\/span><\/a><span style=\"font-weight: 400;\">to <\/span><a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2942109-archiving-resources\"><span style=\"font-weight: 400;\">archive resources<\/span><\/a><span style=\"font-weight: 400;\"> you no longer need. The archive function allows you to reactivate resources for future projects rather than recreating individual resources from scratch.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Hold a project evaluation meeting<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A project evaluation meeting is a fantastic way to share learning, discuss improvements and create emotional closure. Also, recognizing everyone\u2019s efforts will <\/span><a href=\"https:\/\/www.surveymonkey.com\/curiosity\/cnbc-workplace-happiness-index-july-2019\/\"><span style=\"font-weight: 400;\">boost workplace happiness<\/span><\/a><span style=\"font-weight: 400;\"> by showing the team that their \u201cwork is meaningful.\u201d\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To encourage open discussion, let everyone know there are no wrong answers or stupid questions. You value their on-the-ground perspectives and want to understand what worked and what didn\u2019t.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You might also reintroduce the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/free-project-plan-template-for-excel\"><span style=\"font-weight: 400;\">project plan<\/span><\/a><span style=\"font-weight: 400;\"> with the entire timeline. It\u2019s a great way to remind the team about significant milestones<\/span><span style=\"font-weight: 400;\">\u2014especially if you\u2019re closing out a long-term project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We recommend giving every team member the time to provide feedback during the meeting. And then leave space to thank your team at the end of the meeting. These are ways to show your team that you value them, and demonstrate how their contributions matter.\u00a0<\/span><\/p>\n<p><b>Pro tip:<\/b><span style=\"font-weight: 400;\"> You could share any important learnings discovered in the project evaluation meeting with your stakeholders so they can learn from the project too.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. Map out improvements for the future<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve analyzed the project and gleaned internal and external feedback, solidify all of this learning into an improvement roadmap. This will help you improve your future systems, processes, and deliverables.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When crafting your improvement roadmap, ask yourself these questions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Did you deliver the project on time?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Did you deliver the project on budget?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Did the project meet the client\u2019s needs?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What can you do better next time?\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Share a draft version with your team, and ask for their feedback.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">7. Index documentation\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve completed steps one through six, the project\u2019s as good as closed. But there\u2019s one final technical task to complete<\/span><span style=\"font-weight: 400;\">\u2014archiving documentation to refer to later.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Examples of documentation to archive include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contracts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project plan<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Scope<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Costs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Schedule<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The final report<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Roadmap for future improvements\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You might also consider archiving any meeting notes or formal documentation about project performance. Archiving this information means you can return to it for future projects. It also gives departments like HR and legal access to a paper trail relating to project decisions and actions.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">8. Celebrate a job well done<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Officially closing a project is a fantastic way to provide emotional closure for yourself and the team. But perhaps more importantly, it\u2019s a beautiful chance to revel in a well-done job. And this brings us to the final (and maybe the best) project closure process in project management<\/span><span style=\"font-weight: 400;\">\u2014the celebration stage.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You all worked hard as heck. Despite a few bumps in the road, your achievements contributed to a normal project closure.<\/span><span style=\"font-weight: 400;\"> Celebrate in a way that suits your team<\/span><span style=\"font-weight: 400;\">. Be that pizza Friday, a remote pop quiz through Zoom, an early finish, or a gift card.<\/span><\/p>\n<p>Want to close your projects with confidence? <a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure-checklist\" target=\"_blank\" rel=\"noopener\">Download your free project closure checklist<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-is-the-primary-focus-area-during-the-project-closure-phase\"><\/span><span style=\"font-weight: 400;\">What is the primary focus area during the project closure phase?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Your primary focus during the project closure phase should be confirming project closure with stakeholders. If you don\u2019t all come to a consensus here, clients might ask for amendments long after the project should\u2019ve finished. You\u2019ll also need to send stakeholders any deliverables and a final report.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You should also focus on tying loose ends and finalizing admin tasks. Assign final tasks, get contracts signed, collate documents, and ensure people can access deliverables. <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\"><span style=\"font-weight: 400;\">Releasing resources<\/span><\/a><span style=\"font-weight: 400;\">, ending vendor contracts, and paying outstanding invoices are also essential.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once the project is officially closed, archiving documentation for future use is an essential and sometimes forgotten step. Lastly, remember to cultivate emotional closure and celebrate with your team.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Project-closure-documents-and-deliverables\"><\/span><span style=\"font-weight: 400;\">Project closure documents and deliverables\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Internally, you\u2019ll want to create process documents and an improvement roadmap to aid future projects. On the stakeholder front, key project closure documents include your project plan, scope, and schedule. You\u2019ll also need to forward all project closure deliverables as agreed in your project plan.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Project closure report<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the most critical project closure deliverables is your final report. A final report updates your stakeholders on project success and signals the end of the work. Your final report might include:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">An overview of the project, including key achievements or learnings<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Any <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">resource utilization<\/span><\/a><span style=\"font-weight: 400;\"> insights of note\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Whether you met the main project goals<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project results compared with <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-forecasting-reports\"><span style=\"font-weight: 400;\">project forecasting reports<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A list of final tasks to complete alongside the current project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Handover instructions if a task\u2019s outside the agreed scope<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A questionnaire or survey requesting client feedback\u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Project closure emails (internal and external)\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To close out a project effectively, you\u2019ll need to send multiple project closure communication emails<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">both internally and externally.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Internal: <\/b><span style=\"font-weight: 400;\">You\u2019ll need to email your internal team to inform them of any final meetings listed in your wrap-up plan. Plus, you\u2019ll need to email them again to let them know the date of the project evaluation meeting. <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>External: <\/b>You must email vendors and subcontractors to close any contracts. Email your stakeholders to transfer deliverables and organize a final project meeting. You should send a follow-up email after the final meeting with the project closure report. (Take this opportunity to get a closure agreement in writing.)<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Getting-project-closure-right\"><\/span><b>Getting (project) closure right<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Closure is important in any context, let alone project management. If your project team and all key stakeholders have a mutual understanding, sense of accomplishment, and peace of mind once you\u2019ve closed out the project, you can consider it a success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The closure phase sure isn\u2019t easy, but if you follow the steps provided, you can make sure that everyone involved can move on to the next project without any lingering thoughts or feelings. After all, that\u2019s what closure is all about.<\/span><\/p>\n<h3>Related Resource Guru reads:<\/h3>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\">Project execution: A practical guide to mastering project implementation<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-build-a-project-management-team\">How to build a project management team: 5 best practices to follow<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-woes\">Workload woes\u2014A story by Elizabeth Harrin<\/a><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Project closure often gets overshadowed by the execution phase, and to be fair, there can be some confusion and overlap between the two. But this is exactly why the project closure phase exists: to make sure&hellip;<\/p>\n","protected":false},"author":30,"featured_media":4369,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[38],"tags":[],"class_list":["post-4367","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Project closure: Your 8-step closure process<\/title>\n<meta name=\"description\" content=\"Discover the key project closure steps to help you successfully finish your project\u2014for good.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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