All projects will eventually end since they are given a timeline to complete them. But before anyone could wrap up the whole thing and go home and celebrate, they need to do a project closure to formally end the project properly. This is the last phase of the project where everyone involves in the project passes their overall final reports to the project board. Doing a project closeout requires a lot of things to prepare and a checklist is essential to help remind everyone of their responsibilities and to also help avoid delays that could affect the project closeout activity. Read the article to find out how to create a project closeout checklist.
10+ Project Closeout Checklist Samples
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What is Project Closure?
A project closure, or also called project closeout, formal closure is a process when the project manager and its team formally hand over the project and responsibility to the client. It is one of the important process in a project since it marks the success of the project. Furthermore a project closure can also
- Let you disband your project team to reduce costs
- It ensures the project meet all the objectives and also teaches lessons to everyone involved in the project by addressing any objectives that weren’t achieved
- Eunsure client acceptance of the project’s products and outcomes
- Review the project’s performance by comparing it using the deliverables report
- Assess and review the benefits of the objectives and outcomes of the project
- Work on any risks and issues that remain open by following up on recommended actions
How to Do the Project Closeout
1. Create the Checklist
Using writing material such as pen and paper or an electronic application, list down the following details on your checklist to be included in your report:
- Deliverables: Prepare all the deliverables reports to ready it for signing for the stakeholders.
- Action Recommendations: Follow up on your project recommendations. This is important since these will be given to the people who will support the final products or outcome after the project has finished.
- Documentation Update: Update the following documents: benefits management approach, lessons report, and end project report and other important documents to the latest date and document owner. Organize all of these to be ready for archive. This is to ensure an easier reference for future projects.
- Finances: Pay off any remaining invoices and end any project-related contracts.
- Resources: the project’s resources, from equipment to people, should be released from the project. If they’re owned or employed by the company, reassign them to another project.
Review the checklist to make sure you included all important information. Ask a colleague to review the checklist just incase
2. Let the Stakeholders Sign All Document
Ensure that all deliverables and important documents have been handed to stakeholders to getting their approval by signing them.
3. Do the Project Closeout Formally
To close the project formally, transition the project resources used to other projects.
What are the four types of project closure?
The four types of project closure are project termination by extinction, project termination by addition, project termination by integration, and project termination by starvation.
How do you prepare a closing report?
Here is how to prepare a closing report:
- Give a project overview
- Describe the results and outcomes of the project
- Describe the project scope, schedule, and cost
- Project the performance analysis of the project
- Present the project highlights
- Outline the challenges faced
- Write about the lessons learned during project implementation
- add recommendations based on lessons learned
Once the project closeout activity is done and out of the way, you can finally celebrate the success of your project with your team. You need to do more than pat yourselves in the back for a job well done, all your hard work deserves a good time; after all, everyone did the work, deserves credit, and gets to have the opportunity to relax until the next project is started. To help you create your project closeout checklist, you can download the free sample templates above to serve as your reference.
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