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Wrapping Up: Significance of the Project Closing Phase

Table of Contents

  • Introduction

  • Completion of Project Deliverables

  • Resolution of Outstanding Issues and Risks

  • Project Closing Phase: Documentation and Records Management

  • Project Closing Phase: Transition and Readiness

  • Capturing Lessons Learned

  • Key Takeaways

  • Conclusion

 

Introduction

Just as the previous phases of the project are important in their own rights, the closing phase of a project ensures the project reaches its full potential as it draws to a close. Projects change the way the business operates, and these major changes can be difficult for businesses to navigate. As such, it’s critical for the project manager to conduct a thorough handoff.
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Completion of Project Deliverables

1. Verification of completed tasks and deliverables
Project managers can leverage different tactics to ensure tasks and deliverables are complete. Some projects, such as construction projects, may use formal inspections with the client and inspectors to ensure the building or structure is built to the correct specification. Other less tangible projects may require the client to review demos of the product and for the technical subject matter experts to conduct an inspection of code or other areas to ensure the final deliverable has the correct specifications as outlined by an agreement between the project team and the client.
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2. Adherence to project plan and objectives
Projects that are not external-facing, such as internal improvement initiatives, can also be verified for completeness. In these cases, deliverables and success metrics, as outlined in the project’s charter, should be reviewed to ensure the desired outcomes are achieved.
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Resolution of Outstanding Issues and Risks

It’s important for the project manager to understand what issues are allowed to remain uncorrected when the project is handed over to the client or business. Agreements may outline these issues, but in less clear cases, the project manager should work with the business to create a change management plan. This plan should document remaining issues, proposed solutions, and assigned ownership for resolution.
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Project Closing Phase: Documentation and Records Management

1. Archiving of project documentation and records
Cataloging all project records in a centralized repository is essential for future reference and compliance. Documentation can serve as benchmarks or examples for future projects and be useful during audits.
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2. Accessibility for future reference and audits
Maintaining accessible records ensures compliance and supports ongoing operations. The project manager should consult with legal and security teams to meet any regulatory requirements.
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Project Closing Phase: Transition and Readiness

Part of the project manager's role is to plan for a smooth transition to the business. This includes stakeholder communication, training, and readiness activities. The project manager should create a comprehensive change management document to capture roles, responsibilities, and known issues post-project closure.

 

Capturing Lessons Learned

As each project is unique, documenting lessons learned is crucial for organizational growth. The project manager should conduct a formal post-mortem to capture successes and areas for improvement and share findings across the organization.
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Key Takeaways

  • Effective Communication and Handoff: Clear communication and a firm handoff ensure a smooth transition and project success.

  • Verification of Deliverables: Verify completed tasks and deliverables through inspections, client reviews, and adherence to project objectives.

  • Resolution of Issues and Risks: Address outstanding issues with a documented mitigation plan.

  • Documentation and Records Management: Establish processes for archiving records for compliance and future reference.

  • Transition Readiness and Stakeholder Involvement: Plan for smooth transitions with stakeholder training and clear documentation.

    Learn how to optimize these processes with tailored solutions from Elevate Optimize.

 

Conclusion

The closing phase of project management signifies the completion of deliverables, resolution of outstanding issues, proper management of documentation, and readiness for handoff. Capturing lessons learned enables continuous improvement and growth. By focusing on these key aspects, project managers can ensure successful outcomes and create a lasting impact on future projects.

 

Final Thoughts
Whether you’re improving quality management, refining risk strategies, or optimizing workflows, having the right tools is essential. Take the next step toward success by exploring our Elevate Product Line to find the right fit for your project management needs!

 

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