Planning Project Closure
Planning Project Closure
Planning Project Closure
All projects must come to an end, one way or another. While some projects may
come to an untimely end through cancellation, most projects reach their planned
conclusion. Projects are designed to produce a specific unique outcome, and when
that outcome is delivered, the project should end. This "end" can be a process in
and of itself, normally referred to as project closure.
Depending on the nature and complexity of the project, closure can consist of any
or all of the following elements:
• What types of resources will be required for project closure activities (considering activity
requirements, tasks, skills and responsibilities)?
• Who will be involved in the closure process (including management and end-users)?
• As the project draws to a close, how will project team members be reassigned to other
projects?
• Who will be involved in the post project review process (to analyze project results and
performance)?
Communication:
Communication is essential to smooth project closure and transition. In order to
ensure that all parties are informed and in synch with closure activities, you will
need to take appropriate steps to keep information flowing as needed, and on a
timely basis. As you plan "closure communication" you should consider the
following questions....
• Will you have closure planning meetings (how many and how often)?
• What types of documentation will be required to ensure effective project closure?
• How will you best communicate the closure activity schedule, considering meeting
requirements, training sessions, and staff transition information?
• How will formal project closure be acknowledged and recognized?
As you can see, closure activities will vary according to project needs and
circumstances, but the overall goal is constant – to ensure that your project ends
with success. To that end, project closure should be recognized as a formal project
process, and should be included as an independent phase in any project plan, no
matter how limited actual closure activities may be.
Entering the Closure Phase:
1. Recognize that the closure kick-off point has arrived and activate your closure plan.
2. Schedule formal closure activities.
3. Communicate the schedule to all interested parties.
4. Identify and document all remaining open issues, if any, and determine which issues must be
closed in order to obtain formal project acceptance. If needed, you can form a post-project
clean-up team to handle minor issues that do not prevent deliverables acceptance.
5. Complete all required closure activities as needed, including production turnover, training,
staff re-allocation, and documentation.
6. Obtain formal project acceptance from customers and management.
7. Celebrate project completion with staff and end-users.
8. Complete staff performance reviews.
9. Complete the post project review process and document the results.
Conclusions:
Once the post project review is completed, your project will likely come to an
official end. Certain minor issues may linger, and the project review process may
raise new issues that must be addressed in the future. These ongoing issues can
be dealt with by the project manager, or by a post-project clean-up team, if
needed. But, from an organizational perspective, formal closure activities will
bring the project to an end, freeing staff and financial resources for the next
project likely waiting in the wings.
In the busy IT project environment, projects occur at a fast and furious pace, and,
at times, it may seem as if one project just flows into the next. But it is important
to take the time to acknowledge actual project completion. Project closure is a
sign of success and achievement, and should be treated as such. In this way, you
can ensure that all your projects go out with a bang, and not a whimper.