From start to finish, running a successful project requires a lot of time and effort, therefore when the time comes to completion, you’ll want to ensure that it is closed off correctly.
It can be all too easy to reach the end of a project and fall at the last hurdle by forgetting some final details or not getting enough feedback from the client or team.
Shutterstock Licensed Photo – By Tero Vesalainen
Likewise, it is important not to fall into the dangerous mindset that project completion simply occurs when its final activity takes place.
As projects are worth more than this to you and clients alike, you want to do everything possible to avoid these situations and ensure that your project does not merely peter out.
Before closing off a project, try to build a project-end routine and get used to running through it. Here are a few key steps to incorporate into this:
Check every detail carefully
Reviewing all of your project plans and timelines carefully will ensure everything agreed on has been delivered on time and to spec.
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Remember to dig out any notes about the project too, even the smallest of details are important for perfecting your project.
Using an automated project management report from the outset can help to ensure that you are up to speed with all details throughout the process. This is helpful, as it will mean that you aren’t scrambling around at the last minute when the end date is looming.
Client communication
It is essential to let your client know the project has been completed successfully, you can also use this as a chance to check that all the necessary client sign-offs came through and have been logged
Ensuring that you are positive when doing so will increase the chance of a good reception. This can be done by congratulating them or letting them know of any recent postings which have been made that affect the outcome and reach of the project.
Simultaneously, this is a chance to ensure that you are rewarded for your work by informing them of any new costs and expenses logged that weren’t part of the project plan. Telling your client about these beforehand will mean that when they are added to the final invoice, it won’t be a nasty surprise.
It is also a good idea to gather their feedback on the project by finding out what went well – and what didn’t, as this will help you to improve your service in the future.
Don’t forget to inform the team
Communicating effectively to your team that the project has been completed and thanking them for their hard work is a great way to keep everyone in the loop and improve motivation.
A simple email to employees is quick to send and costs nothing but will go a long way in helping everybody to feel part of a thriving company providing work that clients value!
Any special mentions to team members who went above and beyond can help to improve performance of future projects and set examples for other employees on the next task.
If your team will be doing similar pieces of work in future, it can be worth getting a trusted staff member to write up some brief notes after project completion. These should include what worked well and what needs improvement. This will help team members produce estimates and quotes for future work and give you an idea of what to provide in future training.
Follow wrap up protocol
One key point to remember is to complete any documentation requirements upon project completion.
This will include everything from client sign offs, to accounting updates. It is important not to forget to include billable time spent on wrap up actions, whether that is accounted for at the start of the project, or if this is considered a project overhead.
One useful addition that you should consider adding to your end of project plan is to make it the subject of an external communication. Something as simple as a company tweet about a successful project completion can be a move which brings in great success, as you never know – the timing might just nudge a potential client to enquire about your services.
Following the guidelines set out in this article should help to ensure that all of the hard work put into a project is actualised, and the outcome is a success for both company and client alike.
