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Project closure: why a clear end point is crucial
Nov 18, '24
Initiating and executing a project requires a lot of planning, commitment and coordination. But a clear and structured conclusion is just as important as a strong start and efficient progress. Without this final step, there is a risk that the project will continue to run as a kind of shadow organization alongside the regular day-to-day business, tying up resources that are needed for new tasks. Our project management experts have summarized for you here why project closure is so important and which steps are essential.
The final point: why a project must be completed
A project always has a clearly defined purpose and a fixed time frame. If this framework is exceeded, the project gradually turns into a permanent fixture that continues to exist alongside regular operations. This can lead to confusion and affect the efficiency of both the project itself and day-to-day operations. A cleanly-executed project closure ensures that everyone involved can turn their attention to new challenges and that the project does not become a never-ending story that nobody wants to be a part of any more. For this reason, the milestone for project completion should always be taken into account and communicated during project planning.
Documentation of open points: an essential step
One thing is clear: you are never really finished with the tasks. But that's no reason not to finish the project. The documentation of open points is a central component of project completion. The aim here is not to achieve perfection, but to create clarity. Precise and comprehensive documentation ensures that no important tasks are overlooked even after the official end of the project. Coordination with the departments that will be responsible for the project in the future is particularly important. They must be involved in the process and informed about all relevant issues. The following 4 recommendations facilitate this.
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List of open points: create a detailed list of all outstanding tasks. Every little thing counts!
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Assign responsibilities: clearly determine who is responsible for which open tasks to avoid confusion.
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Prioritization: prioritize the open points according to urgency to enable an orderly and efficient completion.
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Coordination with the specialist departments: ensure that all relevant business departments are involved in the process. Arrange coordination meetings to ensure that everyone involved is informed about their future tasks and can provide the necessary resources.
Handover meetings: the official conclusion
The documentation phase is followed by the handover meeting, which acts as the official conclusion of the project. This meeting offers the opportunity to present the results and ensure that all open points are clearly communicated. It is the moment to clarify any final questions and facilitate the transition to regular operations. Recommended participants are the key resources of the project (all names on the project organization chart can be a point of reference) and the relevant departments, including all managers involved.
It’s important to include the following aspects in a handover meeting:
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Clarifying open questions: use the opportunity to clear up any ambiguities.
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Obtain feedback: discuss what went well and where is potential for improvement (retrospective). This promotes useful knowledge for future projects.
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Recognition and thanks: acknowledge the achievements of everyone involved to foster motivation and satisfaction.
Conclusion: project completion as a new beginning
The conclusion of a project does not mark an end, but rather a new beginning. It is an opportunity to reflect on what has been learned and to incorporate improvements into future projects. A structured and clear conclusion is essential in order to be able to devote oneself fully to new tasks without old projects continuing unintentionally and tying up resources.
And one more thing: don't forget the end-of-project party! With this in mind, good luck with the completion of your projects!
You might also be interested in:
Cutover: How to reach the migration pinnacle!
Natuvion's 5 project management success factors for your digital transformation
Successful Project Management: How to keep your project on track
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