How do you successfully close out a project?

1 Review the contract

The first step in closing out a project is to review the contract and make sure that you have met all the requirements and obligations. This includes delivering the scope, quality, schedule, and budget as agreed upon with the client and stakeholders. You should also check if there are any outstanding claims, disputes, or changes that need to be resolved or approved. Reviewing the contract can help you avoid any legal or financial risks and ensure that you have fulfilled your contractual duties.

2 Complete the punch list

The next step is to complete the punch list, which is a list of items that need to be fixed, repaired, or completed before the project is considered finished. The punch list is usually prepared by the client, the architect, or the inspector, and it should be reviewed and verified by you and your team. Completing the punch list can ensure that the project meets the quality standards and expectations of the client and stakeholders. It can also help you avoid any warranty or liability issues in the future.

3 Obtain the final sign-off

The final step is to obtain the final sign-off from the client and stakeholders, which is a formal acknowledgment that the project is completed and accepted. The final sign-off should be documented in writing and signed by the authorized parties. It should also include any feedback, comments, or recommendations for improvement. Obtaining the final sign-off can help you close the project with a positive note and establish a good relationship with the client and stakeholders. It can also help you release any retained funds or bonds and close the project account.

4 Archive the project records

After obtaining the final sign-off, you should archive the project records, which are the documents, files, and data that were generated or used during the project. The project records include the contract, the drawings, the specifications, the invoices, the receipts, the change orders, the correspondence, the reports, and the photos. Archiving the project records can help you comply with the legal and regulatory requirements and preserve the project history and knowledge. It can also help you access the project information in case of any audits, disputes, or claims.

5 Conduct a post-mortem analysis

Another important task after closing out a project is to conduct a post-mortem analysis, which is a review and evaluation of the project performance and outcomes. The post-mortem analysis should involve you and your team, as well as the client and stakeholders if possible. It should cover the project objectives, the deliverables, the processes, the risks, the issues, the challenges, the successes, and the failures. Conducting a post-mortem analysis can help you identify the strengths and weaknesses of the project and learn from the mistakes and best practices. It can also help you improve your skills and competencies for future projects.

6 Celebrate and appreciate

The last but not least thing to do after closing out a project is to celebrate and appreciate your achievements and efforts. You should recognize and reward yourself and your team for completing the project and overcoming the difficulties. You should also thank and acknowledge the client and stakeholders for their support and collaboration. Celebrating and appreciating can help you boost your morale and motivation and foster a positive work culture. It can also help you strengthen your network and reputation and generate more referrals and opportunities.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?