*Closing a project isn’t just about wrapping up—it’s about ensuring the legacy of what’s been built.*
Whether in Agile or Waterfall, the end of a project is the final test of its true value. While each methodology handles closure differently, both share a common need: to assess, handover, and honor the efforts invested. Harvard’s Project Management Research team underscores that a thorough close is vital for long-term impact, yet over half of projects still lack a structured closeout. Let’s explore what a complete project close entails.
1. Comparing Reality to Plans
In both Agile and Waterfall, assessing the outcomes against original goals and metrics—time, budget, and scope—provides a comprehensive view of performance. Key elements to consider include the business case and anticipated benefits. Did we deliver on the project’s promise? Regularly tracking metrics can enhance accuracy and reveal lessons for future initiatives (PMI, 2023).
2. Smooth Handover to Business as Usual (BAU)
A successful transition to BAU requires all assets and documentation to be in place. In Agile, this may involve sprint review artifacts and product backlogs; in Waterfall, it’s often the final deliverables, support agreements, and defined roles. “Think of it as ‘Mission Control,’ where we confirm readiness for launch,” guiding BAU stakeholders through a checklist of critical handover points—information security, training, finance, and more (Kerzner, 2021).
3. Learning from Lessons
Capturing insights as they emerge, rather than waiting for the end, keeps learnings relevant. Both Agile and Waterfall practitioners benefit from continuous documentation to improve iteration and delivery. A lessons-learned repository, especially when updated in real-time, helps ensure smoother future projects and minimizes recurring issues (Lencioni, *The Advantage*).
4. Expressing Gratitude
Celebrating the team’s effort creates a positive close. Recognizing contributions, even when challenges arose, reinforces a culture of respect and appreciation, setting a constructive tone for future collaboration.
Key Takeaways:
Compare results to business case and project objectives.
Ensure a seamless handover to BAU.
Capture lessons learned continuously.
Recognize team effort to conclude on a positive note.
Project Close Checklist
1. Project Assessment and Comparison to Plans
[ ] Review project outcomes against the original Business Case and Project Initiation Document (PID).
[ ] Verify if the project was completed on time, within budget, and met all specifications.
[ ] Assess if the anticipated benefits and objectives were achieved.
[ ] Document any deviations and reasons for them (e.g., scope changes, unexpected challenges).
2. Handover to Business as Usual (BAU)
Documentation and Artifacts
[ ] Ensure all essential project artifacts are prepared for BAU handover (e.g., requirements, configurations, system documentation).
[ ] Define and document RACI roles (Responsible, Accountable, Consulted, Informed).
Stakeholder-Specific Handover
[ ] Information Security: Verify data protection, backup protocols, and cybersecurity measures.
[ ] Training Team: Confirm that training and support materials are available.
[ ] Technology Team: Ensure administrative and technical configurations are complete.
[ ] Support Team: Confirm Service Level Agreements (SLAs) and support resources are in place.
[ ] PMO (Project Management Office): Review final project documentation and ensure completion of all deliverables.
[ ] Finance Team: Finalize budget reconciliation and financial reporting.
[ ] Operations Team: Confirm readiness to take over daily operations.
[ ] Quality Assurance (QA) Team: Verify quality standards and resolution of outstanding issues.
[ ] Legal Team: Ensure legal compliance, contracts, and any pending issues are resolved.
[ ] Human Resources (HR) Team: Address team members’ transition and role adjustments.
[ ] Communications Team: Prepare communications on project closure, lessons learned, and next steps.
[ ] Client Representatives: Obtain final feedback or sign-off on deliverables.
[ ] Vendors/Suppliers: Complete final payments and confirm contract closures.
3. Lessons Learned
[ ] Update the Lessons Learned document continuously throughout the project.
[ ] Conduct a final review and reflection at project close.
[ ] Share the lessons with relevant team members and departments for future use.
4. Acknowledgement and Team Recognition
[ ] Conduct a team debrief to acknowledge challenges, successes, and overall effort.
[ ] Send formal or informal thank-yous to recognize the contributions of team members.
[ ] Document and celebrate milestones, regardless of project outcomes, to foster a culture of respect and learning.
Final Steps
[ ] Obtain all necessary sign-offs from stakeholders (can be as simple as an email confirmation).
[ ] Confirm that all documentation is stored and accessible to relevant teams.
[ ] Conduct a final wrap-up call or meeting to review the checklist and ensure a smooth transition to BAU.
This checklist ensures a structured and effective project closure, preparing BAU for continued success while capturing valuable lessons for future projects.
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