The most important steps in closing a project is gathering
As you learned, one of the most important steps in closing a project is gathering the project team and conducting a post-mortem, and then documenting the lessons learned. For example, we record things like:
• What was done well so it can be repeated in the future.
• What could have been done better, and how.
Instructions
In this assignment, imagine that your chosen project has been completed, that you have conducted a post-mortem with your team, and that your boss has asked you to report on the closing process and lessons learned for your project.
In a 5–7 slide PowerPoint presentation:
• Create a project closure checklist that effectively inventories project objectives, components, and processes.
• Detail plans for how you conducted (or would conduct) a post-mortem on the project.
• Describe the lessons learned from the project. Consider what you could have done differently and how the lessons learned affect how you would conduct the project initiation and planning process in your next project.
Sample Solution
Slide 1: Project Closure Checklist
Project Name: [Project Name]
Project Manager: [Your Name]
Date: [Date]
Project Closure Checklist
Objective
- To ensure a smooth and successful closure of the project
- To identify and document lessons learned
- To compile and archive project documentation
- To communicate project completion to stakeholders
Components
- Project Objectives: Review and confirm that all project objectives were met.
- Project Components: Verify that all project deliverables were completed and approved.
- Project Processes: Evaluate the effectiveness of project processes and identify areas for improvement.
Processes
- Gather Project Documentation: Collect all project-related documents, including plans, reports, and contracts.
- Conduct Post-Mortem Meeting: Facilitate a discussion with the project team to identify lessons learned and areas for improvement.
- Archive Project Documentation: Organize and store project documentation in a secure and accessible location.
- Communicate Project Completion: Notify stakeholders of project completion and provide a summary of project outcomes.
Slide 2: Post-Mortem Methodology
Purpose
- To evaluate project performance and identify areas for improvement
- To gather feedback from stakeholders
- To document lessons learned
Methodology
-
Preparation:
- Review project documents
- Identify key stakeholders
- Develop discussion questions
-
Meeting Facilitation:
- Introduce the purpose of the meeting
- Facilitate a discussion on project strengths and weaknesses
- Encourage open and honest feedback
- Document key takeaways
Full Answer Section
-
Follow-up:
- Summarize key findings and recommendations
- Distribute meeting notes to participants
- Implement action plans based on lessons learned
Slide 3: Lessons Learned
What Went Well
- Effective communication and collaboration among team members
- Clear project goals and objectives
- Regular project monitoring and evaluation
- Adaptability to unforeseen challenges
What Could Have Been Done Better
- Improved risk management strategies
- More comprehensive project planning
- Enhanced stakeholder engagement
- Streamlined decision-making processes
Applying Lessons Learned
-
Project Initiation:
- Conduct a thorough risk assessment
- Establish clear and measurable project goals
- Develop a comprehensive project plan
- Identify and engage key stakeholders
-
Project Planning:
- Break down large tasks into smaller, manageable steps
- Estimate project timelines accurately
- Allocate resources effectively
- Establish clear communication channels
Slide 4: Conclusion
- Project closure is an essential step in project management
- A comprehensive project closure checklist ensures a thorough evaluation of project performance
- Conducting a post-mortem meeting allows for the identification of lessons learned and areas for improvement
- Applying lessons learned to future projects can enhance project success