Overview

The closing phase formally completes the project. Final deliverables are approved, documentation is finalized, and lessons learned are recorded for future projects.

  • Obtain Final Approval from Sponsor or Leadership 

    • Share the completed project results with the project sponsor or key stakeholders. Make sure they formally confirm that all deliverables have been made. 

  • Complete Any Final Administrative or Financial Tasks 

    • Close vendor contracts, finalize purchase orders, ensure all invoices are paid, and release any unused funds or reserved materials. 

  • Prepare a Final Summary Report 

    • Document what was accomplished, the outcomes, challenges, successes, and recommendations for future projects. This would become a helpful resource for others. 

  • Document Lessons Learned 

    • Review the project with the team to discuss what worked well and what could be improved. Outlining these lessons strengthens future projects. 

  • Organize & Archive Project Files 

    • Save all important materials, including reports, templates, emails, and documents, in the correct shared folder or storage system. This ensures that future teams can access them. 

  • Celebrate the Work & Acknowledge Contributors 

    • Take time to recognize the team’s work and thank everyone involved. Positive closure encourages continued engagement for future initiatives. 

  • Obtain Final Approval from Sponsor or Leadership 

    • The sponsor reviews participant numbers, event summaries, and pilot outcomes. 

    • The program is formally marked as complete for the semester. 

  • Complete Any Final Administrative or Financial Tasks 

    • All receipts are submitted and reconciled. 

    • Refreshment and printing invoices are finalized. 

    • Remaining funds are released. 

  • Prepare a Final Summary Report 

    • The report includes metrics such as: 

      • Number of mentor-mentee pairs 

      • Attendance at orientation sessions

      • Survey results and satisfaction levels

      • Recommendations for the next semester

  • Document Lessons Learned 

    • The team discusses improvements, such as starting recruitment earlier or revising the matching form.

    • Notes are collected in a brief lessons-learned document. 

  • Organize & Archive Project Files 

    • Training materials, templates, reports, and communications are saved in the shared drive under the project’s folder. 

  • Celebrate the Work & Acknowledge Contributors 

    • Mentors and volunteers receive thank-you messages. 

    • The team is recognized for their work on the pilot program.