How To Run A Project Closing Meeting

To run a project closing meeting effectively, it’s vital to review all accomplished objectives, discuss any unresolved issues, gather feedback, and identify lessons learned for future projects.

A Project Closing Meeting is a final gathering held at the completion of a project to review its overall success, acknowledge the efforts of the project team, and discuss lessons learned. The meeting typically involves project stakeholders and team members and serves as an opportunity to evaluate the project’s objectives and deliverables, identify any remaining tasks or outstanding issues, and celebrate the project’s achievements. It also provides a platform to document and share best practices and insights that can be applied to future projects.

What is the purpose of a Project Closing Meeting?

The purpose of running a project-closing meeting as a leader is to review and assess the project’s overall performance, celebrate accomplishments, identify lessons learned, and provide closure for team members. This meeting allows for sharing feedback, acknowledging contributions, and discussing future opportunities, fostering a sense of accomplishment and promoting continuous improvement within the organization.

How To Run A Project Closing Meeting: Step-By-Step


Step 1: Meeting Preparation

In this step, it is essential to collate project documents, data, and key findings, and organize them systematically. This entails assembling paperwork, schedules, final outputs, and identifying the meeting participants.

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Our software, ZipDo, transforms team meeting preparations by centralizing previous sessions’ information. As a meeting lead, this means you have immediate access to past agendas and notes, simplifying your prep work. It’s a foolproof way to ensure all vital topics are covered.

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Step 2: Agenda Setting

In order to ensure a productive meeting, it is essential to determine the key discussion points such as project overview, objectives assessment, and logistics decisions post-project. Sharing the agenda with the team beforehand provides a clear outline of the meeting’s content and expectations.

Our application, ZipDo, transforms your calendar by importing meetings into a collaborative environment designed for team interaction. Here, a collective meeting agenda is developed, encouraging input from all team members. This approach fosters better-prepared meetings, enhancing efficiency and easing the burden of meeting preparation and follow-up.

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Step 3: Communicate the Meeting

It is essential to notify all stakeholders of the meeting promptly. Clearly communicate the meeting’s time, date, location or online details, along with its purpose and expectations for all participants. This ensures effective and efficient collaboration.


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Step 4: Review Project Objectives

During the meeting, it is crucial to reiterate the project’s initial objectives, evaluate whether these goals have been achieved, and assess if all deliverables have been successfully completed as originally intended.

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Step 5: Evaluate Performance

Conduct a comprehensive assessment of the project’s performance, team dynamics, and individual contributions. Identify noteworthy achievements and areas for enhancement, ensuring a balanced analysis for an overall better outcome.

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Step 6: Identify Lessons Learned

By reflecting on what went smoothly and what didn’t go as planned during the project, the team can identify valuable lessons to enhance their expertise and enhance future project outcomes.

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Step 7: Discuss Post-Project Responsibilities

Once the project is closed, some important tasks that need to be completed include final documentation and reports, conducting client follow-ups to ensure satisfaction, and addressing any ongoing maintenance or support requirements for the delivered project.

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Step 8: Acknowledge Contributions

It is important to acknowledge the team’s dedication and individually recognize each member’s efforts. This not only lifts spirits but also nurtures a constructive workplace atmosphere, fostering collaboration and productivity.

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Step 9: Official Project Closure

This communication is to formally announce the successful closure of the project, with all tasks, challenges, and issues addressed, and objectives accomplished. Ensuring all participants understand and acknowledge the project’s completion.

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Step 10: Document the Meeting

Assign a dedicated individual to record and share meeting notes which highlight important topics, agreed upon decisions, actionable steps, and any key insights gained during the meeting.

Questions to ask as the leader of the meeting

1. Did we achieve the project goals and objectives? – This question allows the leader to assess whether the desired outcomes were successfully attained.

2. What were the key successes and achievements of this project? – By identifying and acknowledging the project’s highlights, the leader can commend team members, boost morale, and identify strategies that worked well for future projects.

3. What were the key challenges and roadblocks encountered? – Understanding the difficulties faced during the project helps the leader identify areas for improvement and implement necessary changes in future endeavors.

4. Did we adhere to the project timeline and budget? – This question evaluates the project’s adherence to the set schedule and financial limits, providing insights into project management efficiency and potential areas of improvement.

5. What lessons did we learn from this project? – By reflecting on lessons learned, the leader ensures that valuable experiences and knowledge gained during the project are captured and used to inform future decision-making processes.

6. Were all team members adequately utilized? – Assessing whether team members were effectively utilized helps the leader ensure that everyone’s skills and capabilities were maximized, while identifying any team members who may have been underutilized.

7. Did we effectively communicate and collaborate throughout the project? – Evaluating communication and collaboration enables the leader to identify any gaps or breakdowns, facilitating better teamwork and coordination in future endeavors.

8. Did we meet customer/client expectations? – Assessing whether customer or client expectations were met allows the leader to evaluate the project’s overall success and determine areas requiring further improvement in delivering customer satisfaction.

9. Are there any outstanding issues or loose ends that need addressing? – Identifying unresolved issues ensures they are not carried over into subsequent projects, allowing the leader to maintain a clear focus on subsequent tasks.

10. What recommendations or suggestions do team members have for future projects? – Encouraging team members to provide recommendations fosters a culture of continuous improvement, enabling the implementation of productive changes in future projects.

To prepare a project-closing-meeting agenda as a leader, start by reviewing the project objectives, milestones, and key deliverables. Next, outline the agenda items, including a project summary, accomplishments, lessons learned, and any outstanding issues or tasks. Allocate time for team feedback and discussion, and conclude with a plan for archiving project documentation and celebrating success.

How To Prepare For A Project Closing Meeting
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During a project-closing meeting, it is important to discuss several key topics. These may include the project’s overall performance, achievements, challenges encountered, lessons learned, and any recommendations for improvement. Additionally, project deliverables, timelines, and budget should be reviewed to ensure they align with initial plans. Lastly, feedback from stakeholders and team members can be incorporated to gauge success and gather insights for future projects.

See Our Project Closing Meeting Template
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Software tools to facilitate a Project Closing Meeting

Software tools help leaders efficiently run project-closing meetings by providing them with organized project documents, real-time progress tracking, and automated task completion reminders. These features help leaders review project milestones, allocate resources effectively, track budget utilization, and ensure timely completion of all project tasks. Software also facilitates collaborative communication and document sharing among team members, making project-closing meetings more productive and streamlined.

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In conclusion, running a project closing meeting is an essential step towards successfully wrapping up a project. It is a time for reflection, celebration, and learning. By following the tips discussed in this blog post, such as setting clear objectives, gathering feedback, documenting lessons learned, and showing appreciation to team members, you can ensure a smooth and effective project closure. This final meeting not only provides closure for the project team but also sets the stage for future improvements and growth within the organization. So don’t underestimate the power of a well-executed project closing meeting – it can make a significant difference in the overall success and sustainability of your projects.

Popular Questions

What is the purpose of a project closing meeting?

The purpose of a project closing meeting is to wrap-up the tasks, review the overall execution of the project, evaluate the performance, and outline the learnings and experiences that can be applied in future projects. Additionally, it serves a crucial role in acknowledging the contributions of the team members and in releasing project resources.

What is typically discussed in a project closing meeting?

A project closing meeting typically discusses the achieved project outcomes against the planned goals, recognition of team member contributions, successful practices or strategies used, challenges encountered and how they were overcame, key learnings, recommendations for future projects, and pending items, if any.

Who should be in attendance at a project closing meeting?

The project closing meeting should be attended by the project manager, project team members, key stakeholders, and often representatives from clients. Anyone who was deeply involved in the project or who has a stake in the outcomes should be included.

How should one prepare for a project closing meeting?

Preparation for a project closing meeting includes gathering all project data and documents, conducting a thorough project performance review, preparing reports highlighting successes and challenges, soliciting feedback from team members and stakeholders, and developing an agenda that guides the meeting.

Is a project closing meeting mandatory?

While it might not be legally mandatory, conducting a project closing meeting is considered a best practice in project management. It allows teams to reflect on the project, identify the learnings, and improve future implementations. It is an important part of the closing phase of a project’s life cycle.