After your crew has completed a project, it’s important to go through the proper steps to make sure that everything has been finished and that your client is happy. Closing out a project is also a great way for you and your crew to reflect on what you did well, and where you could improve for next time.
Here are questions to ask yourself when you're closing out a project:
Have I given my client all of the paperwork?
Project deliverables include things like design drawings, engineering reports, and building permits. When closing out a project, gather all of the deliverables and hand them off to the client. It’s important to keep track of deliverables because this is a way for you to prove that you’ve taken all the necessary steps when it comes to completing a project.
This is also a great time to ask your client if they have any last-minute questions. Listen to any feedback they have to ensure you’re both on good terms with one another, and that they are happy with your work. Satisfied clients will be more likely to hire you again and refer your business to others.
Has my client signed off that the work is complete?
In order to confirm that the project is done, you’ll need everyone involved to agree. To prove that you’ve completed everything correctly, have your client sign off on the deliverables you gave them. Be sure to get this agreement documented for proof of completion. Having signed proof that the client agreed the project was complete will benefit you if they attempt to say it was done incorrectly.
Are there any outstanding invoices?
Go through all of the contracts you’ve made, and ensure that you’ve paid your subcontractors, crew, and suppliers for their work. Once you’ve done that, you can release them, which allows them to work on other projects. Be sure to thank everyone for their work before releasing them to let them know you appreciate what they’ve done on the project.
Have I started the process of an organizational closeout?
An organizational closeout is the process of informing subcontractors and third parties of when the last day of work is, responsibilities for cleaning up the job site, as well as returning rented equipment. If you were renting an office space, or any other facilities, you would also let them know when your last day would be.
You’ll also need to make sure to calculate all of your financial records, and determine the end balance after you’ve paid off all invoices.
Have I planned a project review?
When writing a project review, you’ll take the entire project into consideration. Use these questions as a guide:
- Did we go over budget?
- Did the team work well together, while also managing their time effectively?
- Did we perform quality work all the way around? After thinking questions like these over, set a time to meet with everyone in your crew so you can talk about what happened during the project. Think about what went well, what didn’t go well, and any challenges you all faced as a team.
Remember that this isn’t meant to make anyone feel bad, but a time to learn lessons from your work. These lessons will make sure future projects go smoothly. After you’ve completed your project review, be sure to file it and keep everything organized in case you need to reference it later.
Completing a project takes a lot of dedication and teamwork. This is a time to let everyone know how thankful you are for their time and effort. It’s a huge accomplishment, be sure to celebrate your success as a crew!