Essential Post-Project Tasks: Don’t Miss These Critical Steps!
Think that project’s done? Not so fast—there are a host of items that sometimes don’t make the formal punchlist, but they should. Below are some often-overlooked project follow-up activities to consider adding to your task list to ensure your project is complete and successful.
1. Ensure End User Training is Complete
An important but sometimes neglected task, end user training is critical. Your project management team should take charge of making sure users know how to safely and efficiently use all the new features and tools your project delivered. Consider scheduling training sessions and follow-ups to ensure everyone is on the same page.
2. Update All Relevant Documentation
Once the project is finished, updating documentation is essential. Ensure all manuals (maintenance, operation, procedural), asset sheets, license databases, regulatory information, and building drawings are current. Comprehensive project documentation ensures future users and team members have the resources they need.
3. Validate Equipment, Software, and Processes
Certification or validation of new equipment, software, or processes is often a responsibility of the end user, but it’s important for your project management team to remain aware of this step. Confirm that all resources are ready and certified for use before considering the project complete.
4. Conduct User and Stakeholder Surveys
Gathering feedback while the project is still fresh is critical. Solicit, evaluate, and respond to feedback from both users and stakeholders. Use tools like SurveyMonkey or Google Forms to collect this information efficiently. This will help you identify areas for improvement and ensure everyone is satisfied with the outcome.
5. Review and Amend Service Agreements
Service agreements may need to be updated to reflect the changes made during your project. Take time to evaluate existing agreements to see what needs modification. This step is crucial for long-term maintenance and support, ensuring the project’s success beyond completion.
6. Address Legal and Accounting Considerations
Make sure all legal and accounting issues related to the project are wrapped up. This includes winding down project-related insurance policies, vendor contracts, price/work agreements, and handling final invoicing. Doing so will leave your organization and its vendors ready to tackle the next project smoothly.
7. Conduct a Project Post-Mortem
A project post-mortem is one of the most valuable steps in project management. Your team deserves the opportunity to reflect, learn from, and improve upon their performance. Make post-mortems a top priority so that lessons learned can be applied to future projects.
8. Archive Project Documentation
Ensure that all critical documents are archived properly. The ability to locate and retrieve information at a later date will depend on how well you archive today’s project files. This includes everything from contracts to user manuals.
9. Reassign Staff and Resources
As the project wraps up, work with your team to distribute their expertise to other active or upcoming projects. Reassigning staff effectively allows you to make the most of your team’s skills and ensure resources are being used where they are most needed.
10. Celebrate and Acknowledge Success
Finally, take time to recognize your team’s hard work and achievements. Celebrate success by acknowledging key contributors, rewarding efforts, and updating personnel files as appropriate. Recognizing the value of a well-completed project boosts morale and encourages excellence in future projects.