Skip to content
  • There are no suggestions because the search field is empty.

PM | Drive | Project Closure

Purpose & Agenda

Project closure is the last phase of a project. It’s when the project manager verifies that the client, stakeholder or customer has accepted the project deliverables. If the project or product is ongoing after the project, then maintenance must be set up in the form of a Success scope of work, or a subsequent project.

The project manager will also review the entire project before closing and rating performance. The project team will be part of this process, offering their observations and feedback, which is collected in a lesson’s learned document. This provides guidance for future projects.

The importance of project closure is more than just signing off on all documentation and releasing the team to participate in other projects. It makes sure that the original objectives of the project have been met and ties up any loose ends, such as risk or issues that have remained open.

The project closure should include feedback from the client as well as internal communication - meaning that the client should receive a project survey in their closure email and/or link to a survey in their closure document. 

Project Closure Process

  1. Find the project folder in Google Drive and create a new document using the Project Closure template. Save it using the agreed naming convention.
  2. Fill the Project Closure form, ensuring all sections are completed accurately and consistently.

    -Project details: Fill in project name, project code, project manager, cutover date, and warranty completion date. Calculate the warranty as 4 weeks or 20 business days from cutover.

    -Project objectives: Copy directly from the approved Kick-Off document.

    -Project closure summary: Use the latest client-facing project status or report to complete this section.

    -Project feedback: Insert the link to the project survey and confirm it is active.

    -Your data drive: Add the link to the client’s shared Google Drive folder and include the data retention notice.

    -Support & future work: Confirm the warranty end date and list any agreed post-cutover activities such as coaching sessions, support tasks, or minor enhancements.

    -Account management: Include the account manager and any commercial or success representatives.

    -Future opportunities: Document any future work opportunities identified during delivery.

    -New project requests and questions: State that all future requests must go through the support email or support form and may be subject to time and materials.

    -Agreed & accepted by: Enter the names and titles of relevant client and agency stakeholders and include the assumed acceptance clause and deadline.

  3. Perform a final quality check to ensure dates, names, financials, and links are correct, and no draft or placeholder content remains.
  4. Use the PM | Project Closure (New) email template saved in Gmail, attaching the completed Project Closure form and including the survey link. Request signature and outline the support handover and next steps.
  5. Once signed or assumed accepted, save the final document in the project folder, update the project status to closed, hand over to support or success, and archive the project according to internal guidelines.


PM | Project Closure (New) template example 

Hey  ​,

Let me start off by saying it's been a pleasure working with you and on the H&D/HubSpot project.

I've attached a closure document that rounds off the scope now that all streams of work have been cutover and launched. If you can please review this and send back signed at your earliest convenience, that would be great.

{Additional Comments Section}

When you have the chance, could you please take a couple of minutes to fill out this survey for us. We'd love to hear more about your experience with myself and H&D as a whole on how we can improve or whatever went well that we should repeat.

For any requests, please email through to or our Success team via support@hypeanddexter.com.

Again, It has been a pleasure and I really look forward to working with you again soon.

If you have any other questions or concerns please feel free to contact me any time.

Project Closure Handover

All projects must be handed over to the Success/Account Manager if on retainer, or back to the original Commercial Person + our Support manager on closure.

This should be booked 2 weeks prior to official closure. The PM must maintain  the relationship until this handover has been completed. If there are issues or changes that extend the warranty period then the PM must retain the relaitionship until these have been resolved. 

  1. Review and clean up the WIP doc to ensure:
    1. Any placeholders & redundant information is removed.
    2. The outcomes, general performance and sentiment are captured.
    3. All key documents, stakeholders and sessions have been captured.
    4. That critical information about the setup is included.
    5. That any ideas that were out of scope have been captured.
  2. Run the internal handover session using the WIP as the foundation with the commercial team. .
  3. Īnclude the details of support and the main client owner moving forward within the Closure document and email.
  4. Ensure that the primary owner support/commercial, immediately reaches out on receipt of the closure to the client reconfirming the process for new work.
  5. If the client comes directly to the client team after this point, then forward n the message as per the instructions to the relevant commercial and support people. Reiterate that for the best and fastest possible support to go direct to the previously communicated channels..

Project Closure Process

  1. Find the project folder in Google Drive and create

Project Closure | Case Study / Demo process

This process ensures that completed projects with strong outcomes, innovative solutions, or technical complexity are shared internally for knowledge sharing, demos, and potential case studies or impact awards.

After project closure, the Project Manager identifies whether the project includes noteworthy solutions, delivery approaches, or results that would be valuable to showcase to the wider team.

To initiate the process, email brag@hypeanddexter.com with a summary of the project and its key highlights using the PM | Project Closure | Case Study / Demo email template saved in Gmail.

 

PM | Project Closure | Case Study / Demo template example

Hey team,

I have recently completed ​a project for {{deal.company_name}}​ that had some pretty interesting solutions that would be great to share with the broader team and potentially as a case study.

The project completed on {{deal.project_completion_date}}​.

Primary Project Team

  • PM: ​
  • CRM Lead: ​
  • Marketing Lead: ​
  • Solutions Lead: ​
  • Data Lead: ​
  • CMS Lead:
  • Custom Dev Lead: ​

I think this project could be a good case study and potential impact award for the following categorie/s:

  • Product Excellence: Delivers value and solves the customers' challenges from a single hub, demonstrates our expertise in delivering a single hub solution
  • Platform Excellence: Delivers a remarkable multi-hub solution, includes 2 or more hubs and can clearly illustrate how these hubs work together to solve the customers' challenges
  • Technical Expertise: Exhibits a deep technical knowledge and expertise that enables customers to overcome business challenges and improve processes through a tailored, custom, and complex solution (This does not include standard implementations, but rather showcases a mix of: custom development work, custom integrations, customizing HubSpot, APIs, or bridging multiple systems into HubSpot, etc.)
  • Platform Migration Excellence: Demonstrated expertise in migrating a customer from a legacy platform/system to HubSpot. Must involve complete removal of an existing system or platform and replacing it with HubSpot. Could include any products: CRM, any hub, or the full suite, with the focus specifically around the migration work from initial scoping to end solution/results. Must feature a success story where the customer was on an alternative platform/system and migrated them over to HubSpot. Must focus on the migration work/process/results.

We have created some interesting solutions to challenges which would be great to demo to the broader business:

  • Solution - Subject Matter Expert (repeat for any areas for Demo)

Please feel free to book a time with me or any of the Project Team or Subject Matter Experts for more info.

cheers,

​

 

*Please note this template copy may have been updated elsewhere - please check the relevant template for any recent updates