If there is one phase of any project that is frequently ignored or reduced it’s the project close-out phase. By the time most teams get to this phase, they are worn out and ready to either go on vacation or go on to another project. You can’t measure the success of a project, or the lessons learned that can be applied to future projects, without having gone through the project close-out phase. The following items are several steps that result in the development of helpful tools that become a useful reference for future projects. They can also be the basis of positive PR for your team to put in front of management:
The End-User Survey:
Before you relocate the end-users or stakeholders, send them a brief survey that measures their level of satisfaction with their existing work environment. The questions should be based on issues that you believe will be improvements that the new space will provide compared to the end-user’s existing space. Common issues that the questions may address could be topics such as space standards, furniture standards, aesthetics, lighting, support areas, HVAC comfort, as well as visual and acoustic privacy. After they have moved to and acclimated to their new space, those same questions can be asked again, and the results tabulated. Survey Monkey or other similar web-based tool. Have them rate each issue on a scale of 1 through 5 or (poor to excellent). If the project was a success in the eyes of the end-users, you should see a significant difference in the numerical tally between the two surveys. Use this survey to create metrics for the project that can placed into a memo for management to review. Blow your horn to illustrate your value to your organization.
IPOR/FPOR (Initial Plan of Record/Final Plan of Record):
It is important to track the initial budget item costs against the preliminary budget estimates and the final costs of the project so that you can justify project budget vs actual variances as well as to use as reference for future, similar projects. This document also assists in developing a lessons-learned document. Make sure you fill in the remarks column with any additional information about the reasons for the variances. Other project metrics that might come in handy in the future can be documented in this spreadsheet such as square feet per person or construction costs per square feet.
Best Practices/Lessons Learned Document:
Create a document that reviews the project successes and the reasons for those successes. Where is there room for improvement for your next projects? What processes or steps can be eliminated, which processes should be refined? Continual improvement should be the focus.
If you would like to see how project close out metrics can be incorporated into improving your future projects, please contact Rich Fanelli at 703-563-0379 or firstname.lastname@example.org