Workshop Aim: the aim of this workshop is to identify issues that are occurring in the Closing phase of projects. The workshop can also be used to train new Project Managers or to introduce a framework for managing projects.
Purpose of the phase: To ensure projects are formally closed, benefits are measured, and insights are captured for continuous improvement — transforming one-time experiences into organizational knowledge.
1. Workshop Goals
By the end of this session, the organization will:
- Formalize project closure with proper documentation, sign-offs, and financial reconciliation.
- Evaluate project outcomes against original objectives and KPIs.
- Capture lessons learned — what worked, what didn’t, and why.
- Assess benefits realization and alignment with the original business case.
- Establish a continuous improvement feedback loop into the PMO or future projects.
2. Prerequisites
Before the workshop:
- Completed project deliverables and stakeholder acceptance documentation.
- Final financial and performance reports.
- Access to project charter, baseline plan, and KPI data.
- Feedback from stakeholders and team members (via surveys or interviews).
- Any open issues or pending actions identified during final project review.
3. Workshop Structure and Content
| Segment | Duration | Activities | Outputs |
|---|---|---|---|
| 1. Kick-Off & Objectives Review | 30 min | Review the project purpose, scope, and KPIs to set context. | Shared understanding of success criteria. |
| 2. Performance Evaluation Session | 60 min | Compare actual results vs. plan (schedule, cost, scope, quality). Identify variances. | Final Performance Assessment. |
| 3. Lessons Learned Roundtable | 90 min | Facilitate open discussion: successes, challenges, and recommendations. Use structured categories (Planning, Execution, Stakeholders, Tools). | Documented Lessons Learned Report. |
| 4. Benefits Realization Review | 60 min | Validate achieved business benefits, ROI, and strategic outcomes. | Benefits Realization Report. |
| 5. Knowledge Transfer & Closure Actions | 45 min | Define how lessons and materials will be stored, shared, and acted on. | Knowledge Repository Plan and Closure Checklist. |
| 6. Celebration & Recognition Segment | 15 min | Acknowledge achievements and formally close the project. | Positive closure and morale boost. |
Total Duration: ~4.5 hours (half-day workshop)
4. Workshop Deliverables
- Formal Project Closure Report (including sign-offs)
- Lessons Learned Document (categorized by phase or domain)
- Benefits Realization Report
- Knowledge Repository Entry (for PMO database)
- Closure Checklist (financial, contractual, operational)
5. Learning Outcomes for Participants
After completing the workshop, participants will:
✅ Understand the importance of formal closure in governance and accountability
✅ Know how to conduct performance and benefits evaluations
✅ Be able to facilitate structured lessons learned sessions
✅ Learn how to transition project outputs into operational ownership
✅ Appreciate project closure as both a reflective and motivational process