While you may find it a bit presumptuous to start planning for the end of your project before you start (and some people focus too much attention on this), you should have some plans for a smooth closing that are in place from the outset. For example, do you have a file for each person who leaves the project? Invariably, someone will leave along the way. You need to have information available should you need to contact this person when the project ends, for any reason from missing a report to sending a 1099 form. Make sure from day one that you have files on all vendors you use and anyone else who may only be involved with the project for a short time. You also need to make arrangements for:

• Returning items borrowed from other departments or from friends or neighbors

• Accounting for leased or rented equipment

• Cleanup after a conference, party, or banquet

• Presenting the final product or finished project to stakeholders

Final phase and end plans need to be in place from the start. There must also be a discussion of postproject evaluations so the team knows to expect them. Evaluations will provide a forum for team members to give and receive feedback on several aspects of the project, including its organization and leadership, as well as their own performance.

Beyond the End

If the project is one in which you are creating a product or service that will be sold or distributed to the public, you also need to set a time to start planning your postproject marketing strategy. One of the biggest mistakes a company can make is not looking beyond the actual project. For example, a project to make a Web guidebook was set to take three months. The project was completed and the books were printed and ready to go. However, no one took the time to put together a marketing plan. Thus, the project team was asked to scramble and try to start selling the book. They sold a few, but the results of this successful project were unsuccessful book sales. Why? Because the hand off was not addressed during the project phase. Set the wheels in motion during the creation of a project so that the product or services have a life after the creation.

How many people have built something and never bothered to use it, or written something they meant to send to magazines or publishers but never did? There are many unfinished projects, but there are also many finished ones that never got beyond their creation.

Learn from the Past

Although you may not be doing this exact project again, you may find yourself doing one that is similar in the future. You will want to learn from your experiences on the project. Make sure you are documenting what you do as you proceed for the sake of your own future projects and those of the group, company, or organization who will benefit from them. Even in a family project, it's a good idea to save the plans of your trip to France just in case you decide to travel to Italy in a couple of years. Half of your research will be done, and you'll be able to learn from what you needed to do for your previous long-distance vacation.

The Carrot

You might also consider doing some motivational advance planning. If you're building a patio for the backyard and have a pretty good idea that you will be finished by June 23, why not plan a July 4 party to christen the new patio and show it off to all of your neighbors? Likewise, if you are moving to a new office space, plan a big office-warming party. Anything you can imagine that will help encourage everyone to keep plugging away is worth considering. Many filmmakers look forward to their big opening night even before the final editing. While a project launch can be motivational, it is important not to think too long about the end results before you get down into the trenches and do the work.