Project Closeout Meeting Agenda

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Quick Summary
This template provides an agenda for a Close Out Workshop, an occasion where the Program Team and others can document what worked, areas for improvement, lessons learned, and next steps, if any. Instructions are included.

What this is

This template provides an agenda for a Project Closeout (or Lessons Learned) Meeting to be held at the end of a project. The file also provides background on the Closeout process and guidelines for the Closeout meeting. The meeting's purpose is to:

• Formally close out the project with the project team.
• Identify the roles in the on-going maintenance or future work on the product of the project.
• Capture "lessons learned" from this project to transfer to future work.

During most of the meeting, the team identifies and documents what worked, areas for improvement, lessons learned, and recommendations for future projects and teams.

The project team may also cover items related to remaining project actions, follow-on implications, and officially closing out the project from an administrative standpoint.

Why it's useful

• Provides a full team forum for acknowledging successes and capturing lessons learned, so that the team and others benefit from what got learned on this project.
• Communicates the change in project status to the project team members and provide an official sense of closure to the project team and ensure that any final items needing attention have been identified and actions assigned.
• Provides an orderly transition of the product from development to production support.

How to use it

1. Plan the meeting well in advance so that all of the key players can attend. (Program Manager)
2. Send out the Close Out Meeting agenda to all attendees and request that they think about the agenda items. (Program Manager)
3. Optional: Request information offline from people in preparation for the meeting. See our Lessons Learned Survey file for an example email survey.
4. Prepare an agenda for use in the meeting. See the template in this file. (Program Manager)
5. Prepare any reference materials that will help the meeting attendees - e.g. project history information such as how major milestones were achieved vs. plan.
6. Follow the agenda during the Workshop, making sure that all of the information gathered is documented by an assigned scribe. (Workshop Facilitator and assistant). See additional details on the facilitator role within this document.

This template requires a Premium Subscription

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