Inhalt
Introduction
The end of a project doesn’t just signify the close of a phase—it marks a crucial milestone that paves the way for future steps and lays the groundwork for effective knowledge transfer. This is where the closing workshop plays a central role: it ensures that all documentation is complete, feedback is gathered, and responsibilities for the post-project phase are clearly defined. Our project management software provides the ideal platform to support the entire workshop process—from communication and documentation to project governance.
What Is the Closing Workshop?
The closing workshop brings together all key project stakeholders—from the project team to the client—to structure the project closure in an organized way. The goal is to resolve outstanding issues, assign remaining tasks, and ensure that all project documentation is complete. Our PPM software serves as a central platform for planning, conducting, and documenting the workshop, offering a comprehensive overview of all project data, documents, and tasks.
Content and Objectives of the Closing Workshop
Finalizing Documentation
Project documentation forms the basis for future knowledge transfer. With our software, all project documents can be stored centrally and securely—including version control and shareable approval links for external users. Particularly useful is the ability to integrate checklists directly into Kanban cards, enabling a structured approach to resolving outstanding items and bringing them to a final close.
Mutual Feedback Within the Project Team
Open feedback helps reflect on team collaboration and identify areas for improvement in future projects. Our meeting module allows feedback to be documented directly: minutes are generated and shared with all participants afterward. Team members can leave real-time comments or clarify questions, making the feedback process more transparent and engaging.
Defining Future Ownership
After project completion, it’s essential to establish clear responsibilities for ongoing tasks and follow-up. Our project management software’s roles and permissions feature makes this handover simple and transparent. In addition, project KPIs and labels can be used to assign and monitor ownership for areas such as costs, resources, or risks.
Preparing or Following Up on the Handover
Whether the handover to the client is prepared during the closing workshop or handled afterward depends on the project’s progress. Our software offers a project pipeline that allows you to update project status and keep all stakeholders informed about progress and closure. Checklists and Kanban boards ensure that all tasks are completed according to requirements and that the final report is ready.
Assigning Remaining Follow-Up Tasks
If any tasks remain after the official project closure, they can be assigned directly during the workshop to the responsible individuals, along with clear deadlines. These remaining tasks are clearly visualized in the Kanban board of our PPM solution and appear in each responsible team member’s personal Kanban view—ensuring seamless tracking and follow-through.
The Structure of the Closing Workshop
A well-structured closing workshop requires a clear framework. Our project management software supports this with calendar functions for scheduling, as well as tools for assigning tasks and responsibilities. In addition, meetings and discussions can be efficiently organized and recorded using the integrated meeting module. This ensures that no details are lost and that the workshop remains focused and efficient.
Content Design of the Closing Workshop
The closing workshop ensures a smooth transition from the project phase to the post-project phase. Our project file and reporting module provide a complete overview of project progress and key metrics, allowing data and reports to be presented in a structured and targeted manner. The ability to organize tasks in different views—personal Kanban, team Kanban, and departmental Kanban—ensures that each department receives exactly the information it needs for its future work.
Conclusion
A closing workshop is far more than a formality—it’s a strategic step to ensure long-term project success. With our project management software, all key information can be centrally documented and made accessible. It supports complete documentation, feedback collection, and follow-up planning within a single integrated environment. As a result, the closing workshop not only ensures a smooth wrap-up but also provides a solid foundation for continuing the project and achieving high stakeholder satisfaction.
