Step 5: Project Closeout
Your design was amazing, the client was thrilled--you're done, right? Not so fast, there's still one more step. The fifth and final step is Project Closeout.
Why do we need to close out a project? Two reasons.
First, you don't want a client who continually messages you asking questions and advice after the project is complete. A client exit meeting lets them know that the project has officially ended. You'll be able to hand over their digital binder so that they have all of the information they'll need moving forward. (Of course, you can give them a physical binder as well.) The expectation should be that any additional time spent answering questions after this meeting, will be billable time.
The other reason for this step is to gather and review all of the information and knowledge you need to improve your process going forward. From what your margins were to how well you managed your time to how well any bumps in the road were handled. The more you know the more profitable you can be in the future.
Client Exit Meeting
Before the Client Exit Meeting:
Make sure that all of the project documents, the warranties, maintenance, drawings, etc. have been uploaded into the project.
Make sure that they're visible to the client as well. Think of these documents and files as a house manual, it's your digital binder. Everything that your clients are going to need to self-serve afterwards.
During the Client Exit Meeting:
Have the client log into your studio and show them exactly where to find any information they will be looking for in the future.
Explain what's in there: all the project deliverables, a copy of all of their invoices, all messages, maintenance information, warranty information
Make sure that they know that they have continued access to this even though the project is complete.
The client exit meeting is also a great time to present a thank you gift and ask for feedback and a testimonial.
Project Autopsy
The very last part of Project Closeout is to conduct a project autopsy. How many hours did you budget? Did you complete the work within the allocated budget? Were there un-invoiced hours? Look at the project pricing sheet. Were you profitable on the products you ordered?
Finally, compare the overall project with your three original objectives. Were you on time? Were you within budget? Did you deliver the scope? The very, very last step is to make any adjustments to your process to make it even better the next time around and just like that this project is complete.
Congratulations, your project is complete!
We recommend that you archive the project to move it out of your active project list.
If you need any additional support, click the question mark in the upper right-hand corner to chat with a member of our team.
Happy designing!