EFFECTIVE PROJECT

CLOSURE AND APPROVAL

PROCESS
By: Tyrone Shirazi
 Overview
Part 1
The Problem / Opportunity
The Solution/ Improvement
Part 2
Understanding client requirements
Understanding client objectives
Meet with internal stakeholders
Scope statement
Project deliverable / Task breakdown list
Timeline sample
Out of scope
Part 3
Confirming scope and deliverables (sample e-mail)
Part 4
Monitoring and controlling the project / Tracking project tasks
Part 5
Confirming completion of scope and deliverables (sample e-
mail)

Part 6
Skills required to be a successful project manager
Understanding the problem and identifying
possible solutions
The Problem / Opportunity
Projects get delayed due to frequent changes suggested by the
client post internal UAT testing. This results in extended timelines,
poor resource utilization which ultimately delays the project go-
live date.

Reason 01 Reason 02 Reason 03

Client requirements The Scope is not defined Detailed tasks not being
are not undestood properly which leads to identified at the begining
properly, due to the different stakeholders of the project which leads
client sending the having different to additional tasks or
requirents through expectations about what features being added
messages, or on call. the project will deliver. without adjusting
timelines
The Solution / Improvement
Setting clear expectations with a client is one of the most critical
aspects of project management, as it helps ensure that both the
project team and the client are aligned in terms of goals,
deliverables, timelines, budget, and other critical project factors.

Clear expectations reduce the risk of misunderstandings,

dissatisfaction, and project failure.

Outcome 01 Outcome 02 Outcome 03

Ensures Alignment on Defines the Scope and Establishes Realistic

Project Goals. Deliverables Clearly. Timelines.
Setting expectations This will prevent By clearly defining
helps both the project the client from timelines, milestones, and
team and the client continuously asking for deadlines, both the client
align on what the project additional features or and the project team can
is intended to achieve changes set achievable and realistic
targets.
Defining the process for sucessful completion of
projects
01 Understanding Client Requirements

A detailed business requirement is a crucial document, especially at

the start of the project as it helps us understand the business
objectives and the scope.
This is important as it prevents miscommunication, and ambiguity,
ensuring everyone involved understands the purpose and focus of
the project from the start.

If the client does not provide a business requirement document, we

can create one send it to the client for approval
 02 Understanding Client Objectives
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03 Meeting with internal stakeholders

Once the client requirements are understood an Internal meeting

needs to be set up with all stakeholders i.e. the project lead, developers,
operations and management.

Benefits
Aligns the Team on Project Objectives and Facilitates Better
Decision-Making
Helps create a detailed scope statement and list of tasks required to
achieve project deliverables
Optimizes Resource Allocation and set practical timelines
Identifies Potential Issues or Gaps
Mitigates Risk and Identifies Dependencies
 04 Creating a detailed scope statement

Project
A scope statement is a critical document that sets the foundation for a
Scope Statement successful project. It defines the boundaries of the project, clarifies
stakeholder expectations, provides clear objectives and deliverables

Example
The purpose of this project is to design and implement an interactive
Sales Performance Dashboard using Tableau to provide key
stakeholders (Sales Managers, Executives, and Analysts) with real-time
insights into sales performance across various regions, products, and
time periods.
The goal is to improve decision-making, identify trends, track KPIs, and
facilitate data-driven strategies to boost sales.
05 Project deliverables / task list breakdown

Once the scope is finalized, we need to break down all the tasks
necessary to complete the project. modules and phases can be defined
and sub tasks can be added.

Example
Sales by region, product category, time period (monthly, quarterly, yearly).
Sales comparison metrics (e.g., Year-over-Year, Month-over-Month).
Filters for user-driven analysis (e.g., Sales Representative, Region).
Visualization of key metrics like Total Sales, Gross Profit, Sales Target vs.
Actual, Top 10 Products.
Drill-down capabilities for detailed views of individual sales reps, regions,
and products.
Responsive design for accessibility on desktop and tablet.
Publish the dashboard to Tableau Server for access by all relevant users
Conduct training sessions for 5 key users.
 06 Creating practical Timelines
Once tasks are broken down, a realistic and practical timeline needs to be created which is practical
and beneficial to both, the business and our clients

Project X
Project completion timeline UAT testing & go live
Week 1 Week 2 Week 3 Week 4 Week 5

Task1 Day 1 Day 2 Day 3 Day 4 Day 5

Task 2

Task 3

Task 4 Review 1 Post Review 2 Go live

review test

Project completion timeline should include

Internal test time
Buffer for absenteeism (Sick leave etc)
Public holidays
UAT testing depends on the length of the project, or CR
07 Listing down tasks that are out of scope

Once a detailed tasks list is created, we will be able to identify and list
down tasks that will not be in scope. this is very important as it sets clear
expectations with the client right at the beginning of the project

Example
Advanced Predictive Analytics: This dashboard will not include
advanced statistical modeling or machine learning features.
Mobile App Version: The dashboard will not be optimized for mobile
apps in this phase.
Integration with External Tools: No integration with tools like CRM
systems or external APIs for sales automation will be part of this
project.
Customization for Individual Users: Personalized dashboards for
individual users beyond what is specified above are not part of the
scope.
 Formal proposal to be sent to the client for
confirmation on project scope and deliverables
 Request confirmation mail from a client
08
regarding scope and deliverables
Subject: Request for Confirmation: In-Scope, Out-of-Scope, and Deliverables for [Project Name]

Dear [Client's Name],

I hope this message finds you well. As we move forward with the planning phase of the [Project Name], we
want to ensure that we are aligned on the key aspects of the project to avoid any misunderstandings or
scope changes later on.
To that end, we’ve outlined the in-scope and out-of-scope items, as well as the deliverables for this project,
based on our discussions so far. We have also added the project timelines. Please review the details and
confirm whether they reflect your understanding and expectations. If there are any adjustments or
clarifications needed, feel free to share your thoughts.

Once we receive your confirmation, we can start the project. If you have any questions or would
like to discuss any of the points in more detail, please don't hesitate to reach out.

Looking forward to your confirmation and any additional feedback you may have.
Best regards,

[Your Signature]
Monitoring and controlling the project by
assigning and effectively tracking tasks
 09 Scheduling and tracking project tasks
Successfully assigning and monitoring tasks is crucial for maintaining productivity, ensuring quality, and
delivering on time.
Effective task management involves clear communication, proper tools, and regular checks to ensure that
tasks are progressing as planned. Here’s a few tip’s on how to do it

1. Assigning tasks: Clearly understand the tasks objectives.

As project leads, we first need to understand the tasks before assigning it. Failure to do this will cause a lot
of confusion later on.
Prioritize tasks based on their importance, deadlines, and dependencies
Assign tasks based on team members' strengths, and skills. Ensure tasks are not overly difficult or too easy
for the developer’s experience level.
Pair junior team members with more experienced ones for mentoring, when appropriate.
provide time estimates to give an idea of how long each task should take
Share the task list and project progress with the whole team to ensure everyone knows what others are
working on.
10 Scheduling and tracking project tasks (Contd)

2. Monitoring tasks: Clearly understand progress

It’s important to check the status of tasks, ideally in real-

time, so that you can see who is working on what.
Encourage the team to highlight concerns(technical
issues, unclear requirements, dependencies on other
tasks) as soon as they arise.
Monitor the team's capacity and redistribute tasks if
someone is overburdened or underutilized.
Regularly solicit feedback from your team members
about the tasks they are working on.
Ask if they need additional clarification, support, or if
they are facing roadblocks.
Project closure mail
 Request confirmation mail from a client
11
regarding completion of scope and deliverables
Subject: Completion of All Project Deliverables for [Project Name]

Dear [Client's Name],

I hope this message finds you well.

I am pleased to inform you that we have successfully completed all the agreed-upon deliverables for the
[Project Name] as outlined in the project scope. After thorough testing and review, we are confident that the
project meets the outlined objectives and quality standards.

Please take a moment to review the final outputs at your convenience. If there are any questions
or additional adjustments needed, do not hesitate to reach out. We are more than happy to assist
with any final refinements or clarifications.

Thank you again for your collaboration and trust in our team.

Best regards,

[Your Signature]
Project Manager Skillset
Skills required to be a successful project manager
1. Leadership Qualities
Inspiring and motivating teams: A good project manager leads by example, providing direction and
ensuring team members stay motivated and focused.
Decision-making: You must make timely and informed decisions, especially when issues arise or
adjustments are needed.
Conflict resolution: Conflicts are inevitable. The ability to mediate and resolve disagreements
constructively is important.

2. Effective Communication
Clear communication: Conveying project goals, timelines, and updates to all stakeholders (team
members, clients, executives) is essential.
Active listening: Understanding concerns and feedback from all involved parties helps manage
expectations and improve project outcomes.

3. Time Management
Meeting deadlines: Keeping the project on track involves managing time efficiently and addressing any
delays or roadblocks.
Scheduling: Creating realistic timelines, monitoring progress, and adjusting schedules as needed are key
aspects of time management.
Skills required to be a successful project manager (contd)
4. Problem-Solving abilities
Critical thinking: Analyzing problems and coming up with effective solutions, often on the fly, is a common
requirement.
Risk management: Identifying potential risks early, assessing their impact, and planning mitigation
strategies is essential to avoid disruptions.

5. Stakeholder Management
Client management: Keeping clients or stakeholders engaged, informed, and satisfied while managing
their expectations is vital for success.
Negotiation skills: You may need to negotiate with clients, suppliers, or team members regarding scope,
deliverables, and timelines.
Influence and persuasion: Sometimes you'll need to persuade others to adopt a course of action, get buy-
in, or advocate for the resources or changes needed.

6. Technical Proficiency
Project management tools: Proficiency with tools like Asana, Trello, Jira, Microsoft Project, or others to track
and manage tasks, timelines, and resources.
Industry-specific knowledge: In some cases, a deep understanding of the technical aspects of the project
(e.g., software development, construction, marketing) is necessary.
Skills required to be a successful project manager
7. Emotional Intelligence (EQ)
Self-awareness: Being aware of your own emotions and how they impact others helps you manage stress
and remain calm under pressure.
Empathy: Understanding the emotions and needs of team members helps build strong relationships and
manage diverse personalities.
Self-regulation: Remaining composed and maintaining a positive attitude, even in difficult situations, can
help inspire confidence in the team.
THANK YOU!