How to Write the Close Out Report | Google Project Management Certificate

How to Communicate Project Problems

In this section, the speaker discusses the importance of effectively communicating project problems and how to synthesize information into a concise summary for stakeholders.

Synthesizing Project Problems

• Effective communication involves synthesizing information from various sources like conversations, emails, and documents.

• Project managers frequently use this skill when leading meetings, writing documentation, and emailing team members.

• The ability to provide a one-sentence summary of a project problem is crucial for engaging senior stakeholders effectively.

Communicating Project Problems

• Project managers must address and communicate project problems as part of their role.

• It is essential to escalate significant issues to senior stakeholders for input and guidance on solutions.

• Synthesizing relevant information into a coherent summary is the responsibility of the project manager to ensure clear communication of the issue.

Problem Summary Example

• Crafting an effective one-sentence overview requires synthesizing data from multiple sources like emails, presentations, and meeting notes.

• Providing stakeholders with a concise problem summary along with proposed solutions allows them to make informed decisions or offer alternative suggestions.

Objectives and Key Results (OKRs) in Project Management

This section introduces Objectives and Key Results (OKRs) as tools for organization-wide goal setting in project management.

Understanding OKRs

• OKRs combine goals with metrics to determine measurable outcomes within organizations.

• Objectives define what needs to be achieved, while key results outline how success will be measured at organizational, team, or individual levels.

Application of OKRs

• OKRs serve as a reference point for aligning project goals with organizational objectives to ensure relevance and value in projects.

• They provide a shared language within organizations and help evaluate projects based on their contribution towards achieving broader organizational goals.

Stakeholder Communication with OKRs

• Referencing OKRs when communicating project problems helps stakeholders understand the impact on organizational objectives and why addressing these issues is crucial.

Effective Email Communication with Stakeholders

In this section, the importance of effective email communication with stakeholders is discussed, focusing on strategies to ensure emails are impactful and receive the desired response.

Strategies for Effective Email Communication

• Identify what is important to your stakeholder, especially senior stakeholders who prioritize organizational impact over project-specific issues.

• Craft a clear subject line that succinctly conveys the email's purpose and indicates the action expected from the stakeholder.

• Use terms like "urgent" or "please review" in the subject line to grab attention and convey the necessary response timeframe.

• Keep the body of the email concise, outlining the problem, its potential impact on organizational goals, and specifying the required decision from the stakeholder.

• Prioritize proofreading for accuracy in spelling, grammar, and hyperlinks to enhance professionalism and clarity.

Project Closeout Report Importance

This section delves into the significance of creating a project closeout report as part of project management activities to summarize project outcomes and facilitate future projects.

Significance of Project Closeout Report

• The closeout report consolidates project documentation into one place, serving as a reference document for reflecting on team performance and ensuring task completion.

• It confirms project closure by summarizing deliverables, success metrics, feedback, lessons learned, and next steps for organizational reference.

• A well-crafted closeout report enhances satisfaction with completed work, enables smooth transitions to new projects, and boosts communication among team members not directly involved in the project.

Project Closeout and Impact Report

In this section, the importance of project closeout reports and impact reports is discussed. The process of documenting project outcomes, lessons learned, and creating an impact report for stakeholders is highlighted.

Project Closeout

• When writing a project closeout report, ensure to include sections such as project summary, methodology, performance baseline, outcomes, lessons learned, next steps, and project documentation archive.

• The purpose of a closeout report is to compile essential aspects of the project for future reference by project managers.

Impact Report

• An impact report showcases the value added by a project to stakeholders who were not involved in day-to-day operations.

• Elements of an impact report include analyzing results for improvement, motivating staff and stakeholders, building trust with supporters and sponsors, and sharing lessons with similar organizations.

• The executive summary in an impact report provides a concise overview of the project's purpose, outcomes, and main points for stakeholders who may not have time to review the entire report.

Creating an Impact Report: Key Elements

This section delves into the key elements required when creating an impact report. It emphasizes the importance of detailing results effectively to showcase project success.

Executive Summary

• Drafting an executive summary involves highlighting the project vision, key accomplishments (financial highlights included), lessons learned for future improvements.

• An example illustrates how to structure an executive summary based on a completed project launching a money-saving app that automatically transfers funds into savings accounts bi-monthly.

Project Accomplishments

Main Ideas Overview

This section covers the main ideas discussed in the video regarding reporting impact, analyzing results, motivating stakeholders, building trust with supporters and sponsors, sharing lessons with similar organizations, and the importance of executive summaries.

Key Concepts

• Reporting impact is crucial for:

• Analyzing results to adapt and improve services.

• Motivating staff and senior stakeholders by celebrating achievements.

• Building trust and credibility with supporters, sponsors, funders, and beneficiaries.

• Sharing lessons learned with similar organizations.