The end of the project is a time to determine what has worked well, what has not, and close out items with beneficiaries, the project team and volunteers, and sponsors. At the end of your project it may be useful to have review(s) with key groups or individuals. This is the opportunity to ensure everyone understands what has taken place and why. This is a time to reflect on any inadequacies or mistakes positively, objectively, and without allocating blame, as well as accept successes gratefully and realistically. From these review(s) it is suggested to write a summary report which could be used publicly. Sponsors often require specific reports which review the project and its outcomes, and provide a financial overview. If there are several sponsors then more or different reports may be required. These reports present the opportunity to make observations and recommendations, follow up on possible outstanding issues, and make notes on suggestions for a ‘next’ or ‘repeat’ event. All of these activities contribute to properly closing out the project, as well as build confidence and future support among fund providers and all those who have supported the project from inception to completion.
Services CC can provide at this point in the project closure process are:
- Assist in putting together the summary report(s) of the project
- i.e. project description, timing, ownership, results, outcomes, key documents
- Assist in final reporting required by fund provider(s)
- i.e. meetings, custom report(s), financial report(s), returning funds if required
- Distribution and filing of final documents
- E.g. to project leaders(s)/team, funder(s), CC Board