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How to close off a project properly

How to close off a project properly
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The emphasis on getting things done (GTD) through technologies, tools and psychological tweaks has helped us become able to achieve new heights in productivity. This is great since the more things that we can finish, the sooner we can get on to other (often bigger and better) things. That could mean picking up more money, vacation time or opportunities to try new things – whatever is important at the time. But don’t be in too much of a rush to close a file or finish grinding out the last 10% of a task. There are some great ways to finish things that can yield important benefits for you and those around you who are involved. These benefits can often extend to those who may later come onto the scene.

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Closing a project should include the following elements:

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  • Recognition. McDonalds has its longstanding Employee of the Month picture frame program. Dell has a Volunteers of Distinction program for its employees who become involved with volunteer projects. Toastmasters International has numerous awards for its members completing various tasks and terms of office. The best programs have five aspects:
  • Achievable: The standards are high but not so high as to discourage all but the overachievers from trying to reach them.
  • Objective: People need to know what to expect and to perceive the granting of awards as not being an overly subjective process.
  • Practical: Include rewards that are sensible motivators. Time off and cash don’t make much sense if you are short staffed and cash strapped. However, when the coffers are full and you are in a slow season, time and cash would be better motivators than a coffee table ornament.
  • Timely: The closer the granting of an award to the completion of the task, the better.
  • Useful: Wherever possible, measure and reward something that helps to produce desired results.
  • Documentation. Most companies tend to do a pretty good job of documenting completions since it usually involves financial accounting aspects. Not-for-profit organizations are often notorious for failing to properly document project completions and address transfer issues. Doing a good job of these aspects can make life much easier for those taking over the offices in the future. For example, if an organization has an annual conference, it should prepare an electronic file with all the materials used to plan, promote, operate and complete the event. Maybe burn a CD and give it to the following year’s conference chair.
  • Review and re-examination. This is part of the sandwich – the stuff in the middle. Between the recognition and celebration aspects, this is a great place to conduct an evaluation and bring in constructive feedback so that improvements can be made in future projects. Such feedback should include some positives (things that worked well), suggestions for improvement and a positive overall. A sandwich within the sandwich. These reviews can provide tremendous growth opportunities for those involved, as well as helpful in improving the quality of the projects themselves.
  • Closure & cleanup. Aspects of closure normally include getting paid and paying everybody, completing any outstanding paperwork, filing any required reports, briefing anyone who needs to be briefed, tossing out the trash and cleaning up the factory, warehouse or workspace. Generally, once this is done, the slate should be clear and wherever possible there should not be lingering remains from old projects interfering with future activities.
  • Celebration. The Hollywood people have mastered this with wrap parties and big events such as the Academy Awards. Every time a film is completed, tradition calls for a “wrap party” where everyone involved in the production gets together for a celebration, wrapping up the production. The Academy Awards are an extreme case where the industry in a very public way awards its own for various things while bringing greater recognition to the film and television industry as a whole.

Build an event but keep it in proper proportion. For a small group project at work, ordering in lunch and having a light review and review wrap-up session would work great. The team leader could acknowledge everyone’s contribution, perhaps with a more senior executive coming by to say a few words and present awards. The meal itself could be the award but it is usually better to have something that goes beyond the event. Cash and time off are great but so is something tangible that can be put on display by the person who has earned it. For a bigger project, a big splash at a hotel or conference venue might give the best results. What such an event should look like and how big it should be depends on a number of factors. The important thing is to scale it appropriately. Putting an event together can take considerable time, money and effort, so some thought should be put into planning and managing it properly.

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Overachievers beware. Finishing does not mean starting. There is nothing wrong with using a closing event to announce something new. In fact, this is often a great way to launch a new project. But launching something new should not undermine the thing just completed. Focus the events surrounding the completion on the completion, not on the new beginnings. This serves to preserve the integrity of the activity just completed and to allow those involved to take a breath, enjoy the prizes, tidy up the paperwork, reflect, mop up any odds and ends, and freely enjoy the celebration without getting prematurely wrapped up in the next thing.

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These above completion elements might seem obvious to someone reading them but there is often no formal process in a company or organization for carrying them out effectively. Those that have these processes tend to do a much better job of completing projects with a flourish than those that do not. Larger and more successful companies and organizations tend to be the ones that have such processes.

Those who do a great job finishing projects leave fellow team members motivated towards getting involved and doing great things on future projects. A well completed task also has enough properly completed documentation associated with it that anyone who wants to learn from or duplicate the results in the future is able to do so without having to figure it out from scratch.
If you have any tips or ideas to share on finishing, please post a comment.

Peter Paul Roosen and Tatsuya Nakagawa are co-founders of Atomica Creative Group, a specialized strategic product marketing firm. Through leading edge insight and research, sound strategic planning and effective project management, Atomica helps companies achieve greater success in bringing new products to market and in improving their existing businesses. They have co-authored Overcoming Inventoritis: The Silent Killer of Innovation now available.

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Last Updated on August 6, 2020

35 Top Productivity Apps for iPhone (2020 Updated)

35 Top Productivity Apps for iPhone (2020 Updated)

Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 35 best productivity apps for iPhone (all categorized based on their functions) to provide you with an all-in-one resource for you.

For Getting Things Done

1. OmniFocus

This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

Download it here.

    2. Forest

    Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

    Download it here.

      3. Things

      Another robust choice, this app is a favorite amongst “productivityists”.[1]

      Download it here.

         

         

        4. Any.Do

        A beautiful-looking app that is both easy on the eyes and your wallet.

        Download it here.

          5. PocketLife Calendar

          This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

          Download it here.

            6. Asana

            We’ve covered Asana here at Lifehack

            , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

            Download it here.

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              7. ToDoist

              This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

              Download it here.

                 

                 

                8. Calendars 5

                This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track, and complete your to-dos.

                Download it here.

                  9. Clear – Tasks, Reminders & To-Do Lists

                  A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                  Download it here.

                    10. Due

                    A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                    Download it here.

                      11. Checkmark 2

                      I use this app

                      for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and valuable addition to my productivity arsenal.

                      Download it here.

                        12. TeuxDeux

                        Created by Tina Roth Eisenberg and Fictive Kin — TeuxDeux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then TeuxDeux will be right up your alley.

                        Download it here.

                           

                           

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                          13. Nirvana

                          For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                          Download it here.

                            14. Priorities

                            An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                            Download it here.

                              For Building Habits

                              15. Productive

                              With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day, and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                              Download it here.

                                16. Habitica: Gamified Taskmanager

                                You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                Download it here.

                                  17. Streaks

                                  This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                  Download it here.

                                    18. Remember The Milk

                                    Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                    Download it here.

                                      19. Day One Journal

                                      When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                      Download it here.

                                        For Files Organization

                                        20. Evernote

                                        Touted as the world’s most widely-used productivity app, Evernote is an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                        Download it here.

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                                          21. Pocket

                                          You can save an article, video, or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                          Download it here.

                                            22. Sync.Me

                                            This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter, and Google+.

                                            Download it here.

                                              23. Droplr

                                              One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                              Download it here.

                                                24. Dropbox

                                                Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive on your iPhone. A must-have.

                                                Download it here.

                                                   

                                                  For Working Smarter

                                                  25. Captio

                                                  A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                  Download it here.

                                                    26. Drafts

                                                    A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things, and more.

                                                    Download it here.

                                                      27. NoteShelf 2

                                                      This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                      Download it here.

                                                        28. Doodle

                                                        This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

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                                                        Download it here.

                                                          29. TextExpander (Legacy)

                                                          I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                          Download it here.

                                                            30. Launch Center Pro

                                                            A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                            Download it here.

                                                              31. GoodReader

                                                              This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                              Download it here.

                                                                32. LogMeIn

                                                                Want to be able to control your Mac from wherever you are? Then get this app.

                                                                Download it here.

                                                                  For Improving Security

                                                                  33. 1Password

                                                                  There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                  Download it here.

                                                                    34. LastPass Password Manager

                                                                    You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                    All you have to do is remember your LastPass master password, and LastPass auto-fills web browser and app logins for you.

                                                                    Download it here.

                                                                      35. Truecaller

                                                                      Identify and block spammers, search for unknown numbers, and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                      Download it here.

                                                                        There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                        Featured photo credit: William Hook via unsplash.com

                                                                        Reference

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