As a Senior Project Manager, I don’t just manage projects; I manage a portfolio. And right now, in the heart of autumn, I can’t help but see the parallels between my job and the final, intense weeks of Major League Baseball.
We often treat project closeout like the last week of the regular season for a team that’s already been eliminated. We’re tired, the budget is spent, and we’re just running out the clock. We file some documents, send a final email, and mentally move on.
This is a critical mistake.
Project closeout isn’t the end of the regular season. It’s the ALCS and NLCS. It’s the high-stakes, high-pressure playoff series that determines if you get to the World Series and how you’re positioned to win it.
The “Championship Series”: Winning the Final Hand-Off
Think about the ALCS or NLCS. The pressure is immense. Every pitch, every at-bat, every defensive shift is magnified. This is your project’s final 10%. This is where you hunt down the last stakeholder signatures, finalize the “as-built” documentation, and ensure every financial loose end is tied.
In our portfolio, this “Championship Series” is the last gauntlet of stakeholder acceptance. A weak closeout—like a star pitcher getting shelled in a key game—can unravel months of hard work. A messy transition to the support team, an ambiguous final report, or a missed deliverable is the equivalent of blowing a 3-1 series lead. You may have finished the project, but you didn’t win. You’ve left the client (your “home crowd”) feeling uncertain and frustrated, which is a terrible way to start thinking about the next project.
The “World Series”: Cementing the Win
Your “World Series” is that final, formal sign-off. It’s the final presentation, the “go-live” celebration, and the handshake that confirms “job well done.” You must execute this flawlessly. This victory isn’t just about this project; it’s about building a franchise. It’s the moment you cement your team’s reputation as “champions”—a team the organization wants to fund again.
The “General Manager” Mindset: Using the Win to Build a Dynasty
This is the most crucial part, and it’s where a Senior PM’s portfolio-level thinking comes in.
A great baseball General Manager (GM) isn’t just popping champagne after the World Series. They are already planning for next season. They’re using the playoff performance to make critical decisions. We must do the same.
- Analyze the “Game Film” (Lessons Learned): A good closeout includes a meaningful lessons-learned session. This isn’t a venting session; it’s an analytic review. Where did we get our “runs”? (What processes worked?) Where did we commit “errors”? (What bottlenecks appeared?) This “game film” is the scouting report for your next project.
- Evaluate Your “Roster” (Resource Planning): Who was your playoff MVP? Which team member stepped up under pressure and acted like a “closer”? Who is ready to be a “starter” (a team lead) on the next project? Who needs some “off-season coaching” (training) in a particular skill? A strong closeout gives you perfect, fresh data to build your next project team.
- Secure Your “Season Ticket Holders” (Client Relationship): Winning the World Series creates fans for life. A clean, professional, and celebratory project closeout does the same. You aren’t just handing over a deliverable; you’re reinforcing the client’s decision to trust you. This turns a completed project into repeat business. It makes the kickoff for the next project a reunion, not a sales pitch.
Don’t just “close” your next project. Win the series. Use the momentum, the data, and the political capital from that win to launch your next initiative, not from a standing start, but as the reigning champion. That’s how you build a dynasty.
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