Project Communication and Documentation 225to a successful conclusion. I like to refer to this as the punch
list(a convenient but unofficial term). It may make sense to
create a small plan around the punch list items that would
include these documents:
- Punch List Task Listing. A simple list of the tasks
remaining, which you should review with your customer. - Punch List Responsibility Matrix. A smaller version of
the Responsibility Assignment Matrix, showing who’s
responsible for executing the punch list tasks. - Punch List Schedule. A schedule that includes only the
items on the punch list, which you should review with
your customer, so as to avoid surprises.
Customer Documents.The key documents related to handing
off the project (and project deliverables) to the customer
include the following:
- Operating and Maintenance Manuals. If your deliver-
ables include equipment that the customer or user is to
place into service, you should provide information on
how to operate and/or maintain the equipment as part
of the original project agreement. - Customer Acceptance. This is a critical document. You
should always confirm that the customer is satisfied, is
ready and willing to accept the deliverables of the proj-
ect, and considers the project to be formally concluded.
Organizational Documents.There are a few key documents
that are of interest to your organization at the end of the proj-
ect, including the following three:
- Performance Evaluations and Recognition. You may be
asked to provide evaluative reports on the performance
of team members, generally by the resource providers
who assigned the people to your project. You can use
this opportunity to formally recognize the efforts of your
team members. However, it’s often more impressive to
create separate documents that can be placed in team
members’ permanent records.
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