Closing projects properly

In 2019, I started a major research project on bridge load testing. Then in 2020, a second big project on a related topic followed. Over the years, both have become long-standing parts of my professional life, with regular meetings and the supervision of the two PhD students on these projects. And now, in 2025, they are both reaching their end.

Five or six years is a long time to carry out a significant amount of research and make real progress. There have been ups and downs, pandemic interruptions, moments of flow, and others of tension. Having had my professional identity pretty much ties to bridge load testing over these years, closing these projects is not simply about handing in a final report or sending one last invoice. It’s about finishing well.

Now that I’m in the final stages (developing deliverables, writing up results, and preparing for knowledge transfer) I’ve been reflecting on what it means to close a project properly. Here are some of the key lessons I’ve learned and the practices I’m following to make sure these projects don’t just fizzle out but instead conclude with clarity and care:

• Check in with the original proposal: Go back to the beginning. What did you promise in your project proposal? What were the deliverables, outcomes, or impacts you committed to? Review in detail, and assess whether each item has been fulfilled. If there are gaps, think about how you can still address them, or document them with transparent explanations.
• Course-correct where necessary: Not everything goes to plan. Maybe some tasks evolved, goals shifted , or unforeseen events (say, COVID and lab shutdowns) altered the timeline. If you find areas where outcomes differ from the original plan, communicate this clearly with the funding body and negotiate what you can deliver. Offer context and explain how the project adapted. Closing a project doesn’t require perfection, but it does require transparency.
• Write the final deliverables: Whether it’s a report, paper, dataset, or toolkit, make sure your final deliverables get submitted. Think not only about ticking boxes but also about readability and usability. These outputs are often what remains long after the project is done: make them count.
• Check the project finances: This one may sound less exciting, but it’s essential. Finalizing the financial side of a project is a necessary part of responsible research. Ensure all invoices are submitted, subcontractor payments are handled, reimbursements closed, and that you’ve stayed within budget (or provided justification if not) before the system closes your project. If the budget was underspent, be ready to explain; if overspent, be prepared to show where and why.
• Think about knowledge transfer: Closing a project shouldn’t mean the end of its usefulness. Can your findings inform policy? Be translated into practice? Inspire teaching materials? Think about how to move beyond the academic publications and consider real-world implementation. This could involve workshops, short guides, blog posts, or follow-up meetings with stakeholders.
• Plan for follow-up: As one cycle ends, another may begin. What new questions emerged during the project? Are there opportunities for future funding or collaboration? Even if you’re not ready to launch a new proposal just yet, jot down ideas, save useful contacts, and document lessons learned. The seeds for the next big project are sown in the closing phase of the last one.

Closing a project properly takes time and intention. It’s tempting to rush through the final steps when your energy is already moving on to the next shiny thing, but finishing well is part of honoring the work that went into the project.

For me, these two long-running projects were more than milestones: they shaped my academic identity for nearly a decade. As I wrap them up, I’m trying to create space to reflect, acknowledge the effort, and prepare the ground for what comes next.

So if you’re reaching the end of a research project, don’t just move on with a sigh of relief. Take the time to close the loop thoughtfully.

How do you close projects (especially the long and big ones)?