Project Close-Out Knowledge Capture SOP
Engineering firms | SOP

Use this when: Lessons from finished projects stay in people's heads and get lost.

Owner: [project manager]

Within [two weeks] of close-out:
1. Hold a 45-minute review with the project team.
2. Record what worked, what didn't, and what you'd change.
3. Compare the budget and schedule against the plan, and note why they differed.
4. List reusable items: calculations, details, specifications and proposal text.
5. Have the engineer of record check that the items are suitable to reuse.
6. Remove client-confidential information where needed.
7. File everything by project type, in the shared library.
8. Add one proposal description of the project, with the client's permission if you'll name them.
9. Share the top three lessons at the next team meeting.

Before you use this: Reused work still needs professional review for each new project, and your contracts may limit reuse.

Fill in the items in square brackets and adapt this to your business.
Free template from SAZ: https://playbooks.saz.ca/p/engineering-sop