In the fast-paced and ever-evolving business world, project management has emerged as a vital discipline, bridging the gap between ideas and execution. It is a realm where plans are forged, teams are led, and challenges are conquered. Every project brings a unique set of lessons to be learned, shaping how we approach future challenges.
Whether youre an experienced project manager or just starting, embracing these lessons can be transformative, enabling you to navigate the complexities of project management with confidence and finesse. Join us as we share priceless lessons learned in project management.
Lessons learned are a critical part of any project management methodology. Reviewing what went well and what didn’t at the end of a project allows you to improve processes prevent repeat mistakes and build on successes for future projects.
In this comprehensive guide, we’ll walk through a simple 5-step approach to ensure you conduct lessons learned effectively as a project manager.
What are Project Lessons Learned?
Lessons learned are the knowledge gained through the process of executing a project They are the experiences and insights that emerge from both the successes and failures over the course of a project.
Specifically lessons learned can identify
- What worked well that should be repeated
- What didn’t work that should be avoided
- New risks and challenges that can inform future projects
- Process improvements to implement
- Unexpected outcomes and findings
By taking the time to deliberately capture this knowledge, project teams can continuously improve and avoid making the same mistakes repeatedly. Lessons learned are a key part of any project management methodology.
Why Conduct Lessons Learned?
Performing lessons learned provides many benefits, including:
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Minimizing project risks – Identifying risks that emerged during a project allows you to anticipate and mitigate those risks proactively in future projects.
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Improving processes – You can pinpoint inefficient processes and implement specific process changes to enhance project execution.
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Building on successes – Lessons learned let you repeat aspects of a project that led to success.
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Promoting continuous improvement – Systematically applying lessons learned drives continuous improvement in your project management skills and process.
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Informing planning – Lessons can guide more accurate scoping, budgeting, and scheduling for future projects.
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Capturing knowledge – Lessons learned preserve institutional knowledge that may otherwise be lost as team members leave.
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Supporting growth – Both team members and leaders can develop their capabilities by learning from completed projects.
Simply put, lessons learned provide actionable takeaways that allow your organization to get better with each project. Conducting them is a mark of a high-performing, learning organization.
How to Conduct Lessons Learned
Follow this five-step approach to effectively perform lessons learned for your projects:
Step 1: Identify Lessons
Start by identifying clear lessons from the project while it is fresh in your team’s mind. Some key questions to consider:
- What went well that should be repeated in the future?
- What did not go smoothly and should be avoided or improved?
- Were there unexpected problems, risks, or roadblocks?
- How did the project deviate from the original plan and schedule?
- What assumptions were proven wrong?
- How should the process be improved?
- What can be learned from working with different stakeholders or vendors?
At this stage, gather input from all team members and stakeholders to get a holistic view. Resist the temptation to point fingers or assign individual blame. Focus on systemic process improvements.
Step 2: Document Lessons
Fully document all lessons learned in detail. They should be captured clearly and unbiasedly. For each lesson, provide:
- A clear description of the lesson learned
- Supporting details and context
- Recommendations for applying it in the future
You can document lessons learned in simple bullet points or a more formal report, depending on your needs. Just be sure they are actionable.
Step 3: Analyze Lessons
Once lessons learned are documented, perform root cause analysis to understand why they occurred. Ask questions like:
- What factors led to this outcome?
- Where did assumptions or planning differ from reality?
- What structural or process weaknesses contributed?
Resist oversimplifying lessons to individual mistakes. The goal is systemic improvement, not blame.
Step 4: Store Lessons
Develop a knowledge management system to store lessons learned for future reference. Some options include:
- A lessons learned template in your project management software
- A lessons learned knowledge base or wiki
- A shared drive folder of lessons learned reports
- A process library
Make lessons easy to search and accessible to all future project teams. Having them scattered in old emails or personal drives defeats the purpose.
Step 5: Retrieve and Apply Lessons
Finally, revisit stored lessons learned when planning new projects or making key decisions. Some ways to retrieve and apply relevant lessons include:
- Checking the knowledge base during project planning
- Conducting searchable keywords queries
- Periodic lessons learned review meetings
- Including lessons in proposals and planning documents
- Discussing lessons in project kickoff meetings
Lessons learned are wasted if they are not actually used. Proactively integrate them into future projects.
Tips for Effective Lessons Learned
Keep these tips in mind as you implement lessons learned on your projects:
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Schedule it – Mark your calendar for a lessons learned session shortly after project completion. Don’t let it slip through the cracks.
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Involve the team – Invite participation from all team members and stakeholders to get diverse insights.
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Ask probing questions – Dig beneath the surface to understand the root causes behind lessons.
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Focus on improvement – Frame lessons positively in terms of how to improve in the future rather than negative blame.
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Capture context – Record the circumstances and environment surrounding lessons to aid understanding.
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Categorize lessons – Organize lessons into categories like process, communication, risk, change management etc.
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Use project management software– Take advantage of lessons learned features in project management tools like Asana or ActiveCollab.
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Revisit before subsequent phases – Review lessons from early project phases before beginning the next phase.
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Make it ongoing – Treat lessons learned as an integral, recurring part of your project methodology, not a one-time step.
By integrating these best practices into your lessons learned process, you’ll get maximum value from the knowledge garnered from each project.
Lessons Learned Meeting Agenda
Use this sample agenda when conducting your project lessons learned meeting:
Lessons Learned Meeting Goals:
- Identify key lessons from this project
- Analyze the root causes behind lessons
- Develop recommendations for improvement
- Document all lessons learned
Agenda:
1. Kickoff
- Explain purpose of lessons learned meeting
- Set expectations for open, blame-free discussion
- Review project recap and metrics
2. Successes and What Went Well
- What outcomes exceeded expectations?
- What processes worked better than planned?
- What will we repeat in the future?
3. Challenges and What Didn’t Go Well
- Where did the project fall short?
- What problems or roadblocks emerged?
- What should we avoid in the future?
4. Identify Root Causes
- Ask why for each lesson learned
- Discuss factors that contributed to outcomes
- Identify process weaknesses behind lessons
5. Improvement Recommendations
- What specific process improvements should be made?
- How will we implement the lessons moving forward?
6. Document Lessons Learned
- Scribe captures lessons learned and recommendations
- Assign actions to owners
- Set timeline for implementing improvements
7. Wrap Up
- Recap key lessons learned
- Thank team for input and ideas
- Discuss how lessons will be retrieved and applied
Lessons Learned Examples
Here are some real examples of lessons learned on projects:
What Went Well:
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The daily standup meetings enhanced communication and focus. Continue scheduling regular check-ins on future projects.
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The risk management plan helped us anticipate and mitigate key project risks. Use a similar risk plan on other complex projects.
What Didn’t Go Well:
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The project took 15% longer than initially estimated. Improve estimating with better data and input from team members actually doing the work.
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Theƒ vendor delivered components several weeks late. Develop contracts with penalties for late delivery on fixed due date projects.
Root Causes:
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Project delays were caused mainly by unexpected testing complexities. Incorporate more time for testing into estimates.
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The vendor’s late delivery stemmed from underestimating manufacturing demands on their end. Vet vendor capacity more thoroughly.
Recommendations:
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Build an estimates database from past projects to improve forecasting.
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Require key vendors to report on operations capacity to identify risks earlier.
##Templates for Documenting Lessons Learned
Use these templates to easily document lessons learned on your projects:
Lessons Learned Report Template
Project Name:
Project Dates:
Project Manager:
What Went Well
- Lesson 1
- Lesson 2
- Lesson 3
What Didn’t Go Well
- Lesson 1
- Lesson 2
- Lesson 3
Root Causes
- Explanation of cause behind Lesson 1
- Explanation of cause behind Lesson 2
- Ex
Benefits of Lessons Learned
Here are the benefits of lessons learned in project management:
- Cost-Efficiency: Key learning from a project helps identify cost-saving measures, avoid unnecessary expenses, and optimize resource allocation.
- Time-Saving: By learning from past mistakes and successes, project teams can streamline processes, eliminate inefficiencies, and reduce project duration.
- Quality Improvement: Project learning enables teams to identify areas for improvement, implement best practices, and deliver higher quality outcomes.
- Risk Mitigation: Lessons learned help identify potential risks and develop strategies to mitigate them, reducing the likelihood of project failures or disruptions.
- Team Morale: By recognizing and celebrating successes, lessons learned boost team morale, motivation, and engagement.
- Scalability: Project learnings provide insights into scaling project operations, processes, and resources to accommodate growth and changing project requirements.
- Market Reach: Key learnings from a project help teams understand market dynamics, customer preferences, and industry trends, enabling them to expand their market reach.
- Innovation: Lessons learned foster a culture of innovation by encouraging experimentation, learning from failures, and promoting creative problem-solving.
- Customer Satisfaction: By incorporating lessons learned, project teams can better understand customer needs, deliver products or services that meet or exceed expectations, and enhance customer satisfaction.
- Competitive Advantage: Key learnings give organizations a competitive edge by enabling them to learn from their competitors mistakes, capitalize on industry trends, and stay ahead of the competition.
- Streamlined Communication: Lessons learned improve communication practices, ensuring information flows effectively between team members, stakeholders, and project sponsors.
- Task Automation: Lessons learned help identify opportunities for automating repetitive tasks, reducing manual effort, and improving overall project efficiency.
- Employee Retention: By implementing lessons learned, organizations can create a supportive work environment, foster employee growth, and improve retention rates.
- Incremental Improvements: Project learnings facilitate continuous improvement by identifying small-scale changes that can lead to significant overall project enhancements.
- Quick Decision-making: Lessons learned provide valuable information that enables teams to make informed decisions quickly, reducing project delays and bottlenecks.
- Lower Operational Costs: Lessons learned help identify cost-saving measures, eliminate wasteful practices, and optimize operational efficiency.
- Simplified Reporting: Key learnings from a project streamline reporting processes, making it easier to track project progress, identify issues, and communicate project status to stakeholders.
- Enhanced Collaboration: Project learning promotes collaboration among team members, enabling knowledge sharing, cross-functional cooperation, and collective problem-solving.
- Skill Development: Lessons learned allow individuals to develop new skills, enhance their expertise, and grow professionally within the organization.
How To Capture Lessons Learned?
Capturing lessons learned is an essential step in the project management process. Heres how you can do it using ActiveCollab:
- Set up a Lessons Learned section: Create a dedicated section in ActiveCollab where you can capture and organize all lessons learned. This can be a separate project or a specific category within your project.
- Identify the lessons: Encourage team members to reflect on their experiences and identify lessons learned. You can do this through surveys, interviews, team meetings, or individual reflections.
- Document the lessons: Use AtiveCollabs task or document management feature to record the identified lessons learned. Include details such as the project phase, the problem or issue encountered, the solution implemented, and the outcome.
- Analyze and validate: Review the captured lessons learned and validate their relevance and accuracy. Try discussing them with the project team or subject matter experts.
- Share and communicate: Share the lessons learned with the project team, stakeholders, and other relevant parties. AtiveCollab allows you to share documents or tasks with specific individuals or groups easily.
- Apply the lessons: Integrate the lessons learned into your project management practices. Update your project plans, processes, and procedures to incorporate the new knowledge and avoid repeating past mistakes.
- Review and improve: Regularly review the lessons learned repository to ensure it remains current. Continuously improve your project management practices based on the insights gained from past experiences.
Guide to Lessons Learned Meeting in Project Management
What is lessons learned in project management?
The term lessons learned refers to the experience you gain by participating in and completing a project. A team should apply past lessons learned at the beginning of a new venture and compile new findings during and after its completion.
What can you learn from project management?
Reflecting on this knowledge and understanding, you can convert what’s learned into actions needed to improve the current systems and processes and secure the success of future projects. For some organizations, lessons learned in project management is an informal process where they discuss and document project experiences during the closure phase.
Why should a project manager conduct lessons learned sessions?
Conducting lessons learned sessions also help with building trust among the team members; allowing them to share their own perspective on what went right and wrong during the project will let them feel more involved and encourage them to be more supportive of the project management process.
Why should project managers share lessons learned?
Documented lessons learned can be passed on to other project managers running similar initiatives or used by team members who are getting started on similar projects. Sharing lessons learned between teams is a great way to prevent the same mistakes from happening.
