Project managers are well aware of the importance to learn from past and future projects. The project can be kept on track by regularly updating and recording the lessons learned. It can help organizations improve their ability to execute projects in the long-term.
Lessons learned definition
The knowledge gained through the course of a project is called lessons learned. This includes both the positives as well as the negatives. It is important to focus on the positives and not the negatives.
This process is defined by the Project Management Institute (PMI), A Guide to Project Management Body of Knowledge (PMBOK (r) Guide), as a “set of interrelated activities and activities performed in order to achieve a specific set of products, results, or services”. The lessons learned process consists of five steps that include activities that will capture and apply lessons learned. These are the steps:
Identify the comments and suggestions that can be made. These comments and recommendations can be valuable knowledge assets for future projects.
Document – Take note of the lessons learned during discussions and create a report that can be accessed by all participants. Distribute the report to the entire project team. Keep it for future reference.
Analyze and organize the lessons learned to be shared with other teams. They can be used to improve project management or in training sessions.
Keep the lessons learned reports safe and secure on a shared drive, or in a cloud storage solution. This makes them accessible to all project team members.
Retrieve – When storing the lessons learned reports, create a keyword search capability that makes them easily retrievable at any point during or after the project.
How to document lessons learned
It’s difficult to keep track of the lessons learned and make improvements without a formalized documentation process. From the kick-off meeting, establish a continuous documentation process. It is important to document all lessons learned throughout the project’s lifecycle, especially if it is a large project.
Regular surveys can be used to identify problems during a project. These surveys can be used in short meetings to discuss, analyze and document the lessons learned.
Survey template: Lessons learned
This is a guideline. Project managers should create their own questions. These surveys should be modified and updated throughout the project.
Please indicate whether you agree or disagree with each statement.
Planning a project
The project plan and schedule were well-documented with the appropriate structure and detail.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
As a stakeholder, my input to the project planning process is appreciated.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
The purpose of the project was clearly stated in the project plan.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
The scope of the project was clearly defined.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
Project Execution
The project schedule is on track.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
Project changes were manageable.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
I am aware of everyone’s responsibilities.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
Sponsors were engaged.
(Strongly agree – Agree – Neutral – Disagree)
Comments:____________________________
The project