As a project manager, you are asked to facilitate a lessons learned session as part of the project termination process. How would you facilitate this session and what are some guidelines you would use? How would you incorporate and document the information gleaned from this session into future project plans and tools?
Here's one idea:
You could divide people into groups of 3 or 4 (no larger) and have each group come up with a two-column list -- the pluses and minuses of the project.
Then consolidate all the groups' lists and notice the overlaps. Those that match, whether in the plus column or the minus column, will probably be the strongest impressions of the whole group.
Agree on (or you choose) the three or four strongest points in each column; make each of those points into a large heading on a big piece of paper (or some butcher paper). Hand each individual a package of post-it notes and have them individually write and post their ideas about how to make the strengths stronger and how to make the weaknesses go away or at least become less.
This is all with paper and pen/pencil. Nothing on computer -- yet. Hold this meeting in a computer-less room. You need people talking and thinking and writing, not fiddling around on some gadget!
To facilitate a lessons learned session as a project manager, you can follow these guidelines:
1. Schedule the session: Set a date and time that is convenient for all team members and stakeholders involved in the project.
2. Prepare the agenda: Create an agenda that outlines the objectives of the session and the topics to be discussed. Send it to participants in advance so they can come prepared with their insights.
3. Create a safe and open environment: Encourage open and honest communication by emphasizing that the session is not about blame or judgment, but rather an opportunity to learn and improve. Promote active listening and respect for different perspectives.
4. Review the project: Begin by providing a brief overview of the project, highlighting its objectives, scope, milestones, and challenges encountered. This will help participants recall the project details.
5. Identify successes and failures: Encourage participants to share both the positive aspects and the lessons learned from the project. Start with the successes to create a positive tone, and then move on to discuss the challenges, failures, and areas for improvement.
6. Encourage active participation: Facilitate open dialogue by asking open-ended questions such as "What went well?" and "What could have been done differently?". Encourage participants to share their experiences, insights, and lessons learned, and provide opportunities for discussion and reflection.
7. Document the insights: Assign someone to take notes during the session to ensure that important insights and recommendations are documented accurately. These session notes can be used as a reference for future projects.
8. Identify actionable items: From the discussions, identify actionable items that can be implemented in future projects to avoid similar challenges or improve project outcomes. Collaboratively prioritize these items based on their impact and feasibility.
9. Incorporate findings into project plans and tools: Use the lessons learned to update project templates, guidelines, and tools to reflect the insights gained. For example, you can update your risk register or change management plan to address specific challenges that were identified during the session.
10. Communicate the outcomes: Share the key findings and recommendations with stakeholders, team members, and other relevant parties. This promotes transparency and ensures that the lessons learned are disseminated throughout the organization to benefit future projects.
By following these guidelines, you can facilitate an effective lessons learned session and ensure that the knowledge gained is incorporated into future project plans and tools for continuous improvement.