How to conduct a project lessons learned review

How to conduct a project lessons learned review
Author: PM Majik
Copyright 2015. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 Purpose of Lessons Learned / Project Close Review
3.0 When it is beneficial to conduct a review
4.0 Project closure review process
5.0 Review structure
6.0 Summary
7.0 Contact details

1.0 Purpose of this presentation
The purpose of this presentation is to provide an understanding of the project review /
lessons learned process and how it can help an organisation improve the outcomes of
their projects.
Approach
This presentation provides guidance by:
•Purpose of the Lessons Learned Review
•When it is beneficial to conduct a review
•The project review at the close of a project
•Review structure
•Summary
•Additional resources
This presentation draws on the 4 part series on the practicalpmo.com website. Links
can be found to the relevant articles for more information.
I strongly recommend you read the additional resources as they provide the detail to
support each slide.

2.0 Purpose Lessons Learned (project close) Review
What is a Lessons Learned Review
Very simply it is the formal process, usually at the end of a project, to review what went
well and what did not go well.
Objective of a Lessons Learned Review
The high level objectives are to:
•Identify what went well so the processes and techniques can be replicated
•Identify what did not go well so that other projects can avoid making the same mistakes
The principle being to learn from the good and bad so other projects benefit and have a
high probability of success.
Additional Resource
http://www.pmmajik.com/project-pmo-lessons-learned-overview/

3.0 When it is beneficial to conduct a review
Most people think you only conduct Lessons Learned at the end of the project – this is
not true, there are other opportunities to conduct reviews that allow for early
learning (and benefit).
Mobilisation – check for learning's from other similar projects to avoid mistakes
Tollgate – conduct reviews at the achievement of key milestones so as to make
changes that will help both the project and wider organisation
Change Request – usually they are the result of an impact. Find out the cause and
then embed changes
Project Closure – most used review to understand the good and the bad
Additional Resource
http://www.pmmajik.com/conduct-project-lessons-learned-review/

4.0 Project Closure Review Process
Even if you do not take the chance for early reviews, you should always conduct a
review at the end of the project as part of formal project closure.
The approach should be simple:
Review Selection – approach for selecting when reviews are executed
Set Up Reviews – schedule and communicate review
Execute Review – 1:1 meetings, template submission, workshop
Analyse Findings – review inputs to establish themes
Actions – agree actions and embed change in project and wider organisation
Additional Resource
http://www.pmmajik.com/project-review-close-project/

5.0 Review Structure
For reviews to be successful and allow consolidation with reviews from other projects,
you need structure and process.
Template Structure
Overall Performance – outcomes, scope, schedule, budget, benefits
Project Processes – initiation, requirements, implementation, control, closure
Project Team – performance
Budget – sufficient budget, approval. Management
Outcomes – deliver required outcomes, measured
Findings – the good, the bad, actions
Additional Resource
http://www.pmmajik.com/project-close-review/

6.0 Summary
• Lessons Learned / Project Closure Reviews are a very important tool to deliver
value to an organisation.
• Knowing what went well means that the techniques and proce3sses can be used by
other projects.
• Knowing what did not go well can help other projects avoid the same mistakes.
• Both should result in a higher probability of successful project delivery.
• The PMO can play an important role in driving the process, consolidating results,
identifying themes and embedding the change

7.0 PMO resources
If you want more information, visit www.pmmajik.com where you will find lots of project
and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO.
Visit http://www.pmmajik.com/set-pmo/
PM Majik Website
On the PM Majik website you will find over 100 articles that contain practical and
pragmatic tips and insights for designing, mobilising and managing a PMO. New
articles are added weekly. Topic requests are encouraged from the community.

7.0 PMO resources

How to conduct a project lessons learned review

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How to conduct a project lessons learned review