'Lessons learnt' are more than just a tick in a box
The Insight
Within a project, the information available and the experience of the individual team members greatly influence the decision-making process and, hence, the outcome of the project.
Upon reflection, it is easy to identify the lessons that would have been useful to know earlier. This is an important part of the closeout process as it helps you and others learn from your experiences and make better, more informed decisions moving forward. While you cannot change the past, these lessons help you perform better in the future.
Traditionally, this process takes place at the end of the project where you are able to reflect on the successes and identify where there is room for improvement. Some consider this process tedious, rushed and unhelpful.
Fortunately, as the process itself is designed to better projects, ‘lessons learnt’ are not exempt from improvement.
The Impact
One improvement on the process suggests that ‘lessons learnt’ should be completed routinely throughout the project and not just at the end, and that they should extend to recognise successes and opportunities. This model of ‘lessons learnt’ involves continuously recording and communicating any lessons learnt into weekly meetings as an agenda item. Some of the benefits include:
No lessons are missed as they are recognised closer to when they occur
The process is not rushed as the lessons are recorded over the course of the project
Project wisdom is able to be recorded accurately as it is fresh in the mind
An added benefit of this process is that the project team are engaged in the process and are able to contribute to the discussion.
Another improvement that can be made is the way information is recorded. For clear and concise documentation, the ‘lessons learnt’ process should:
Identify – write a description of the activity, ensuring to provide context
Record – have a centralised system to record and distribute lessons
Analyse – what the lessons are and what, if any, actions arise as a consequence
Close out – ensure actions are agreed upon and completed
Communicate – provide an accessible method to communicate the lesson to the broader team and others who may benefit
It’s important to note that ‘lessons learnt’ should include why something occurred, how it was resolved, and what could be done to improve or prevent it in the future. They should also be generalised to better apply to a broader range of situations in the future.
When communicating lessons, it’s important to ensure there is no stigma surrounding admitting mistakes – the goal is to improve, not punish. Similarly, balance the improvements with the successes – recognition of strengths ensures that weaknesses are positively received. Finally, consider the whole team’s perspective – what might you be missing?
As Carlos Wallace once said, “When you are prepared for the threats, challenges, obstacles, you become better equipped to handle the hurdles.”