Lessons Learned In Project Management

The term lessons learned refers to the various experiences project team members have while participating in a project. Lessons are shared in a review session which usually occurs once the project has been completed, with any improvements or best practices incorporated into subsequent projects.

Component	Description
Definition	Lessons Learned, often abbreviated as LL or LLs, is a systematic process of capturing, documenting, analyzing, and disseminating knowledge and insights gained from past experiences, both successes and failures, to inform and improve future endeavors. It is a fundamental practice in project management, organizational learning, and continuous improvement.
Purpose	The primary purpose of Lessons Learned is to promote learning from past actions, events, or projects. It aims to avoid repeating mistakes, replicate successful strategies, enhance decision-making, and foster a culture of continuous improvement within an organization or project team.
Key Elements	– Data Collection: Gathering data on project activities, outcomes, challenges, and solutions. – Analysis: Evaluating the collected data to extract insights and identify key takeaways. – Documentation: Recording lessons in a structured format for easy retrieval and dissemination. – Sharing and Dissemination: Communicating lessons to relevant stakeholders to benefit future projects. – Actionable Recommendations: Providing specific recommendations and actions based on the lessons learned.
Implementation	The Lessons Learned process typically involves regular reviews, meetings, or workshops at the conclusion of a project or phase. Team members and stakeholders share their experiences and insights, which are then documented, analyzed, and distributed to relevant parties.
Analysis	– Evaluating the root causes of both successes and failures to understand underlying factors. – Identifying patterns, trends, or recurring issues to develop preventive measures. – Extracting actionable recommendations and best practices for future projects. – Assessing the impact of lessons learned on decision-making and project outcomes.
Benefits	– Improved Decision-Making: Informed decisions based on past experiences lead to better outcomes. – Risk Mitigation: Identifying and addressing potential risks and challenges in advance. – Efficiency: Avoiding redundant efforts and minimizing costly mistakes. – Knowledge Sharing: Fostering a culture of knowledge sharing and organizational learning. – Continuous Improvement: Encouraging ongoing refinement of processes and approaches.
Drawbacks	– Resistance to Change: Some team members may resist incorporating lessons into their practices. – Documentation Overload: Excessive documentation without clear value can be counterproductive. – Lack of Follow-Through: Lessons may be acknowledged but not effectively implemented in future projects. – Resource Intensive: The process requires time and effort to collect, analyze, and disseminate lessons effectively.
Use Cases	– In project management, a construction company documents lessons from previous projects to improve safety protocols and avoid accidents on future sites. – A software development team analyzes lessons learned to refine their development process and reduce post-release bugs. – An educational institution uses lessons learned to enhance curriculum design and teaching methods based on student feedback.
Examples	– An aerospace company learns from a failed rocket launch to refine its engineering and quality control processes for future missions. – A healthcare organization uses lessons learned from past epidemics to develop a more effective response plan for the next public health crisis. – A marketing agency compiles lessons from previous campaigns to optimize strategies for future clients.

Table of Contents

Understanding lessons learned in project management

In project management, the lessons learned review is held at the completion of a project where team members discuss their positive and negative experiences.

Patti Armanini, a Quality Manager at Festo USA, stressed that the lessons learned review was also important for several other reasons.

In an interview with collaboration SaaS provider Smartsheet, she called on project managers to:

“review past lessons learned to avoid making similar mistakes the next time around. But it is just as important to leverage the wins going forward, to help streamline the project, and to help remove impediments before they happen.”

To that end, the most skilled project managers can tell the difference between processes that help a team and those that hurt it.

What’s more, they seek input from every project team member irrespective of rank or seniority level and, in this way, are able to utilize the lessons learned process as a team-building tool.

The five steps of lessons learned in project management

The Project Management Institute (PMI) outlines five distinct steps in its documentation of the lessons learned process.

Step 1 – Identify

The process starts with the identification of lessons learned.

Many project teams complete surveys that assess their experiences or emotions with respect to categories such as communication, planning, resources, technical, design and build, testing, and implementation.

Step 2 – Document

Once lessons have been identified, they should be listed in a document with three columns: what the team has done well (successes), what the team has not done well (failures), and areas for improvement.

This must be a collaborative effort.

Step 3 – Analyze

The lessons learned are analyzed and a report is created for distribution to team members and other relevant project stakeholders.

This step is vital at any point of a project but is especially relevant at the midpoint as it allows subsequent phases to be improved. Feedback should be transformed into actionable improvements for future project teams.

Depending on the audience, the project team report may take several forms:

Detailed report – these are organized by key fields from the template mentioned in step two and include team member responses.
Summary – these tend to be shorter briefs where findings are summarized and recommendations are made to correct them.
Findings – a summary of the issues found from the lessons learned review process, and
Recommendations – a higher level report where actions are recommended and those approved are documented and tracked until completion. When findings require a significant amount of resources to address, the approved action may become part of the project itself.

It is important that each recommendation for action makes sense to members of that audience.

In other words, it is meaningful or applicable? For executive-level decision-makers, the data in the report must also be converted into metrics that make sense to them.

Step 4 – Store

The report is then stored away for use in future projects in a location that is freely accessible to all parties. Today, this can involve cloud storage.

Step 5 – Retrieve

To make information retrieval easier and more accurate, the project manager should assign keywords to each lessons learned review.

For example, if one of the lessons pertained to scheduling more time for the results to be delivered, keywords such as deadline and phase two delivery could be assigned to the report.

When to Use Lessons Learned:

Lessons Learned is suitable in various business scenarios:

Project Management: At the end of a project, project teams assess what worked well and what could be improved for future projects.
Post-Mortems: After a crisis or major event, organizations conduct post-mortems to understand what went wrong and how to prevent similar issues in the future.
Knowledge Transfer: When key employees leave an organization, Lessons Learned can help capture their knowledge and expertise.
Strategic Planning: In the strategic planning process, organizations review past strategies to inform future ones.
Quality Improvement: Lessons Learned play a crucial role in quality management, helping identify areas for improvement.

How to Implement Lessons Learned Effectively:

To effectively implement Lessons Learned, consider the following steps:

Capture and Document: Capture insights and knowledge in a structured format, such as reports or databases.
Analysis: Analyze the lessons to identify root causes and actionable recommendations.
Distribution: Share Lessons Learned with relevant stakeholders across the organization.
Feedback Loop: Establish a feedback loop to ensure that lessons are applied in future projects or processes.
Culture of Learning: Foster a culture that values learning from both successes and failures.

Drawbacks and Limitations of Lessons Learned:

While Lessons Learned is a valuable tool for continuous improvement, it also has drawbacks and limitations:

Knowledge Transfer: Ensuring that knowledge is effectively transferred and applied can be challenging.
Subjectivity: The interpretation of lessons may vary among individuals, leading to subjective assessments.
Time-Consuming: The process of capturing and analyzing lessons can be time-consuming, diverting resources from other activities.
Resistance to Change: Organizations may struggle with implementing lessons, especially if they require significant changes.

What to Expect When Using Lessons Learned:

When using Lessons Learned, expect the following outcomes and considerations:

Informed Decision-Making: Lessons provide valuable insights that inform future decisions and actions.
Continuous Improvement: A culture of continuous improvement is fostered, leading to enhanced processes and outcomes.
Knowledge Retention: Knowledge and expertise are retained and shared within the organization.
Challenges in Implementation: Implementing lessons may encounter resistance and challenges, requiring effective change management.

Key takeaways

In project management, the lessons learned review is held at the completion of a project where team members discuss their positive and negative experiences.
Lessons are shared in a review session which usually occurs once the project has been completed, with any improvements or best practices incorporated into subsequent projects. The review also enables teams to streamline future projects, leverage wins to build team cohesion, and remove potential impediments.
According to the Project Management Institute, there are five steps to the lessons learned: identify, document, analyze, store, and retrieve.

Key Highlights

Lessons Learned in Project Management: “Lessons learned” refers to the insights gained from the experiences of project team members during the course of a project. These lessons are discussed in a review session held once the project is completed. The goal is to identify areas for improvement and best practices that can be applied to future projects.
Importance of Lessons Learned Review: Patti Armanini, a Quality Manager at Festo USA, emphasizes the significance of the lessons learned review. She suggests that project managers should review past experiences to avoid repeating mistakes and leverage successes to enhance project efficiency and prevent obstacles.
Skilled Project Managers’ Approach: Proficient project managers differentiate between processes that benefit the team and those that hinder it. They seek input from all team members, regardless of their rank or seniority, utilizing the lessons learned process as a means of team-building.
Five Steps of Lessons Learned Process:
- Step 1 – Identify: The process begins with identifying lessons learned. Teams often use surveys to assess experiences in categories like communication, planning, resources, technical aspects, design and build, testing, and implementation.
- Step 2 – Document: Lessons are listed in a document with three columns: successes, failures, and areas for improvement. Collaboration is essential in this step.
- Step 3 – Analyze: Analyzing the lessons learned leads to the creation of a report for team members and stakeholders. It is crucial for improving subsequent phases of the project.
- Step 4 – Store: The report is stored for future reference, often using cloud storage for accessibility.
- Step 5 – Retrieve: Keywords are assigned to each lessons learned review to aid in easy and accurate information retrieval.

Alternative Frameworks

Framework	Description	Key Features
Lessons Learned in Project Management	A systematic process for capturing, documenting, analyzing, and disseminating insights and experiences gained from project activities, aiming to identify successes, challenges, and best practices to improve future project performance and outcomes.	– Captures and documents project experiences, including successes, failures, and best practices, to inform future projects. – Analyzes lessons learned to identify trends, patterns, and areas for improvement in project management practices and processes.
Agile Retrospectives	A recurring meeting or workshop held at the end of each iteration or sprint in Agile projects, where team members reflect on their experiences, discuss what went well and what could be improved, and collaborate to implement changes and adjustments for future iterations.	– Provides a structured forum for team reflection, feedback, and continuous improvement throughout the project lifecycle. – Encourages open communication and collaboration among team members to address challenges and implement process improvements.
Project Post-Mortem	A retrospective analysis conducted at the conclusion of a project to review its performance, outcomes, and lessons learned, identifying successes, failures, and areas for improvement to inform future project planning, execution, and decision-making.	– Reviews project performance, outcomes, and deliverables to assess project success and identify areas for improvement. – Facilitates open and honest discussions among project stakeholders to share insights, lessons learned, and actionable recommendations.
Root Cause Analysis	A problem-solving technique used to identify the underlying causes of issues, incidents, or failures in projects, analyzing contributing factors, interactions, and systemic issues to prevent recurrence and improve project performance and risk management.	– Analyzes the root causes of project issues or failures to address underlying problems and prevent recurrence. – Identifies contributing factors, dependencies, and systemic issues that may impact project performance, quality, or outcomes.
Benchmarking	A process of comparing project performance, practices, and outcomes against industry standards, best practices, or peer organizations to identify opportunities for improvement, innovation, and performance optimization in project management and delivery.	– Compares project performance metrics, practices, and outcomes against external benchmarks and industry standards. – Identifies areas of strength, weaknesses, and opportunities for improvement based on comparative analysis and benchmarking data.
Project Reviews	A formal or informal evaluation of project performance, processes, and outcomes conducted at key milestones or project completion, involving stakeholders, team members, and project sponsors to assess project success, challenges, and lessons learned.	– Evaluates project performance, processes, and outcomes against predefined criteria and project objectives. – Engages project stakeholders in reviewing project achievements, challenges, and lessons learned to inform future project planning and decision-making.
Continuous Improvement	A management philosophy and approach focused on incremental, ongoing improvements in project management practices, processes, and outcomes, fostering a culture of learning, innovation, and excellence to achieve continuous performance optimization and excellence.	– Promotes a culture of learning, experimentation, and innovation to drive ongoing improvements in project management practices. – Encourages feedback, reflection, and adaptation to implement changes and optimizations based on lessons learned and best practices.
Risk Reviews	A proactive assessment and review of project risks, uncertainties, and mitigation strategies conducted throughout the project lifecycle, identifying emerging risks, evaluating risk impact and likelihood, and adjusting risk management strategies as needed to minimize threats.	– Assesses project risks, uncertainties, and mitigation strategies to identify and address emerging threats and opportunities. – Reviews risk management effectiveness and adjusts risk response strategies based on changing project conditions and priorities.
After-Action Reviews (AAR)	A structured process for reflecting on project performance, outcomes, and lessons learned immediately after project completion, involving key stakeholders and team members to identify successes, challenges, and opportunities for improvement in future projects.	– Conducts post-project reflection and analysis to capture insights, lessons learned, and actionable recommendations. – Facilitates open dialogue and collaboration among project stakeholders to share experiences, perspectives, and improvement ideas.
Stakeholder Feedback and Surveys	A method of gathering feedback from project stakeholders, clients, team members, and other relevant parties to assess project satisfaction, performance, and perceived value, enabling project managers to identify areas for improvement and strengthen stakeholder relationships.	– Collects feedback and insights from project stakeholders to evaluate project performance and satisfaction. – Uses surveys, interviews, and feedback mechanisms to gather input and perspectives on project processes, outcomes, and stakeholder experiences.