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How do you capture and share key learnings and recommendations from a project?

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Capturing and sharing key learnings and recommendations from a project is essential for improving your planning and collaboration skills, as well as for delivering value to your stakeholders. However, it can be challenging to do it effectively and efficiently, especially when you have multiple projects and deadlines. Here are some tips to help you create and communicate a useful project summary that highlights your achievements, challenges, and insights.

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1 Define your purpose and audience

Before you start writing your project summary, you need to clarify why and for whom you are doing it. Your purpose could be to document your process, to showcase your results, to identify best practices, to provide feedback, or to propose next steps. Your audience could be your team, your manager, your client, or a wider community. Depending on your purpose and audience, you may need to adjust the tone, format, and level of detail of your summary.

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Melissa Weber

Portfolio Planning Manager| Project Controls| VIC LXR| Forensic Planning| Delay Analysis| PMP, MBA
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From my personal point of view it will help you to organise your report for the audiences but all organisations need to have a database that people can return their experiences from any perspective.

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2 Collect and organize your data

To capture your key learnings and recommendations, you need to gather and analyze the relevant data from your project. This could include quantitative data, such as metrics, KPIs, and benchmarks, as well as qualitative data, such as feedback, observations, and testimonials. You can use various tools and methods to collect and organize your data, such as surveys, interviews, focus groups, dashboards, reports, or logs. You should also review your project plan, scope, timeline, budget, and deliverables to assess your performance and outcomes.

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Melissa Weber

Portfolio Planning Manager| Project Controls| VIC LXR| Forensic Planning| Delay Analysis| PMP, MBA
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I would say, all the team members need to have an access to a knowledge management tool that actually captures and distributes knowledge and expertise of people serving in different roles. This will be insightful once the future working groups can refer to it or business can take the advantage of these lessons learnt and take them into account once trying to improving business processes.

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3 Highlight your main findings and actions

Once you have your data, you need to synthesize and prioritize your main findings and actions. You should focus on the most important and relevant information that answers the following questions: What did you achieve? What did you learn? What did you struggle with? What can you improve? What are you recommending? You should also support your findings and actions with evidence, examples, and explanations. You can use various formats and visuals to highlight your main points, such as tables, charts, graphs, diagrams, or infographics.

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4 Write and format your summary

After you have your main findings and actions, you need to write and format your summary in a clear and concise way. You should follow the guidelines and expectations of your purpose and audience, as well as the best practices of writing for the web. You should use headings, subheadings, bullet points, lists, and paragraphs to structure your summary. You should also use simple and direct language, active voice, transitions, and keywords to convey your message. You should also proofread and edit your summary for grammar, spelling, and punctuation errors.

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5 Share and discuss your summary

Finally, you need to share and discuss your summary with your intended audience. You should choose the most appropriate channel and medium to deliver your summary, such as email, presentation, report, blog post, or video. You should also consider the timing and frequency of your communication, as well as the feedback and follow-up mechanisms. You should invite and encourage your audience to read, watch, or listen to your summary, and to share their comments, questions, or suggestions. You should also acknowledge and respond to their feedback, and update your summary if needed.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you capture and share key learnings and recommendations from a project?

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1 Define your purpose and audience

2 Collect and organize your data

3 Highlight your main findings and actions

4 Write and format your summary

5 Share and discuss your summary

6 Here’s what else to consider

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