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Last updated on 2024年8月7日

What are the best practices for conducting a communication lessons learned session?

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A communication lessons learned session is a valuable opportunity to review the effectiveness of your communication plan, identify what worked well and what needs improvement, and document the key findings and recommendations for future projects. However, conducting a communication lessons learned session requires careful planning, preparation, and facilitation to ensure that it is productive, collaborative, and constructive. Here are some best practices for conducting a communication lessons learned session that can help you achieve your desired outcomes.

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Harvinder Singh

???265 X Linkedin Top Voice ???|| Generative AI || Influencing others Voice || Business Transformation || Helping…
Geraldine Grealey

Brand, Marketing, Communications professional, Corporate Affairs, reputation expert, broad African experience, award…

1 Define the scope and objectives

Before you invite your stakeholders to participate in a communication lessons learned session, you need to define the scope and objectives of the session. What is the purpose of the session? What are the specific communication aspects that you want to evaluate? What are the expected outputs and outcomes of the session? By clarifying these questions, you can set the direction and focus of the session, as well as communicate the expectations and benefits to your stakeholders.

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Sneha Bhattacharjee

Managing Global Internal Communications for Financial Services, Private Equity @ EY | *All views are personal*
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1. Understand the training needs and requirements 2. Who are your stakeholders in this case? 3. Do a need gap analysis - what they know, and how much they need to know.

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2 Select the participants and methods

The next step is to select the participants and methods for your communication lessons learned session. You want to involve a representative and diverse group of stakeholders who can provide relevant and constructive feedback on your communication plan and activities. You also want to choose the appropriate methods and tools for collecting and analyzing the data, such as surveys, interviews, focus groups, or workshops. Depending on the size and complexity of your project, you may need to conduct multiple sessions or use a combination of methods to gather comprehensive and accurate information.

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3 Prepare the agenda and materials

Once you have decided on the participants and methods, you need to prepare the agenda and materials for your communication lessons learned session. You should design the agenda to cover the key topics and questions that you want to address, as well as allocate sufficient time and resources for each activity. You should also prepare the materials that you need to facilitate the session, such as presentation slides, handouts, worksheets, or online platforms. You should also ensure that you have a clear and consistent way of recording and organizing the data that you collect during the session.

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Lucho Paolantonio Stel

Full Stack Marketer @ Grupo Matba Rofex
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Prepare a detailed agenda and gather all necessary materials in advance. This will help participants understand the context and objectives, ensuring a more productive and focused session. When preparing for a lessons learned session, I create a detailed agenda outlining the topics to be covered, the goals of the session, and the expected outcomes. I also prepare materials such as data reports, feedback summaries, and any relevant documentation that will help participants understand the context. Well-prepared materials facilitate more informed and productive discussions.

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4 Facilitate the session and encourage participation

The success of your communication lessons learned session largely depends on how well you facilitate the session and encourage participation from your stakeholders. You should start the session by introducing the scope and objectives, setting the ground rules and expectations, and creating a positive and respectful atmosphere. You should then guide the discussion and activities according to your agenda, using open-ended questions, prompts, and probes to elicit relevant and meaningful responses. You should also acknowledge and appreciate the contributions of your participants, as well as manage any conflicts or issues that may arise during the session.

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Harvinder Singh

???265 X Linkedin Top Voice ???|| Generative AI || Influencing others Voice || Business Transformation || Helping Client's to Grow their Business ?? || DM For Promotion ?? ||
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Facilitation: Start with clear objectives and ground rules to create a respectful atmosphere. For instance, use icebreakers to engage participants. Encourage Participation: Use open-ended questions to stimulate discussion. For example, ask, "What challenges did you face during the project?" Acknowledge Contributions: Recognize participants' input to foster a collaborative environment. Thank individuals for sharing their insights. Manage Conflicts: Address any disagreements constructively by guiding the conversation back to the agenda, ensuring everyone feels heard. Follow-Up: Summarize key findings and share them with participants, outlining actionable steps for future projects.

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Linda Hagerty-Dotterer
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Be sure to incorporate time for both thinking and sharing. Those who are naturally extroverted can easily take over the conversation. However, if you plan time for individual thinking before responding to a question, you may get a better result.

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Jeannine Vaughan

RESPECTED COMMS EXPERT IN TRANSFORMATIONAL CHANGE & AUDIENCE ENGAGEMENT ~Contact me about relevant communications roles, [email protected]~
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Don't forget to establish that there are no right or wrong answers, similar to a focus group. Make sure you reinforce that the session is a safe place for sharing. Encourage talking about the 'elephant in the room.' I remember one session in which we made large posters about outing the elephant that said, "Jumbos and Dumbos Welcome Here" with great graphics of elephants.

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5 Analyze the data and generate insights

After you have completed your communication lessons learned session, you need to analyze the data and generate insights that can inform your future communication plans and actions. You should review and synthesize the data that you collected, looking for patterns, themes, gaps, and opportunities. You should also compare and contrast the data with your communication objectives, strategies, and metrics, as well as with the best practices and standards in your field or industry. You should then draw conclusions and recommendations based on your analysis, highlighting the strengths, weaknesses, and areas for improvement of your communication plan and activities.

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Geraldine Grealey

Brand, Marketing, Communications professional, Corporate Affairs, reputation expert, broad African experience, award winning communicator, change management & internal communicator
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1. Template - consider a dashboard view for leadership and a deeper dive for the core project team. Mix hard data/insights with softer outcomes - as you might have limited data points. 2. Summary - with alignment to the origional objectives, ensure you note each achievement and missed opportunity. Example: tier 1 media coverage, message alignment, stakeholders connected with and actively participated... 3. Future proof - provide well thought out lessons learnt, opportunities for future projects.

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6 Share the results and follow up

The final step is to share the results and follow up on your communication lessons learned session. You should prepare a report or presentation that summarizes the key findings and recommendations from your session, as well as the actions and responsibilities that you and your stakeholders need to take to implement them. You should also communicate the results and follow up to your participants and other relevant stakeholders, soliciting their feedback and suggestions, and acknowledging their involvement and support. You should also monitor and evaluate the impact and effectiveness of your communication lessons learned session, as well as update and revise your communication plan accordingly.

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Lucho Paolantonio Stel

Full Stack Marketer @ Grupo Matba Rofex
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Share the results of the session with all participants and relevant stakeholders. Schedule follow-up meetings to discuss the findings and develop action plans for implementing the recommended improvements. After analyzing the feedback from a lessons learned session, I share the results with all participants and relevant stakeholders through a detailed report. I also schedule follow-up meetings to discuss the findings and develop action plans for implementing the recommended improvements. Sharing results and following up on action plans are crucial for maintaining stakeholder engagement and achieving meaningful outcomes.

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7 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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Sneha Bhattacharjee

Managing Global Internal Communications for Financial Services, Private Equity @ EY | *All views are personal*
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1. Ensure the training is two-way, and interactive in nature. Engage with the trainees by talking and discussing topics. 2. After each topic or slide, ask a question/do a poll to know whether audience is with you on the understanding. 3. Do a survey on the topic you've taught. What more would they like to know. 4. Ensure your learning material is filled with real-life examples or at least the communications from within your organization to make the trainees understand the differences. 5. Keep your slides or videos as short and crisp as possible. The lesser the text, the better your interaction with your trainees.

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What are the best practices for conducting a communication lessons learned session?

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1 Define the scope and objectives

2 Select the participants and methods

3 Prepare the agenda and materials

4 Facilitate the session and encourage participation

5 Analyze the data and generate insights

6 Share the results and follow up

7 Here’s what else to consider

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