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How can you conduct a project post-mortem like a pro?

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A project post-mortem is a valuable practice that helps you evaluate the success and challenges of a completed project, and identify the lessons learned and the opportunities for improvement. It is also a chance to celebrate the achievements and acknowledge the contributions of your team and stakeholders. However, conducting a project post-mortem like a pro requires careful planning, preparation, and facilitation. Here are some tips to help you make the most of your project post-mortem.

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1 Define the purpose and scope

Before you invite anyone to your project post-mortem, you need to have a clear idea of what you want to achieve and what aspects of the project you want to review. The purpose and scope of your post-mortem should align with the project objectives, deliverables, and success criteria, as well as the expectations and needs of your team and stakeholders. You should also decide on the format, duration, and location of your post-mortem, and whether you want to use any tools or templates to guide the discussion.

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Sanil M Mhatre

Director - Management Consulting || Growth Strategy | Project Advisory | Operations Excellence || Manufacturing & Infrastructure || Ex PwC-Deloitte-Mott MacDonald II Views are personal
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While defining the project post-mortem purpose and scope, we should gather the original objectives of the project and the actual deviations and impact of those at the time of completion of the project. This will help channelize our post-mortem approach in a more structured manner.

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2 Select the participants and roles

The next step is to determine who should attend your project post-mortem and what roles they should play. Ideally, you want to include a representative sample of your project team, sponsors, clients, and other key stakeholders who can provide relevant feedback and insights. However, you also want to avoid having too many or too few participants, as this can affect the quality and diversity of the input. You should also assign roles such as facilitator, note-taker, time-keeper, and presenter, and communicate them clearly to the attendees.

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Sanil M Mhatre

Director - Management Consulting || Growth Strategy | Project Advisory | Operations Excellence || Manufacturing & Infrastructure || Ex PwC-Deloitte-Mott MacDonald II Views are personal
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The project post-mortem participants should also include a sample from the people or users who are impacted by the implementation of the project. This will help give a perspective on how the project performed and impacts the users.

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3 Prepare the agenda and questions

A well-structured agenda and a set of open-ended questions are essential for a productive project post-mortem. Your agenda should outline the objectives, topics, and timings of your post-mortem, and provide some ground rules and expectations for the participants. Your questions should cover the main areas of evaluation, such as the project scope, schedule, budget, quality, risks, issues, communication, collaboration, and stakeholder satisfaction. You should also include some questions that encourage positive feedback, such as what went well, what are you proud of, and what are you grateful for.

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4 Facilitate the discussion and feedback

As the project manager, you have the responsibility of facilitating the project post-mortem and ensuring that it is respectful, constructive, and engaging. You should start by welcoming the participants, setting the tone, and reviewing the agenda and ground rules. Then, you should guide the discussion and feedback by asking the questions, listening actively, summarizing the key points, and probing deeper when necessary. You should also manage the time, handle any conflicts or disagreements, and acknowledge and appreciate the input of the attendees.

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5 Analyze the data and generate recommendations

After the project post-mortem, you should analyze the data and feedback that you collected and generate recommendations for future projects. You should look for patterns, trends, gaps, and root causes in the data, and use them to identify the strengths, weaknesses, opportunities, and threats of your project. You should also prioritize and categorize the recommendations based on their feasibility, impact, and urgency, and assign owners and timelines for their implementation.

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6 Share the results and follow up

The final step is to share the results and follow up on the recommendations of your project post-mortem. You should prepare a concise and clear report that summarizes the main findings, conclusions, and recommendations of your post-mortem, and distribute it to your team and stakeholders. You should also solicit feedback on the report and the post-mortem process, and make any adjustments as needed. Moreover, you should monitor and track the progress and outcomes of the recommendations, and report on them regularly.

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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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How can you conduct a project post-mortem like a pro?

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4

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1 Define the purpose and scope

2 Select the participants and roles

3 Prepare the agenda and questions

4 Facilitate the discussion and feedback

5 Analyze the data and generate recommendations

6 Share the results and follow up

7 Here’s what else to consider

Project Management

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How can you conduct a project post-mortem like a pro?

1

2

3

4

5

6

7

1 Define the purpose and scope

2 Select the participants and roles

3 Prepare the agenda and questions

4 Facilitate the discussion and feedback

5 Analyze the data and generate recommendations

6 Share the results and follow up

7 Here’s what else to consider

Project Management

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