How do you capture lessons learned for future projects?

1 Plan ahead

The first step to capture lessons learned is to plan ahead. You should decide when, where, how, and with whom you will conduct the lessons learned sessions. Ideally, you should schedule them at the end of each phase or milestone of the software project life cycle, as well as at the end of the project. You should also choose a suitable format and method for the sessions, such as face-to-face meetings, online surveys, or focus groups. You should also define the scope and objectives of the sessions, and prepare a list of questions or topics to guide the discussion.

2 Conduct the sessions

The second step to capture lessons learned is to conduct the sessions. You should invite the relevant stakeholders, such as the project team, the sponsor, the client, and the users, to participate in the sessions. You should also assign a facilitator and a recorder to lead and document the sessions. The facilitator should create a safe and constructive environment for the participants to share their feedback, opinions, and suggestions. The recorder should capture the key points, insights, and actions from the sessions. You should also encourage the participants to be honest, respectful, and specific in their comments.

3 Document the results

The third step to capture lessons learned is to document the results. You should compile and organize the data and information collected from the sessions into a concise report, which should include the project background, scope, objectives, and results, as well as the positive and negative aspects of the project performance, processes, and outcomes. Additionally, the report should include best practices, recommendations, and improvement actions for future projects. It should also specify the lessons learned categories such as project management, technical, business, or human factors; the sources of these lessons such as stakeholders, documents, or metrics; and their status such as open, closed, or ongoing.

4 Share the report

The fourth step to capture lessons learned is to share the report. You should distribute the report to the relevant stakeholders, such as the project team, the sponsor, the client, and the users, as well as the senior management, the project office, and the knowledge management system. You should also solicit feedback and comments from the stakeholders on the report, and make any necessary revisions or updates. You should also ensure that the report is accessible, searchable, and reusable for future projects.

5 Apply the lessons

The fifth step to capture lessons learned is to apply the lessons. You should use the report as a reference and a guide for planning, executing, and closing future projects. You should also monitor and evaluate the impact and effectiveness of the lessons learned on your project management skills and performance. You should also update and refine the lessons learned as you gain more experience and knowledge from your projects.

6 Review the process

The final step to capture lessons learned is to review the process. You should assess and measure the benefits and challenges of capturing lessons learned for your projects. You should also identify and address any gaps, issues, or barriers that hinder or prevent you from capturing lessons learned effectively and efficiently. You should also seek and implement feedback and suggestions from the stakeholders on how to improve the process. You should also celebrate and reward the achievements and contributions of the participants in the process.

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?