How do you identify the best practices from your project?

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How do you identify the best practices from your project? As a project coordinator, you want to learn from your successes and failures, and improve your skills and processes for future projects. But how do you capture and document the valuable lessons and insights from your project? In this article, we will share some tips and tools to help you identify, analyze, and share the best practices from your project.

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Christopher Dean

CDAO | Board Advisor | Speaker | Data IQ 100 (2020) | Qlik Luminary (2019 & 2020)
Vipul M. Mali ??

I can help with Talent Acquisition across India and Africa, backed by over 17 years of Recruitment Experience | Top…
William H.

PMO Leader | Executive | Design Thinking | Strategist | Mentor

1 Define your criteria

Before you start looking for best practices, you need to define what they are and how you will measure them. Best practices are the methods, techniques, or strategies that produce the most effective and efficient results in your project. They can be related to any aspect of your project, such as planning, communication, risk management, quality control, or stakeholder engagement. To define your criteria, you can use the SMART framework: Specific, Measurable, Achievable, Relevant, and Time-bound. For example, a best practice for communication might be: "Use a weekly status report to update the project sponsor and key stakeholders on the progress, issues, and risks of the project."

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Vipul M. Mali ??

I can help with Talent Acquisition across India and Africa, backed by over 17 years of Recruitment Experience | Top Rated Mentor on Topmate and Unstop | Resume Writer | Podcast Host "Expert Talk by Vipul The Wonderful"
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First identify the method to evaluate your project and then follow that practice to get the best out of it. You can use SMART Framework to get the best results from your project.

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2 Collect data and feedback

Once you have defined your criteria, you need to collect data and feedback to evaluate your performance and identify the best practices. Sources of data and feedback can include project documents and records, such as the project charter, plan, scope, budget, schedule, deliverables, change requests, issues log, risk register, quality reports, and lessons learned. You can also use quantitative measures that show how well you achieved your project objectives, such as cost, time, scope, quality, customer satisfaction, and return on investment. Additionally, qualitative methods such as surveys and interviews allow you to gather opinions from your project team, stakeholders, and customers. You can use online tools or conduct interviews via phone or video call.

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Christopher Dean

CDAO | Board Advisor | Speaker | Data IQ 100 (2020) | Qlik Luminary (2019 & 2020)
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Everyone says they do this but they don’t. Businesses need a strong Project Management governance and COE to ensure feedback loops and cross sharing of information.

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William H.

PMO Leader | Executive | Design Thinking | Strategist | Mentor
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In my experience, I have found that team members respond well to surveys. At the end of each project phase, I send out a survey to all team members asking the to identify what we did well and what could have gone better. I then follow up with a meeting where we go over the results and collect additional feedback and insights. I then kickoff my next phase of work by reviewing lessons learned and applying them.

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James Davis

Experienced Improvement Manager specialising in People, Technology Projects, Process, Systems & Compliance
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Retrospectives on project stages and the complete delivery are vital but so often overlooked. Without reviewing what went right/wrong it is impossible to bring iterative improvements into future stages/projects. Quick surveys are a good tool to use to get headline responses which can then be drilled into with the project team/stakeholders. Don't forget to grab feedback from beyond the project team too!

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3 Analyze and synthesize

After you have collected data and feedback, analyzing and synthesizing them to identify best practices is essential. To do this, you can use various techniques and tools, such as SWOT analysis for understanding Strengths, Weaknesses, Opportunities, and Threats. Root cause analysis can help you identify the underlying causes of problems or failures. Additionally, Pareto analysis can be used to prioritize the most important or impactful factors or issues in your project. A SWOT matrix, 5 Whys, Fishbone diagram and Pareto chart are all useful tools for organizing and visualizing your findings. Applying the 80/20 rule can further help you focus on the top 20% that account for 80% of the results.

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4 Document and share

After identifying the best practices, it is important to share them with your project team, stakeholders, and organization. You can use various formats and platforms to do this, such as creating a project report with Microsoft Word or Google Docs, creating a presentation with Microsoft PowerPoint or Google Slides, and writing a blog post with WordPress or Medium. Capturing and documenting the valuable lessons and insights from your project can be beneficial for your own learning and development, as well as for those of your project team, stakeholders, and organization. By following these tips and tools, you can apply the best practices to improve your future projects.

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Ana Pinzari

Specialist with Big Picture on Digitalization & Automatization | HR Transformation Expert | HR Technology Advisor
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It is very tricky during the projects to identify the best practices... Frequently the best practices come in a form as a solution to a situation that has reached some sort of bottleneck, other best practices can be derived from companies' culture and ways of working. Along with best practices would be great to also document another aspect: "How not to", from the "How not to" might come out the outline of the strategies to be applied with the help of Change Management team as well as CoE's (Center of Expertise).

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5 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 identify the best practices from your project?

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1 Define your criteria

2 Collect data and feedback

3 Analyze and synthesize

4 Document and share

5 Here’s what else to consider

Project Coordination

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