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How do you learn from past projects?

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Learning from past projects is essential for improving your business operations and achieving your goals. Whether you are leading a team, working as a freelancer, or running your own business, you need to reflect on what went well and what didn't, and use that feedback to plan your next steps. In this article, we will show you how to learn from past projects using a simple and effective process.

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1 Identify the purpose and scope of the project

Before you start analyzing your project, you need to clarify what you wanted to achieve and what you actually delivered. This will help you measure your performance and identify any gaps or deviations. You can use a project charter, a statement of work, or a project plan to define the purpose and scope of your project. These documents should include the objectives, deliverables, timeline, budget, stakeholders, and success criteria of your project.

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Vicki D.

Creator | Aging In Place Advocate | Caregiver
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In addition to what everyone else documented, Lessons Learned exercises are only valuable when honest feedback is given. So many times these exercises are done in large groups and folks will 'sugar-coat' their feedback so as not to appear critical of their project mates. When this occurs, improvements are not incorporated into future projects and the same, subpar results are perpetuated.

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Kamalini D.

HR Business Partner @ MTA | ex-Slack | MBA
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Some ways to get started: 1. Strategically think about the scope of the project. 2. Ask the 5W's. This is the stage where all the ideas are thrown out. Pros and Cons are established and pain points are identified.

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Ericka Norman

Technical Product Manager | TBMA | Creatively driving data-based insights and solutions for complex problems in IT, Finance, and End-user tools.
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As part of success criteria I like to add baseline KPI goals early on. Mature teams will often have documented standard ones like budget tracking and on-time delivery so they can do portfolio level cross project analysis. KPIs don’t solve the issues with honest and actionable project feedback on completion, but they can help focus teams when project performance can be emotional or there’s risk aversion. While ROI is often a goal in getting budget; valuation of the returns are often ambiguous or not tracked, even in more mature departments. When it is, you typically see teams adopting more balancing measures for success and companies investing more time and energy into the process, building in mid-project feedback and comms vs only post.

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2 Collect and organize data and feedback

The next step is to gather as much data and feedback as possible about your project. Data can include quantitative measures such as costs, revenues, time, quality, and customer satisfaction. Feedback can include qualitative inputs from your team, clients, partners, and suppliers. You can use various methods to collect and organize data and feedback, such as surveys, interviews, focus groups, reports, dashboards, and analytics tools.

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3 Analyze and evaluate the results

Once you have collected and organized your data and feedback, you need to analyze and evaluate the results of your project. You can use different frameworks and tools to help you with this step, such as SWOT analysis, root cause analysis, gap analysis, or balanced scorecard. The aim is to identify the strengths, weaknesses, opportunities, and threats of your project, and to compare the actual outcomes with the expected ones. You should also look for patterns, trends, and correlations that can explain the causes and effects of your project.

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4 Identify and document the lessons learned

The most important step of learning from past projects is to identify and document the lessons learned. Lessons learned are the key takeaways that you can use to improve your future projects and avoid repeating the same mistakes. You should categorize your lessons learned into positive and negative ones, and into project-specific and general ones. You should also specify the actions that you need to take to implement your lessons learned, and assign responsibilities and deadlines for them.

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Joaquim Borges

Business Operations Coordinator @ RecargaPay | Process Improvement, Problem Solving
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It is essential not to turn the lessons learned routine into a bureaucracy and/or a kind of corporate terrorism. For lessons learned, less is often more.

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5 Share and communicate the lessons learned

The final step of learning from past projects is to share and communicate the lessons learned with your team and other relevant stakeholders. This will help you create a culture of learning and collaboration in your organization, and increase the chances of applying your lessons learned in practice. You can use different formats and channels to share and communicate your lessons learned, such as presentations, reports, newsletters, blogs, podcasts, or webinars.

Learning from past projects is not a one-time activity, but a continuous process that should be integrated into your business operations. By following these steps, you can turn your past projects into valuable sources of learning and improvement for your future ones.

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Ericka Norman

Technical Product Manager | TBMA | Creatively driving data-based insights and solutions for complex problems in IT, Finance, and End-user tools.
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Frankly the best lessons learned are often long after the project team has disbanded. This is why some companies are focusing more on promoting success ownership with product management vs project management, you have some people who continue to gather and track project success and failures over time. A product manager can listen to project teams feedback and see longer term results and should help gather and add comparative feedback to teams and team members.

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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 learn from past projects?

1

2

3

4

5

6

1 Identify the purpose and scope of the project

2 Collect and organize data and feedback

3 Analyze and evaluate the results

4 Identify and document the lessons learned

5 Share and communicate the lessons learned

6 Here’s what else to consider

Business Operations

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How do you learn from past projects?

1

2

3

4

5

6

1 Identify the purpose and scope of the project

2 Collect and organize data and feedback

3 Analyze and evaluate the results

4 Identify and document the lessons learned

5 Share and communicate the lessons learned

6 Here’s what else to consider

Business Operations

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