What are some best practices for reflecting on your project outcomes and learnings?

Setting up clear goals and expectations is crucial for any project, especially when it comes to project evaluation. Often projects are run with assumptions of how success may look, making it complicated to understand what baseline to use for assessment. It is a good idea to do regular check-in's with project sponsors on success criteria and adjust them if needed.

Overtime, I have discovered that what really drives our goals are those achievable set objectives . At this level, expectations can be measured, evaluated and reviewed continually if need be. Focusing on the goal itself and not on the objectives might seem ambiguous. Additionally, we reflect on our actions which is performed at the objectives level. Therefore, let us focus on those actions we can easily give account of.

One of my favorite questions to ask is to rate something on a scale of 1 to 10. You have to ask why they gave us this number and not a lower number. The benefit of asking why they gave us a higher number rather than a lower number is that they have to defend their answer and because they're defending their own answer they have to come up with some sort of positives to support the number they gave. Obviously this does not work if they give you a zero. But 9 out of 10 times when you ask this question people will give you a slightly favorable number so by using the follow up question they are defending why they gave you the more favorable number.

In my experience, conducting a collaborative project retrospective is extremely helpful for continuous improvement. Starting with 3 simple questions can invite honest dialogue and evaluation: - What went well? - What didn’t go well? - What can we do differently next time? Setting the expectation that no blame is being cast, and no praise is being lavished on individuals can garner honest reflection. It then becomes all about learning and growth of the TEAM.

Analysing your data is a crucial step in reflecting on project outcomes and learnings. Collect and review quantitative and qualitative data from various sources, such as performance metrics, feedback surveys, and meeting notes. Look for patterns, trends, and anomalies that provide insights into what worked well and what didn’t. Use visual aids like charts and graphs to help interpret the data. This thorough analysis forms the foundation for understanding your project's successes and areas for improvement.

Drawing conclusions from your data analysis helps crystallise your understanding of the project outcomes. Identify key takeaways and lessons learned from the data. Consider the impact of different strategies and decisions on the project's success or challenges. Discuss these findings with your team to gain diverse perspectives. Summarise the conclusions clearly, highlighting both positive outcomes and areas needing improvement. This step ensures that the learnings are well-understood and can be effectively communicated.

Making recommendations is the final step to ensure your reflections lead to actionable improvements. Based on your conclusions, propose specific, practical steps that can be taken to enhance future projects. Focus on strategies to replicate successes and address identified weaknesses. Document these recommendations and share them with relevant stakeholders. Ensure that there is a clear plan for implementing these suggestions, including assigned responsibilities and timelines. This proactive approach turns your reflections into valuable guidance for ongoing development and success.