The mystic art of lessons learned

In the fast-paced world of ERP enabled transformation, the importance of conducting thorough lessons learned exercises is often overlooked. Neglecting this practice amplifies future risks and hinders opportunities for improvement.

Lessons learned exercises are not just a formality; they are crucial for capturing insights, identifying areas for enhancement, and promoting continuous growth and development. Unfortunately, organisations often fail to reflect on past experiences as they rush to move on to the next project or phase in the programme.

By not conducting comprehensive lessons learned exercises, we miss out on the opportunity to:

1. Identify Patterns: These exercises help us identify recurring issues or challenges across projects, enabling us to address underlying systemic issues rather than merely treating the symptoms.
2. Leverage Successes: Recognising and understanding what contributed to positive outcomes is equally important. Lessons learned exercises allow us to replicate successful practices in future endeavours.
3. Enhance Accountability: Taking responsibility for past mistakes fosters a culture of continuous improvement. It promotes transparency and ownership at every level of the organisation.
4. Mitigate Risks: By understanding where we have stumbled in the past, we can proactively mitigat similar risks in future projects. This foresight is invaluable in preventing costly errors and delays.
5. Promote Innovation: Lessons learned exercises create a space for creativity and innovation by encouraging team members to critically think about how processes and approaches can be optimised.

Recently, I reviewed the lessons learned from a global ERP implementation, and it reminded me of just how essential it is to delve into the insights gained during key implementation phases.

Here are examples of key learnings that may resonate:

Building Insights:

• Lack of Testing: Failure to test default client YY impacted new client setups. Testing in a live environment could mitigate this risk.
• Integration Issues: Multiple Solution Architects working in silos resulted in missed functionalities. Adopting a unified approach and technical copying could streamline the process.
• Enhanced Scripting: The default copy functionality is inadequate; additional scripting is necessary for comprehensive data migration.
• Localisation Efficiency: Centralising localisations under one consultant could improve integration and efficiency.

Lessons on Data Migration:

• High-Risk Scope: Committing to complex data migration scopes without adequate knowledge poses significant challenges.
• Timely Delivery: Unclear data migration timelines affected go-live schedules, emphasising the need for transparent communication and realistic planning.
• Streamlined Processes: By leveraging SQL migration and optimised mapping tables, we can expedite data migration and minimise risks.

Testing Takeaways:

• Detailed Testing: Prioritise non-happy flows and involve end users in comprehensive testing to identify and address potential issues.
• Defect Management: Ensure defects are promptly fixed in both test and live environments, with clear communication on resolution timelines.

Communication & Change Network:

• Proportional Communication: Avoid unnecessary escalations and streamline communications to prevent information overload.
• Enhanced Collaboration: Foster better collaboration between communications teams and stakeholders to ensure clarity and alignment.

IT & Cutover Insights:

• Access Management: Streamline access processes for test environments to minimise delays and frustration.
• Cutover Complexity: Plan cutover activities meticulously and avoid combining multiple complex tasks in a single weekend.
• Ownership Clarity: Designate clear owners for all cutover activities to ensure effective coordination and execution.

Support & Aftercare:

• Dedicated Resources: Ensure consultants remain dedicated to the project post-go-live to address ongoing issues effectively.
• Process Clarity: Clearly communicate support procedures to stakeholders to facilitate efficient issue resolution.

In essence, the art of running real lessons learned exercises is far from lost; it is a fundamental aspect of effective programme management and organisational learning.

By prioritising these exercises and embracing their insights, we not only minimise future risks but also foster a culture of continuous improvement and innovation that propels you toward success.

Through these insights, we were better equipped to navigate future transformations with agility and foresight.

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