problem definition

3 Quick Steps to Capture Lessons Learned

May 14, 2013 by
Billy Guinan

One of the defining characteristics of a project is that it ends.  It is planned, executed, tracked, and closed – hopefully delivering on the benefits promised at the outset!

But projects are difficult.  The unexpected will happen during a project.  Things will go wrong.  So when a project is completed successfully, there is certainly reason to celebrate… but not before you close down the project properly!

 

Get started with SharePoint for project management with your free template!  

 

A lot of project managers are so eager to put a project behind them, that once it’s “finished” they move on way too quickly.  But if you take some time to process and reflect on the project that just happened, I guarantee you will be more successful with the project you are about to start.

Here are three quick steps that will help you close a project effectively to capture lessons learned and continuously evolve your project management practices:

 

1. Close the Project Site

Hopefully, you have been using a collaborative site on SharePoint to manage your projects!  Although this step may seem administrative, you should bring the project to an orderly close. Closing the project site indicates the project is closed and ensures project information no longer appears in the reports to senior executives.

Throughout the course of the project, you might have made changes and modifications to the site template to better suit the needs of the project.  Those changes are very important and can be baked into your processes to make project management even easier going forward… more on that in section three!

 

2.  Capture Lessons Learned

During the project, things will have gone well and some things will not have gone so well.  You can learn from both good and bad experiences, so it is critical that you run a project post-mortem to hear and understand team’s feedback.

Here is a sample set of simple questions to get the team to think and reflect:

  • What went well on this project?
  • What did not go so well on this project?
  • What did we not do on this project that might have helped?
  • What specific actions should we take to adjust the approach to the next project we do as a team?

 

Give your team a bit of time to provide thoughtful responses.  Some mechanisms to collect the feedback include:

  • Meeting: the team talks through project experiences in a facilitated session
  • Survey: give people a survey in the collaborative site
  • Meeting and Survey: project members answer questions in advance and then meet to discuss and make recommendations

 

It is important that all project participants take part in the feedback process so the recommendations are constructive from all angles of the project.

 

3.  Update Project Templates

The beauty of SharePoint is that it’s so easy to configure!  As we mentioned in section one, you may have modified the project site as you went through the project. Review those changes and apply them to the project template you use to make new project sites.  This is a really practical and efficient way to improve and mature the way you carry out project management.

By capturing and replicating site modifications, you are constantly evolving your project management processes to guide project managers and eliminate the chance of repeating mistakes on future projects.  No more re-inventing the wheel every time!

 

BrightWork Template Design Sync

Here’s a quick scenario … you have just completed a project using a SharePoint project template, to which you made three changes.  After the project post-mortem, you realize those changes will make project management easier for everyone, so you want to bake them into the PM processes going forward.

But those modifications need to get rolled out to 37 other sites using that same project template!  Try that one-by-one and it’s a lot of legwork in SharePoint (and prone to errors!).

Using Design Sync, you have two options.  One way is to change the site template from the center and send them out to all the project sites using that template.

 

Or with option two, you can tell the folks to go into their projects and take down the changes they want, so it’s not all or nothing.  You don’t have to take all the changes if you don’t want to.

brightwork design sync 2

In any case, the BrightWork Design Sync allows you to make changes to how you manage projects, and have those changes effortlessly, efficiently and accurately deployed to multiple projects that are already in flight.

 

 

Image credit 

SharePoint Project Management Template

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