Lessons Learned Meeting: How to Make it Excellent

Summary

The video emphasizes the importance of lessons learned meetings in project management, highlighting that genuine learning comes from real experiences. It outlines three key times for these meetings: at the project's start, throughout its duration, and at its conclusion. Effective preparation, structured discussions, and thorough follow-up are crucial for maximizing value. The outcomes include enhanced team competence, actionable recommendations, and the establishment of a knowledge base for future projects. Ultimately, these meetings foster individual growth and promote best practices within organizations, making them an indispensable aspect of project management.

Takeaways

• 😀 Lessons learned meetings are vital for project managers to reflect on successes and failures.
• 📅 Hold lessons learned meetings at three key times: at the end, during, and at the beginning of projects.
• 🔍 Gathering data before meetings ensures discussions are rooted in reality and lead to effective analysis.
• 🗂 Setting a clear agenda helps facilitate productive discussions and keeps the meeting focused.
• 🏢 Consider the meeting logistics, such as location and environment, to foster the desired discussion style.
• 👥 Determine the appropriate attendees to maximize the value of the lessons learned meeting.
• 📝 Open the meeting by welcoming participants, introducing the agenda, and setting expectations.
• 💬 Encourage participants to share their observations and insights for collective learning and prioritization.
• 📋 Document conclusions and action points to create a checklist of recommendations for future projects.
• 🔄 Follow up on assigned actions and circulate findings to ensure the lessons learned are implemented effectively.

Q & A

What is the primary purpose of a lessons learned meeting in project management?

The primary purpose is to reflect on both successes and failures to learn from real experiences, trace causes and effects, and develop recommendations for future projects.

When is the best time to hold a lessons learned meeting?

Lessons learned meetings should be held at three key times: at the end of the project, during the project, and at the beginning of the project.

Why is holding a lessons learned meeting at the end of a project often met with skepticism?

Many project managers are skeptical because they feel that the resulting reports are often filed away and not acted upon, leading to doubts about the value of such meetings.

What should be included in the preparation for a lessons learned meeting?

Preparation should include gathering relevant data, setting an agenda, planning logistics, and determining the appropriate attendees.

What are some logistical considerations for a lessons learned meeting?

Logistical considerations include deciding the meeting's location, timing, required equipment, materials, and the environment that best suits the discussion style.

What is the structure of a typical lessons learned meeting?

A typical meeting structure includes an opening to welcome participants, a discussion phase to explore lessons, a conclusion to summarize findings, and a formal closing.

What kind of outcomes can participants expect from an effective lessons learned meeting?

Participants can expect enhanced professional experience, beneficial recommendations for current and future projects, a knowledge base for avoiding future problems, and the potential to establish good practices organization-wide.

What follow-up actions should be taken after a lessons learned meeting?

Follow-up actions include documenting and circulating recommendations, ensuring team members understand their assigned actions, briefing sponsors on findings, and sharing insights with the broader project management community.

How can lessons learned meetings contribute to professional development?

These meetings enhance the professional expertise and confidence of participants, allowing them to leave feeling they have gained valuable insights for their careers.

What is a key recommendation for maintaining a knowledge base during projects?

Project managers should keep lists of identified risks and stakeholders, which can serve as valuable assets for future projects.