{"id":10218,"date":"2018-09-12T08:00:18","date_gmt":"2018-09-12T08:00:18","guid":{"rendered":"https:\/\/twproject.com\/?p=10218"},"modified":"2018-11-05T15:00:43","modified_gmt":"2018-11-05T15:00:43","slug":"lessons-learned","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/lessons-learned\/","title":{"rendered":"Lesson learned. Use the &#8220;lessons learned&#8221; to reduce the chances of failure of a project"},"content":{"rendered":"<p>With l<strong>essons learned<\/strong>, we talk about learning from the mistakes, and not only, of the past.<\/p>\n<p>We could apply infinite proverbs to this statement, but we want to recall only one: \u201cErrare humanum est, perseverare autem diabolicum\u201d<\/p>\n<div class=\"table-of-content\">\n<h5>CONTENT INDEX<\/h5>\n<ul>\n<li><a href=\"#lesson\">Lesson Learned: the study of Axelos PPM Benchmark<\/a><\/li>\n<li><a href=\"#how\">How does the process of lessons learned work<\/a><\/li>\n<li><a href=\"#one\">Management of lessons learned: Type 1<\/a><\/li>\n<li><a href=\"#two\">Management of lessons learned: Type 2<\/a><\/li>\n<li><a href=\"#three\">Management of lessons learned: Type 3<\/a><\/li>\n<\/ul>\n<\/div>\n<p><a name=\"lesson\"><\/a><\/p>\n<h2><strong>Lesson Learned: the study of Axelos PPM Benchmark<\/strong><\/h2>\n<p>According to the recent study by <strong>AXELOS PPM Benchmark<\/strong>, almost half of project managers who rarely (or never) <strong>revise projects<\/strong> have faced a <strong>project failure<\/strong> in the last 12 months.<\/p>\n<p>On the other hand, only 34% of those who always (or almost always) review the project, have experienced a failure during the last year.<\/p>\n<p>These results give further importance to the argument that <strong>&#8220;lesson learned&#8221; from past projects<\/strong> should be an <strong>integral part of project management<\/strong>.<\/p>\n<p>So why is this aspect so often overlooked?<\/p>\n<p>Learning from past projects and activities should be a continuous effort throughout the <a href=\"https:\/\/twproject.com\/blog\/project-life-cycle-phases-and-characteristics\/\" target=\"_blank\" rel=\"noopener\">project life cycle.<\/a><\/p>\n<p>This mentality should be strongly encouraged by the project manager right from the beginning.<\/p>\n<p>Whether the<strong> lessons learned<\/strong> are used to <strong>prepare ongoing projects<\/strong>, or used <strong>to identify any improvement within the project<\/strong>, learning from the f<strong>ailures or successes of past projects becomes a very important element<\/strong>.<\/p>\n<p>Not considering what went wrong during a project is simply stupid. It means to be in a position where we will <strong>repeat the same mistakes<\/strong>.<\/p>\n<p>On the contrary, even not to highlight the successes of a project and how these have been achieved is a mistake.<\/p>\n<p>You lose the opportunity <strong>to implement good processes and best practices<\/strong> that can contribute to the successful <strong>completion of an existing or future job<\/strong>.<\/p>\n<p>In short, the <strong>lessons learned<\/strong> are documented information that reflects <strong>both the positive as well as negative experiences of a project<\/strong>.<\/p>\n<p>They represent the organization&#8217;s commitment to <strong>excellence in project management.<\/strong><\/p>\n<p>For the project manager, it is an opportunity <strong>to learn from the real experiences of others<\/strong>.<\/p>\n<p>The process of learning occurs <strong>during and at the end of each project<\/strong>, whether short or complex.<\/p>\n<p>The best way is to hold a session<strong> to identify the lessons learned<\/strong>.<\/p>\n<p>It should be conducted at different times according to the critical issues and <strong>complexity of the project<\/strong>.<\/p>\n<p>The more complex the project, the more the sessions should be.<\/p>\n<p>If you wait until the end of the project, especially if it is long and complex, you could lose some <strong>key points<\/strong>.<\/p>\n<p>Project managers, team members and stakeholders can all be interested in <strong>reviewing the lessons learned<\/strong> and making decisions about how to <strong>use the acquired knowledge<\/strong>.<br \/>\n<a name=\"how\"><\/a><\/p>\n<h2><strong>How does the process of lessons learned work<\/strong><\/h2>\n<p>The process of <strong>collecting and evaluating lessons learned<\/strong> includes the five following steps:<\/p>\n<ul>\n<li>Identification;<\/li>\n<li>Documentation;<\/li>\n<li>Analysis;<\/li>\n<li>Archiving;<\/li>\n<li>Recovery.<\/li>\n<\/ul>\n<h3><strong>1) Identification of lessons learned<\/strong><\/h3>\n<p>This first phase consists in identifying comments and recommendations that could be <strong>useful for future projects<\/strong>.<\/p>\n<p>The project manager, or the person responsible for data collection, should give all <strong>project&#8217;s collaborators<\/strong>, and possibly also stakeholders, a <strong>project survey<\/strong>.<\/p>\n<p>The project survey will help <strong>identify input and lessons learned<\/strong>.<\/p>\n<p>Thanks to the survey, all the points of view and the experiences will be collected.<\/p>\n<p>Three <strong>key questions<\/strong> should be included in the survey:<\/p>\n<ol>\n<li>What went well;<\/li>\n<li>What went wrong;<\/li>\n<li>What should be improved.<\/li>\n<\/ol>\n<h3><strong>2) Documentation of lessons learned<\/strong><\/h3>\n<p>The second step in the <strong>lessons learned process<\/strong> is to <strong>document and share the results<\/strong>.<\/p>\n<p>After the lessons learned have been acquired, they should be reported to all <a href=\"https:\/\/twproject.com\/blog\/project-stakeholders\/\" target=\"_blank\" rel=\"noopener\">project stakeholders<\/a>.<\/p>\n<p>The <strong>final report<\/strong> must be kept and stored together with all the <strong>project documentation<\/strong>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-10221 aligncenter\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-2-630x372.jpg\" alt=\"lessons learned\" width=\"711\" height=\"420\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-2-630x372.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-2-1130x668.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-2-1500x887.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-2-705x417.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-2-450x266.jpg 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/p>\n<p>This report should give an overview of how the process of lessons learned works.<\/p>\n<p>It must also contain a summary of the <strong>strengths and weaknesses of the project<\/strong> as well as the recommendations for the future.<\/p>\n<h3><strong>3) Lessons learned analysis<\/strong><\/h3>\n<p>The third phase of the process consists of <strong>analyzing and organizing the lessons learned<\/strong> in order to apply the results.<\/p>\n<p>Information is shared with other team members during <strong>organizational meetings<\/strong>.<\/p>\n<p>As a result of the lessons learned,<strong> improvements in the project management process <\/strong>or<strong> training needs<\/strong> are often identified.<\/p>\n<h3><strong>4) Archive the lessons learned<\/strong><\/h3>\n<p>The documents on the lessons learned are archived together with other project documents.<\/p>\n<p>They must always be easy to consult.<\/p>\n<p>For this reason, organizations often set up a portfolio of lessons learned in the <strong>shared unit.<\/strong><\/p>\n<p>This allows to make the reports available to everyone that might be interested.<\/p>\n<h3><strong>5) Recover the lessons learned<\/strong><\/h3>\n<p>Although the lessons learned reports are stored on a shared unit, without the possibility to <strong>search for keywords<\/strong>, it is difficult to find them.<\/p>\n<p>Therefore, it is important to store them in an orderly and easily retrievable manner, so that even those who have not directly participated in the project can find them.<\/p>\n<p>Organizations have different approaches with which they manage &#8211; or do not manage &#8211; the lessons learned.<\/p>\n<p>Let&#8217;s see this in detail.<br \/>\n<a name=\"one\"><\/a><\/p>\n<h2><strong>Management of lessons learned: Type 1<\/strong><\/h2>\n<p>The organizations belonging to this first type do not collect the lessons learned.<\/p>\n<p>Almost always there is no <strong>defined process<\/strong> for analyzing and evaluating them.<\/p>\n<p>Lessons learned, if taken into account, are managed without <strong>standardized tools <\/strong>or<strong> consistency between the projects<\/strong>.<\/p>\n<p>This makes them unreadable and uncomparable.<\/p>\n<p>What organizations of this type need is a <strong>defined process<\/strong> and <strong>basic tools and techniques<\/strong>.<\/p>\n<p>In this type of business it is important that the project manager sees the lessons learned as constructive.<\/p>\n<p>He must therefore transmit this conviction to the project team and to the stakeholders.<br \/>\n<a name=\"two\"><\/a><\/p>\n<h2><strong>Management of lessons learned: Type 2<\/strong><\/h2>\n<p>Here organizations have a defined process and<strong> basic tools to identify and document lessons learned<\/strong>.<\/p>\n<p>The process is already <strong>part of the corporate culture<\/strong>.<\/p>\n<p>It is applied consistently to projects and processes that have been revised to achieve <strong>greater efficiency<\/strong>.<\/p>\n<p>Although the organizations of this type are constantly taking into account the lessons learned, they do not use them in a correct, complete and effective way.<\/p>\n<p>What these organizations need are <strong>effective tools<\/strong>.<\/p>\n<p>It is necessary to identify the actions that can be undertaken within the company in order <strong>to strengthen weak areas<\/strong>.<\/p>\n<p>After that, these actions have to be implemented during each project.<\/p>\n<p>This can be done through <strong>better training of the project manager<\/strong> and \/ or of the team members.<\/p>\n<p>It could also mean <strong>procedures or processes added or improved<\/strong>.<\/p>\n<p>The people responsible for <strong>analyzing the lessons learne<\/strong>d should have a role within the company that allows them <strong>to implement the solutions<\/strong>.<\/p>\n<p>It is also important that <strong>data collection<\/strong> takes place using consistent processes and forms.<\/p>\n<p>The coherence of input information enables faster identification of <strong>recurring problems <\/strong>and<strong> proactive resolutions<\/strong>.<\/p>\n<p>An example of an <strong>effective tool<\/strong> for collecting lessons learned is the construction of an <strong>input form<\/strong>.<\/p>\n<p>This document consents a <strong>consistent collection of data<\/strong> as well as providing a means for easier recovery.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-10220 aligncenter\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-3-630x421.jpg\" alt=\"lessons learned\" width=\"724\" height=\"484\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-3-630x421.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-3-1130x754.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-3-1500x1001.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-3-705x471.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/lessons-learned-3-450x300.jpg 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/p>\n<p>The model should include fields such as: category, lesson learned, actions taken, how the action was taken, keywords, etc.<\/p>\n<p><strong>Keywords<\/strong> will be essential for an easy and quick recovery.<br \/>\n<a name=\"three\"><\/a><\/p>\n<h2><strong>Management of lessons learned: Type 3<\/strong><\/h2>\n<p>This third type of organization is normally able to perform a complete analysis of the lessons learned.<\/p>\n<p>It is also able <strong>to convert this information into concrete actions<\/strong>.<\/p>\n<p>The reports are well structured, using charts and diagrams, everything is consistent and maintained in a <strong>centralized unit<\/strong>.<\/p>\n<p>Let&#8217;s repeat an important concept:<\/p>\n<p style=\"text-align: center;\"><strong>collecting, analyzing and learning from lessons learned should be a continuous effort throughout the life of the project.\u00a0<\/strong><\/p>\n<p>Everyone from the project manager to the project team, from bord of directors to stakeholders, should contribute to the <strong>collection, documentation and archiving of lessons learned<\/strong> for the benefit of future projects.<\/p>\n<p>Do you collect and correctly use lessons learned in your company?<\/p>\n<p>Is there a lesson learned that you remember the most or has left you important ideas to improve your project?<\/p>\n<p>Share your experience in a comment.<\/p>\n<div class=\"tw_promobox box_type2 sBlue sFilter sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/get-it-now-r.jpg'); background-size: 140%; background-position: -90px -290px;\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Start planning your project.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/twproject.com\/on-your-server\/\"><span class=\"avia_iconbox_title\">Try Twproject!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>With lessons learned, we talk about learning from the mistakes, and not only, of the past. We could apply infinite proverbs to this statement, but we want to recall only one: \u201cErrare humanum est, perseverare autem diabolicum\u201d CONTENT INDEX Lesson Learned: the study of Axelos PPM Benchmark How does the process of lessons learned work &hellip; <a href=\"https:\/\/twproject.com\/blog\/lessons-learned\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Lesson learned. Use the &#8220;lessons learned&#8221; to reduce the chances of failure of a project&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":10219,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58],"tags":[],"class_list":["post-10218","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Lessons learned: Use it to reduce the chances of failure of a project<\/title>\n<meta name=\"description\" content=\"Lessons learned serve to reduce the chances of failure of a project. 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