Track Lessons Learned early and often

Keep track of those Lessons Learned!

Anyone that has been a project manager for any length of time has heard of Lessons Learned. The Project Management Institute (PMI) defines Lessons Learned on page 544 of the PMBOK Fifth Edition: The knowledge gained during a project  which shows how project events were addressed or should be addressed in the future with the purpose of improving future performance.”

PMP Exam tip

In fact, if you haven’t tested for your PMP yet,  the test writers at PMI assume that you have complete historical records available to you.

We know that is not reality.

Lessons Learned and the close out process

Lessons Learned is part of the close out process if you’re following the PMI methodology. I’m here to say Lessons Learned is part of the project management process and only completes during close out.

You may ask, “Something else to track?” Yes.

Tracking Lessons Learned

Keeping track of Lessons Learned from the start of the project allows you to remember the circumstances surrounding the issues. In the projects I manage, I keep an action item list, typically as an Excel spreadsheet. In that workbook, I create a Lessons Learned tab. About once per month, I review the project activity and add new items to that Lessons Learned tab.

Often, it’s difficult to remember what you had for lunch yesterday, much less why that part was late months ago. Don’t wait to record the issue, resolution, and what to do to avoid it in the future. To dodge fixing the same problems in project after project, it’s important to know where the pitfalls and problems arise. That’s why Lessons Learned are so important.

Documenting Lessons Learned

I’m a firm believer that you remember what you document. In most organizations, it’s difficult to share information – even in this time of collaboration tools and databases.  Keeping a running list of lessons learned – and their resolution – reminds the team and management what’s occurred and why.  If your organization has a formal place to keep Lessons Learned – and it should – go ahead and put a copy of your unfinished document there. Consider it a back-up. If it’s used by someone, consider that a bonus.

Organizations often run multiple similar projects – there’s always a new server refresh to do or an upgrade to software. Staying aware of the potential problems helps to reduce the stress and time frames of subsequent projects. Quite frankly, it makes the project manager look very good when they can speak with authority on the potential problems and how to resolve them.

Keep copies

Also, keep copies of everything in your personal files. You never know when someone accidentally removes files or deletes something. Use these files as reminders of what you’ve accomplished. You never know when you’ll need it.

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How do you track Lessons Learned? Let us know in the comments below.