Continuous improvement is vital for any organisation that wants to stay competitive and meet evolving customer needs. But creating a culture focused on getting better requires more than just stating the intention. It’s critical to systematically capture lessons learned after projects and major initiatives so those insights can inform future work. Using a lessons learned template is an excellent way to facilitate this knowledge sharing. Here are some tips on how to use lessons learned templates to drive continuous improvement.
Define the Purpose
Start by clarifying the goals for lessons learned activities in your organisation. Typical objectives that are often covered in a lessons learned template include:
- Identifying what worked well so it can be repeated
- Pinpointing problems or obstacles so they can be avoided in the future
- Capturing new risks and how they were mitigated for other teams to reference
- Disseminating knowledge and experience to improve overall performance
- Encouraging reflection and analysis to spark innovation
With a clear purpose defined, the organisation can establish guidance for when and how lessons learned templates should be used.
Create a Standard Template
Develop a standard template that becomes the norm for all post-project reviews and major milestone retrospectives. This provides consistency across the organisation and sets clear expectations. The template should include:
- Background on the project objectives, scope, and timeline
- Sections for what went well, what didn’t go well, and recommendations
- Areas to document risks, issues, dependencies, and assumptions
- Space for quantitative metrics and data like budget performance
- A section for attaching relevant documents, reports, or examples
The template should strike a balance between structure and flexibility. Make sure to solicit feedback from project managers and team members to ensure it will be useful.
Require Lessons Learned Reviews
To ingrain lessons learned as a regular habit, organisations should review teams to conduct reviews after major phases, milestones, or at project close. Build this expectation into the project management methodology so it becomes an integral part of your process. Most lessons are learned by reflecting systematically at project milestones vs. waiting until the end.
Make lessons learned a mandatory deliverable that must be submitted along with other closing documents. Having a deadline will ensure teams make time for this knowledge sharing activity amidst competing priorities.
Share Broadly Across the Organisation
The insights captured are only valuable if they are shared broadly beyond the project team. Establish a central repository where all lessons learned templates can be stored and easily searched. Use a network drive, SharePoint, or purpose-built software. Make submitting lessons learned part of the project closeout steps.
Ideally, the entire organisation should have access to read the repository. At a minimum, ensure project managers and team leads can search previous lessons learned for relevant insights when starting new initiatives. Automated notifications when new templates are added can also boost awareness.
Review Insights When Planning New Work
Make it a regular habit to reference past lessons learned when developing project plans, scoping new work, and forming teams. This input can uncover valuable risks, dependencies, and assumptions at project outset versus learning these things after the fact. Relevant lessons should be attached to project charters and discussed in kickoff meetings to set the team up for success.
Build Accountability
While processes can mandate lessons learned, real culture change depends on individual behaviours. Employees at all levels must take ownership of continuous improvement.
Leaders should be role models, visibly referencing past lessons learned when launching new projects and setting organisational direction. Provide training on how to effectively capture lessons learned for project teams. Recognise and reward those who put effort into documenting thoughtful lessons.
Incorporate lessons learned expectations into performance management systems. Consider making it an element of project manager competency assessments.
Turn Insights into Action
Establish an improvement process where lessons are systematically translated into impact. Assign owners, action plans, and timeframes to address recommendations. Follow up to ensure actions are completed.
Have an executive sponsor periodically review lessons learned themes to identify systemic opportunities for improvement across departments. Identify recurring issues that can be addressed through investments in training, updated methodologies, or new tools.
Continuous improvement requires learning from experience. Lessons learned templates provide a structure for capturing hard-won knowledge so organisations continually get smarter. But real culture change depends on leaders role modelling the behaviours while providing support and training. With a thoughtful process and individual accountability, lessons learned can become a catalyst for positive change rather than an empty exercise. The ultimate goal is translating reflection into actions that improve performance and results over time.
