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Lessons Learned Analysis
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The Lessons Learned Analysis seeks the information and knowledge gained from analyzing both positive and negative experiences of a project, program, or major objective The purpose of this exercise is to use the findings to improve performance It should become a discipline for every company manager to conduct a post-assessment of their major efforts at the end of a project or end of the business year
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Manager s Guide to Business Planning
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Lessons Learned Format
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Conducting a Lessons Learned Analysis involves asking questions about the performance and results of the project, program, or major objectives You want to look at both the process and the outcomes with a goal of learning the strengths and improvement areas going forward, applying this learning to future plans The questions should be grouped into quantitative and qualitative sections and the data generated should be shared among all the team members
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Sample Lessons Learned Format Use the templates in Exhibits 8-1 through 8-3 to conduct a Lessons Learned debriefing with your team Section 1 Project/Quantitative Results
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Category Quantity: How well were the targets/outputs achieved Quality: How well were the targets for reducing defects, scrap, and waste met Timeliness: Were the objectives delivered on time Were the milestones met Cost: Did the final results meet the financial targets, budget, or expense limits Performance Actual vs Planned Learning
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Exhibit 8-1 Lessons Learned template, part 1
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Recycle Your Learning
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Section 2 Project/Qualitative Results
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Category Internal Customer Feedback External Customer Feedback (refer to questionnaire on the next page) Timeliness: Were the objectives delivered on time Were the milestones met Leadership Effectiveness: How effective was the team leader in planning, guiding, and motivating the team Assessment Learning
Exhibit 8-2 Lessons Learned template, part 2
Section 3 Processes, Procedures, and Structure
Category Procedures: How did the procedures help or hinder the results achieved Processes: How well did the supporting processes contribute to the objectives Structure: How well did the structure of the team help to deliver the results Learning and Adjustments
Exhibit 8-3 Lessons Learned template, part 3
Manager s Guide to Business Planning
OBTAINING EXTERNAL CUSTOMER FEEDBACK: SHORT QUESTIONNAIRE
TOOLS P roducts and Services How well did the products and services conform to the agreed-on specifications How reliable were the products and services
Customer Service How easy is it for the customer to do business with you regarding placing orders, changing orders, quotation turnaround times, invoice accuracy, and deliveries P roblem Solving How quickly were problems responded to and was the problem resolved satisfactorily every time Overall Performance Compared to other suppliers, was your performance better, equal to, or worse Why
SMART
THE SPEED OF YOUR LEARNING
Learning speed can be considered the rate at which individuals and organizations acquire knowledge, assimilate that knowledge, and apply it to the work environmentThere are many ways to MANAGING accelerate learning in today s organizations and the information age Companies are using electronic learning to make the learning process more convenient to employees In these situations, presentations and learning modules are delivered to the desktop computer via internal networks through the InternetThis learning is self-paced and often has checks for understanding and quizzes to ensure the individual has acquired and can use the information
Two Examples
New Product Development
An industrial products manufacturer recently completed a new product development project and conducted a Lessons Learned Analysis with its project teams and functional support groups to determine areas for improvement The goal was to learn what could be immediately applied to the next generation of product development scheduled for the next
Recycle Your Learning
business year They grouped their learning areas into five categories: recurring problems related to critical performance dimensions, crucial activities and tasks, cross-functional coordination, development speed, and decision making A survey was designed to ask questions in each category and the project team members and support personnel completed the questionnaire Results were tabulated and reviewed in a roundtable discussion to further enhance the learning process
Lessons Learned The learning derived from the survey and discussion of the results highlighted several opportunities for immediate improvements, including eliminating late-feature inductions through a design freeze guideline, more upstream involvement from the support groups through the establishment of a formal multifunctional team structure and commitments, early role clarification, and better decision-making processes through a set of team operating procedures and team norms Insights for Future Project Teams I Build the team climate and culture Establish team norms for early identification of problems, rather than waiting and creating bigger problems down the road I Create a risk assessment for new technology and new features Build adequate time and contingencies into the schedule I Conduct in-depth supplier audits to ensure capabilities and commitments are met I Consider using project leads for major subprojects This will provide opportunities for the project manager to delegate more I Show some reluctance to move project team members between ongoing projects This can create gaps at critical times during the product development cycle
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