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Project Lessons Learned Meeting

I guess I’m starting this blog at the end. I’ve been working on a small-scale project for the past 4.5 months to set up a new telephonic sales vendor for our department. The project has included script development, contracting the vendor (Protocol Global Services), coordinating the transfer of existing phone lines, and working with our IT department to create the data transfer system to manage the data capture from the vendor to our enrollment department.

The project officially went live Monday a week ago. We’ve been selling 20 plans per day, which we expect to explode in the next 3 weeks. We were officially 3 weeks late launching. Our web developer quit after the data transfer system was one week past due. We discovered that a second phone line existed after we had gone live.

Tomorrow, during my weekly implementation team call, I’m hosting a lessons learned meeting. This is actually the first time I’ve led a project where I’ve included a lessons learned meeting. I had to do some research on what to include.

I’ve had one article in reserve for this meeting, that helped guide me in creating the agenda. While this article was written for design firms, and I definitely do not work in a design firm, I thought the meeting structure idea makes a lot of sense. The second article focuses a lot more on being on the wrong side of a post-mortem meeting.

Here is the agenda I drafted. We’ll see how the meeting goes tomorrow.

Agenda:

  • Ground rules
  • Overview of Project
    • Review In-scope tasks
    • Review time frames/project constraints
    • Review expected roles
    • Execution- some questions for consideration:
      • Did we fulfill the in-scope tasks?
      • Was the project scope an accurate reflection of the work that was conducted?
        • If not, what additional work was completed?
  • Were there technical challenges?
    • What could we have done to expect them and prepare?
  • Did the team have the complete knowledge to complete the project?
    • Which areas did we not have adequate expert coverage to tackle?
  • Did the team scramble to fix issues that arose without triaging the problem? Did we do unnecessary work?
  • Were there areas that could have benefited from more communication?
  • Solve for problems
    • For the most glaring issues identified, if any, be prepared to brainstorm a couple of solutions to try the next time
    • Personal successes
      • Take a minute before the meeting to think if there are any areas that you think you handled particularly well.
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