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Learning from Project Failures

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What is a Project Post-Mortem?

A project post-mortem is a structured review process conducted after a project to analyze its successes and shortcomings. In the IT industry, the common term used is “lessons learnt“. Similarly, in a project management context, a post-mortem involves a detailed examination of all aspects of a completed project—what went well, what didn’t, and why. Also, another way of viewing:

  1. What to keep?
  2. What could be improved?
  3. What didn’t work?
  4. Example or description of what could’ve been improved or didn’t work. Then provide recommendations on what you believe could work better.

The primary goal of a project lesson learnt is to learn from the project’s outcomes, whether successful or not. It provides an opportunity to reflect on the entire project lifecycle, including planning, execution, and delivery, and to gather insights that can be applied to future projects. By identifying the root causes of any issues encountered, teams can make informed decisions to improve processes, enhance project governance, and prevent similar problems from arising in the future.

Ultimately, a project lesson-learned session is about continuous improvement. It enables organizations to build a knowledge base of best practices and lessons learned, fostering a culture of learning and resilience that can lead to better project outcomes over time. This does not need to only happen after a proof of concept project, this should be part of the Project Management Office’s (PMO) best practices.

Conducting Post-Mortems: Learning from Project Failures

Why are projects failing even before the project is initiated In the fast-paced world of Information and Communication Technology (ICT), even the best-laid plans can sometimes go awry. Projects that start with great promise can fall apart due to unforeseen challenges, leaving businesses scrambling to understand what went wrong. For medium-sized ICT service providers in Australia, conducting post-mortems—structured reviews of completed projects—is a vital practice for learning from failures and ensuring future success.

Why Post-Mortems Matter

Post-mortems offer an opportunity to step back and critically analyze a project’s lifecycle. By dissecting what went well and what didn’t, ICT service providers can identify patterns and root causes of failure. This isn’t just about assigning blame; it’s about creating a learning culture that fosters continuous improvement. Effective post-mortems can lead to better project governance, enhance project hygiene, and ultimately reduce the likelihood of future crises.

If you’d like us to help you create a register and collate all the learnings from your team. Contact us today to see how we can help you through the lessons-learned stage of your project.

Key Steps in Conducting a Successful Post-Mortem

  1. Preparation and Timing
    Schedule the post-mortem promptly after project completion to ensure details are fresh in everyone’s mind. Gather key stakeholders, including the project sponsor, project managers, team members, and clients, to have a comprehensive view of the project’s journey.
  2. Encouraging Open Dialogue
    Create a safe space where team members can openly share their perspectives. Encourage honesty and transparency without the fear of reprisal. This open dialogue is crucial for uncovering hidden issues and fostering a culture of trust.
  3. Analyzing What Went Wrong—and Right
    Break down the project into its core components: planning, execution, and delivery. For each phase, ask critical questions: Were objectives clear? Did the project stay within scope and budget? Were there any red flags that were overlooked? Don’t forget to acknowledge what worked well, as these successes can be replicated in future projects.
  4. Identifying Root Causes
    Go beyond the surface issues to understand the root causes of project failures. Was there a lack of resources? Were communication channels ineffective? Did the team encounter unforeseen technical challenges? By identifying these root causes, you can develop strategies to prevent similar issues in the future.
  5. Documenting and Sharing Findings
    Create a comprehensive report that outlines the key takeaways from the post-mortem. Share this document with the entire organization, ensuring that lessons learned are accessible to all. This documentation becomes a valuable resource for future projects, helping refine processes and avoid repeating past mistakes.
  6. Implementing Changes
    The final and most important step is to act on the insights gained. Whether it’s improving communication protocols, adjusting project management approaches, and project management tools, or refining governance structures, the changes implemented as a result of the post-mortem can make the difference between future success and failure.

The Long-Term Benefits of Regular Post-Mortems

For ICT service providers, the value of conducting regular post-mortems cannot be overstated. These reviews not only help in understanding past failures but also play a critical role in preventing them. By integrating the lessons learned into future projects, companies can improve their project governance, enhance their operational efficiency, and ultimately deliver better results to their clients.

In an industry where reputation is everything, learning from failures and continuously improving is the key to staying competitive. Post-mortems, when done correctly, can turn project failures into valuable lessons that drive future success.

Conclusion

For medium-sized ICT service providers in Australia, adopting a disciplined approach to conducting post-mortems is not just a best practice—it’s a strategic advantage. By embracing this process, businesses can refine their project governance, improve project hygiene, and position themselves to win more business in a competitive market. Remember, the goal isn’t to avoid failure entirely—it’s to learn from it and emerge stronger.

By implementing these practices, your organization can not only avoid the pitfalls of past projects but also set the stage for future success.

Do you want to learn more about project governance or need help creating the lessons learnt register? Schedule a call with us today to understand your challenges and see where we can help you keep a good brand, earn more business through trust and keep happy customers.

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