Lessons Learned Template Excel Free Download

Learning from one’s past mistakes is a great way to improve the outcome of the next project / task / assignment. Learning from other people’s mistakes and implementing the conclusion from this mistake helps the organization as a whole to improve and grow.

Lessons Learned Template
Lessons Learned Template 
Lessons learned (LL) is a term in project management that aims to analyze a process / task that was previously done in an organization and yielded a positive or negative outcome.

If the outcome was positive then the goal is to understand how it was achieved, and reinforce its use in the future. If the outcome was negative, then the goal is to understand what went wrong, which decisions should have been made, and what the preferred SOP (Standard Operating Procedure) should be in the future. A good outcome of an LL is a best practice.

Using the Excel Lessons Leaned Template

  • Once the analysis has been completed and the LL’s have been reached, implementing them in the company is the hard part. 
  • A good way to share knowledge is by using a template that is accessible to all. 

  • This template should include what the initial problem was (column B in the attached Excel file), what should have been done (column C), what the solution is (column D), who is the SME (Subject Matter Expert) that can help with implementing this best practice, and whether this best practice is ready for usage (column E).

Process to conduct a Lessons Learnt

In order to analyze a certain situation and help the organization improve in the future, lessons learned process should be conducted periodically during the projects’ life cycle. 

It is good practice to conduct a more detailed in depth lessons learnt meeting at the beginning and conclusion of a project.

Step 1: Setting the standard

This is the set up phase that will cover how the process will work for all future projects. his step includes the following tasks –
  1. Agreeing on the criteria: Agree with all key stakeholders of the delivery division what the standards of a successful project are, and when an outcome is deemed positive or negative.
  2. Templates and Tools: Set up a template which will be used to analyze the outcome and record the LL’s. Purchase / develop tools that will assist in the retrieval of LL’s for future projects.
  3. Questionnaire: Write the questions which will be asked before and after each project, in order to allow the team to avoid making previous mistakes.

Step 2: Working the process

After all the preliminary steps have been completed, now the actual analysis is done. This step includes the following tasks –
  1. PVA (Planned vs. Actual): Compare what actually happened in a project as opposed to what was planned. This should be done in regards to the budget, timeline, milestones, quality, workload and sourcing.
  2. Conduct research interviews with the project manager, team, key stakeholders and vendors. In the interviews, the below questions should be asked.
  3. A similar process can be conducted with the client.

Step 3: Analyze the answers, and compile the conclusions

After all the information is gathered and analyzed, clear concise LL’s need to be reached and made readily accessible to all.

Sample Questions to be asked during Lesson Learnt Sessions

  1. What was your understanding of the customers’ needs?
  2. When the project started, what was your expectation of the outcome?
  3. Would this outcome have solved the problem that the customer was facing back then?
  4. Did the final product / service solve the problem?
  5. What was your understanding of the promised outcome made to the customer (formally and informally)?
  6. Did you have all the required tools and knowledge for undertaking this venture?
  7. Were the entry and exit criteria of each phase of the plan clear and correct?

  8. What did you focus on during the project (quality, timeline, income, etc.)?
  9. Were the internal enabling divisions (sourcing, management, admin, IT helpdesk, etc.) helpful during the lifecycles?
  10. Was the communication (internal and external) sufficient? This question can cover both status updates and knowledge sharing.
  11. Was the workload balanced between the teams, and was the allocation of resources adequate?
  12. Which risks were you aware of during the projects’ lifecycle?
  13. Which risks weren’t you aware of during the projects’ lifecycle?
  14. Was the documentation sufficient?
  15. When facing a problem: did you review the LL’s from previous projects?
  16. In hindsight, what would you have done differently?
Lessons Learnt Examples
Lessons Learnt Examples

Examples Of Lessons Learnt

  1. The projects' actual budget exceeded the planned figure - Utilize a project management method which measures the workload on the team, and ascertains weather it's balanced and the deadline can be achieved. This will minimize the delays and reduce costs.
  2. Poor quality of delivered goods - Have each SW code scrutinized internally before its release to the customer.
  3. Management doesn't understand the status of the project - Instead of performing one long status update meeting which is aim to cover all aspects of the project, have many short meetings with clear status and requests for help from management.

  4. Re-training - The training effort yielded low scores from the users.
  5. Slow system performance - The response time of the new system is slow.
  6. Uneven income - The majority of payments for the project were received towards the end of the lifecycle
  7. Sourcing timeline was too long - Include a sourcing SME in all initial communication with the client, when the needs are agreed upon.

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