Lessons Learned Meeting Agenda Template : Purpose and Ground Rules

Once is mistake, twice is choice and third time is a habit – this is what happens when project teams don’t reflect on the challenges and issues faced. Having Lessons Learned Meeting provides great benefit to the team and the organisation as it enables everyone to understand what the core issues of the project were. 

Lessons Learned Meeting Agenda Template
Lessons Learned Meeting Agenda Template
Typically, most of the project issues manifest from underlying organisational issues.

Ground Rules for having a lessons learned meeting

  1. Ensure the meeting starts on time and finishes on time.
  2. Someone needs to take notes. It is recommended that the person taking notes is different from the person hosting the meeting.
  3. The motivation behind having this meeting is to improve and we are humans we do make mistakes – so no personal remarks.
  4. The decisions should always be focused on how we can improve – so keep it positive.
  5. No talking over when others are talking. Everyone needs to be given a chance to speak.

  6. The host of the meeting should be asking all the questions and write the responses on white board as the team give their feedback.
  7. If you have anyone very senior joining then make sure you understand their expectation.
  8. Time box questions and ensure that discussions do not go on a different tangent.
  9. Ask everyone to come prepared to the meeting with points they want to discuss. It is worth publishing the agenda beforehand.
  10. Phones, tablets and laptops on silent.
  11. Always publish the agenda at least 3 days before the meeting.


  • The purpose of a Lessons Learned Meeting is for the project team to get together and discuss different challenges that the team faced during the project. 
  • After the meeting is complete the Project Manager should capture all the lessons learned in a document and publish it to the wide audience.

When To Have The Meeting

  • It is important to have this meeting as soon as possible so that people don’t forget about the issues faced. 
  • Best time is to have it within first two weeks of project completion or max a month after the project is complete. 
  • Everyone who had worked on the project including the sponsor should be included in the meeting.

Project Closure Agenda
Project Closure Agenda

Lessons Learned Questions

Project Initiation
  1. Was the business case for the project shared with the key stakeholders and approvers?
  2. Did the business case capture all the project benefits?
  3. Was the team informed about the importance of this project from a business perspective?
  4. Was the team made aware of the key project dates?
  5. Were there any obstacles in getting funding approved for the project?
Project Planning
  1. Was the project team aware of the key milestones?
  2. Did the project team have access to project plans?
  3. Was a detailed WBS created for the project?
  4. Did the project have adequate resources allocated?
  5. Was there a detailed risk assessment conducted for the project?
Project Execution
  1. Did the project tasks start on time?
  2. Why did we have so many defects in the QA cycle?
  3. Did the change management plan cover all the aspects of change this project would bring out?
  4. Was adequate time given to complete all the tasks?
  5. Did the team complete all the tasks on time?

Project Closure
  1. Did we have any issues with project go live?
  2. Were all the proper handover procedures followed?
  3. Did we see any issues after the business started using the system?
  4. Was project report issued?
  5. What was the root cause behind the performance issue?

1 comment:

  1. I really love your PM sharing of knowledge and your templates are marvelous.

    The knowledge items are good reminders for practitioners.

    Keep up the good work?

    How do we support?