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Lessons learned are the documented information that reflects both the positive and negative experiences of a project. They represent the organization's commitment to project management excellence and the project manager's opportunity to learn from the actual experiences of others.
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We are beginning to come to the view that a lesson is not an end in itself. A lesson is a temporary step along the way to a process, or to a process improvement.
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Therefore a lessons database needs to be replaced by a Lessons Management System - something that forms a temporary home in a workflow, rather than a permanent repository. Think about a lesson coming out of a Retrospect.
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What have you learned? Generally you have either learned how to do something for the first time, or you have learned a better way to do something or of course, if the project was a disaster, you have learned a new way NOT to do something. So the lesson points to one of two actions.
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This second point - process improvement - is implicit in the third question of the After Action Review - "why was there a difference between what we expected, and what actually happened". The team followed the process, there was a difference from expectations, and therefore changes need to be made to the process. If there are no differences, then the process works perfectly, and we need to make no changes.
You can generalise this by concluding that "Learning has to lead to change".
If there is no change, there has been no learning. A lessons learned system needs to feed through into process change, as shown in the figure below.
What does this tool look like? Why use this tool? Where does it fit in the improvement journey? What is it?
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As a minimum they should include the following information: The Project name and key contact details Brief description of the project The subject or topic the lesson relates to. This should be in headline form e. How to use it. These are often raised at team meetings Use the log to document events as they occur.