Many companies only have internal projects, and therefore conduct lessons learned sessions with the same people. But what if you have an external project and you collaborate with team members outside of your organization?
Should the project manager of the lead organization invite the outside project team to the closing project's lessons learned session?
Here are three tips project managers can use to incorporate external project teams into their lessons learned:
1. Be discreet about company information, but target improvement. Before working on the project, there was likely some type of agreement with regard to proprietary information. This agreement should still be in effect for the lessons learned session. Before you host the lessons learned meeting, talk openly about the processes with the external team to help ensure your discussions are protected.
2. Stay focused on the project. Even during lessons learned sessions for internal project teams, attendees can veer off topic. Try not to argue about which organization was responsible for the mishaps or which company fell short on delivery. Focus on the issues: How can you better prepare project plans with outside parties? How can you review risk and issue lists together? What different criteria should be included in the scorecard that will bring value to monitoring the project and measuring the vendor relationship?
3. Build camaraderie. The two organizations may want to collaborate on a future project or enhancements to this closing project. Prepare questions that will allow the groups to work as one in the future. For example, how did the quality standards benefit evaluating the finished product? If the project relied heavily on documentation, is there any additional information that could be helpful? What communication methods may need to be revisited for the two companies to reach a decision in a timelier manner?
If the third-party is holding separate post reviews on the same project, chances are valuable lessons from one group or the other are being missed. It is not uncommon for the lead organization to have an exclusive session in addition to a combined session. Having both groups present can be a favorable collaborative effort toward building vendor management best practices or improving the next project, the future vendor relationship or just a similar project situation.
Does your organization include the external team in its lessons learned sessions?