Office of Contractor Assurance Issues Management Program

Lessons Learned / Event Debriefing Template OVERVIEW

The purpose of this template is to guide the user through a process to identify and document lessons learned following a project or process implementation, an assessment or event, or any other activity where learnings can be captured and applied to a future activity. KEY PREPARATION STEPS

1. Plan and schedule the lessons learned / debriefing activities, which include the preparation for the session, conducting the session, and documenting and disseminating the lessons learned report.

2. Send an email to session participants explaining the objectives, expected outcome(s), structure and timeline of the session.

3. Distribute a survey prior to the session to stimulate thoughts and capture key discussion points to guide the lessons learned / debriefing session. This also can provide the structure for the session by putting discussion points into themes / topics. For example, when debriefing a project following implementation, possible topics for the session might be:

Project objectives / success measures Project planning and management Team members roles/responsibilities and participation

4. Assign a facilitator to lead the group through the session.

5. Assign a person to scribe the discussion and to work with the facilitator (or designee) to

document and distribute the lessons learned report.

6. Assign someone to open and closed the session to set the tone for the session and expectations for applying the lessons learned. Generally, this is the individual who requested the lessons learned session.

7. Develop and distribute the Agenda for the session.

8. Develop ground rules for the session; these generally pertain to providing an environment for:

Open and honest feedback No finger-pointing or assigning blame Courtesy / respectful of others speaking

9. Determine what and how information will be documented in a lessons learned report.

10. Determine who will get the report, and how and when it will be distributed.

Office of Contractor Assurance Issues Management Program

Lessons Learned / Event Debriefing Template SURVEY / PRE-DISCUSSION QUESTIONS (EXAMPLE)

The purpose of these questions is to stimulate participants’ thoughts prior to attending the lessons learned / event debriefing session. This list of questions is not inclusive and additional or modified questions may be necessary. Did you have a clear understanding of what you were going to accomplish?

How well was the work scope defined?

How did you know that you were meeting objectives?

How well thought out was the plan, deliverables and timeline?

Were there any false starts and finishes? If so, what were they?

What hindered your progress during the project/activity?

How well was the project/activity managed?

How effective was management (leaders) in moving the project/tasks along and in resolving issues?

Was your role and responsibilities clearly defined and communicated?

Was your voice heard? Did you influence outcomes?

How well did you work together as a team?

STANDARD LESSONS LEARNED / EVENT DEBRIEFING SESSION QUESTIONS

What went well and should be repeated in future events?

What went amiss and should be avoided in future events?

What would you do differently (add/modify) the next time?

What are your insights / personal observations that could help others?

What topics did we miss that should be discussed?

Office of Contractor Assurance Issues Management Program

Lessons Learned / Event Debriefing Template SESSION AGENDA (EXAMPLE)

Session Title: Session Date, Time and Location: Session Facilitator: Session Scribe:

Agenda Item Responsibility Time I. Opening Remarks

Introductions Session Roles and Responsibilities Purpose of the Session Expected Outcomes

2 minutes

I. Ground Rules & Flow of Discussion

Ground Rules Candid & honest feedback No finger-pointing / blame Openness to diverse perspectives / no judgment Courtesy when others are speaking, particularly when you

may strongly disagree or take exception to what is being said

Flow of Discussion Primary topics / groupings plus time for other important

areas not discussed Within each topic, cover:

a) What went well and should be repeated in the future? b) What went amiss and should be avoided in future? c) What would you do differently the next time? d) What insights / personal observations do you have that

could help others?

3 minutes

II. Topic 1: 15 minutes III. Topic 2: 15 minutes IV. Topic 3: 15 minutes V. Topic 4: Any area(s) not discussed

What other areas did we miss that should be discussed 7 minutes

VI. Closing Remarks Email any additional thoughts you have that wasn’t

mentioned Analyze the information gathered from the session to

develop lessons learned Share lessons learned briefing / report accordingly

3 minutes