Lessons Learned and Retrospectives: Scheduling and Conducting Throughout the Project

PMBOK v8 Definition

Determining how and when lessons learned and retrospectives will be conducted throughout the project helps support knowledge management. A retrospective is a regularly occurring workshop in which participants explore their work and results in order to improve both the process and product. Retrospectives are a form of a lessons learned meeting and are conducted frequently throughout the project (at minimum, at the end of each iteration). The lessons learned register is created as an output of the Manage Project Knowledge process early in the project, then used as an input and updated as an output in many processes throughout the project. At the end of a project or phase, the information is transferred to an organizational process asset called a lessons learned repository.

Why It Matters for the Exam

This concept appears in approximately 3-5 questions on the PMI exam, typically in situational and process-oriented formats. Questions test your understanding of when retrospectives occur (frequently, not just at end), the difference between the lessons learned register (active document) and the lessons learned repository (final archive), and that knowledge capture involves the people who performed the work.

Key Points to Remember (for the exam)

• Main Output (active): Lessons learned register – created early in the project as an output of the Manage Project Knowledge process
• Final Destination: Lessons learned repository – an organizational process asset updated at the end of a project or phase
• Frequency of Retrospectives: Conducted frequently throughout the project, at minimum at the end of each iteration
• Key Participants: Persons or teams involved in the work are also involved in capturing the lessons learned
• Retrospective Content: Process-based questions – what worked well, what did not, and recommendations for future iterations
• Common Confusion: Retrospectives are NOT only for adaptive (agile) projects – the term is usually used within adaptive approaches but can refer to any lessons learned session in any approach
• Knowledge Transfer Activities: Include facilitating knowledge-sharing sessions, holding retrospectives, and discussing outstanding risks to be accepted or transitioned

Typical PMI Exam Example

A project manager is planning knowledge management for a hybrid project with four iterations. The sponsor asks when lessons learned should be conducted. According to PMBOK v8, what is the correct response?

Answer: Retrospectives should be conducted frequently throughout the project, at minimum at the end of each iteration, to capture lessons learned and improve both process and product continuously.

PMI Exam Traps

• Trap: Believing lessons learned are only captured at the end of the project

  • Reality: Lessons learned are incorporated during the ongoing processes, not only at the end of the project; the lessons learned register is created early and updated throughout

• Trap: Confusing the lessons learned register with the lessons learned repository

  • Reality: The register is an active, living document updated throughout the project; the repository is the final organizational process asset where information is transferred at project/phase end

• Trap: Thinking retrospectives apply only to agile/adaptive projects

  • Reality: The term retrospective is usually used within adaptive development approaches but can refer to any lessons learned session in any approach

• Trap: Assuming only the project manager or a designated person captures lessons learned

  • Reality: The persons or teams involved in the work are also involved in capturing the lessons learned

Important PMI Connections

Quick Review Questions

1. When is the lessons learned register created as an output of a process?

2. At what minimum frequency should retrospectives be conducted throughout the project?

3. Who should be involved in capturing lessons learned during the project?

4. What is the final destination of lessons learned information at the end of a project or phase?

5. What types of questions are typically covered in a retrospective?

PMBOK v8 Reference

Section 2.1 – Project Management Principles and Performance Domains (Knowledge Management)

Section 4.4 – Manage Project Knowledge (Process: Project Integration Management Knowledge Area)