The use of SharePoint project sites for project lessons learned and post-mortem analysis

Project management is a crucial aspect of any organization, and it involves various processes and methodologies to ensure successful project completion. One important aspect of project management is learning from past experiences and continuously improving project outcomes. This is where SharePoint project sites come into play. SharePoint is a powerful collaboration and document management platform that can be utilized to facilitate project lessons learned and post-mortem analysis. In this article, we will explore the benefits and features of SharePoint project sites and how they can enhance your project management process.

Benefits of SharePoint Project Sites

SharePoint project sites offer several key benefits that make them an ideal tool for project lessons learned and post-mortem analysis:

1. Centralized Information Repository

SharePoint project sites provide a centralized location to store and manage all project-related information. This includes project documents, meeting minutes, communication records, and task lists. By having all project information in one place, it becomes easier to access and review past project data for lessons learned and post-mortem analysis.

2. Collaborative Environment

SharePoint project sites offer a collaborative environment where project team members can work together on project tasks and share information. This promotes better communication and knowledge sharing among team members, enabling them to learn from each other's experiences and contribute to the project lessons learned.

3. Document Versioning and Control

SharePoint provides robust document management capabilities, including version control and document check-in/check-out. This ensures that all project documents are properly versioned and controlled, allowing project managers to track changes and review past versions of documents for lessons learned and post-mortem analysis.

4. Integration with Other SharePoint Tools

SharePoint project sites can be integrated with other SharePoint tools and features, such as task management, workflow automation, and reporting. This integration allows project managers to streamline project processes and automate repetitive tasks, freeing up more time for lessons learned and post-mortem analysis.

Features of SharePoint Project Sites

SharePoint project sites offer a range of features that facilitate project lessons learned and post-mortem analysis:

1. Document Libraries

SharePoint project sites include document libraries where project documents can be stored and organized. Document libraries support the creation of custom metadata fields, making it easier to categorize and search for specific documents. This allows project managers to easily retrieve relevant documents for lessons learned and post-mortem analysis.

2. Discussion Boards

Discussion boards within SharePoint project sites enable project team members to have discussions and share ideas. These discussions can be focused on specific project topics or lessons learned from past projects. The discussions can be recorded and referred to during post-mortem analysis to identify areas for improvement.

3. Surveys and Forms

SharePoint project sites allow the creation of surveys and forms to gather feedback and opinions from project team members. Surveys can be used to collect data on project performance, team satisfaction, and lessons learned. The data collected through surveys and forms can be analyzed during post-mortem analysis to identify patterns and trends.

4. Task Management

SharePoint project sites offer built-in task management capabilities, allowing project managers to assign tasks, track their progress, and monitor deadlines. Tasks can be categorized and prioritized based on lessons learned from past projects. This helps in optimizing task allocation and ensuring that project goals are achieved more efficiently.

Post-Mortem Analysis Process in SharePoint

Post-mortem analysis is a critical step in the project management process. It involves reviewing the project outcomes, identifying areas for improvement, and documenting lessons learned for future projects. SharePoint project sites can greatly facilitate the post-mortem analysis process. Here's how:

1. Reviewing Project Documents

The first step in post-mortem analysis is to review project documents, such as project plans, reports, and meeting minutes. SharePoint project sites provide easy access to these documents, allowing project managers to analyze the project's performance and identify any gaps or areas that need improvement. By leveraging SharePoint's document management capabilities, project managers can review past versions of documents and track changes to gain valuable insights.

2. Conducting Surveys and Feedback Forms

SharePoint project sites enable project managers to create surveys and feedback forms to gather insights from project team members. These surveys can focus on various aspects of the project, including team collaboration, communication, and task management. The data collected through surveys can be analyzed using SharePoint's reporting capabilities to identify trends and patterns for future improvement.

3. Hosting Post-Mortem Discussions

SharePoint project sites provide a platform for hosting post-mortem discussions among project team members. These discussions can be structured around specific project phases or topics, allowing team members to share their experiences, challenges, and suggestions. The discussions can be recorded and documented for future reference and lessons learned.

4. Capturing Lessons Learned

One of the main objectives of post-mortem analysis is to capture lessons learned from the project. SharePoint project sites offer a dedicated space to document these lessons, ensuring that they are easily accessible for future reference. Lessons learned can be categorized based on project phases or specific areas of improvement, making it easier to apply them to future projects.

Conclusion

SharePoint project sites provide a valuable platform for project lessons learned and post-mortem analysis. By leveraging the centralized information repository, collaborative environment, and integration with other SharePoint tools, project managers can enhance their project management process and continuously improve project outcomes. The features offered by SharePoint project sites, such as document libraries, discussion boards, surveys and forms, and task management, enable effective post-mortem analysis and the capture of valuable lessons learned. Implementing SharePoint project sites as part of your project management strategy can lead to improved project success rates and a more efficient project management process.