Feedback is an essential part of learning from past projects, improving processes and strengthening collective performance. But how do you go about it?
Here are 5 key steps:
1. Preparing feedback
Plan a dedicated meeting
Organise a special time to bring together the project stakeholders.
Gather the data
Centralise key project information to fuel discussions.
Example :
Performance indicators such as the rate of compliance with deadlines, the budget variance (planned budget/actual budget used), the stakeholder satisfaction rate, etc.
2. Create a caring environment
Promote transparency
To ensure a climate conducive to exchanges, without judgement or reproach, use neutral phrases, rely on the following hard facts.
Encourage participation
Distribute the floor to give everyone the opportunity to speak, whatever their role in the project. Also ask open questions.
What soft skills do you need to master?
Assertiveness, active listening, empathy...
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3. Analysing together
Identify successes and areas for improvement
Review what has worked well and what could be improved.
Use collaborative tools
Structure discussions using matrices (SWOT, Ishikawa) or summary tables.
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4. Formalising learning
Summarise feedback
Document the key lessons learned in a report or an annual report. REX file.
Suggest corrective action
Turn areas for improvement into concrete solutions for future projects.
Example :
During the project, a lack of clarity in the definition of roles led to delays. The practical solution is to integrate a RACI matrix (Responsible, Approver, Consulted, Informed) right from the project planning phase to clarify responsibilities. Using this method for future projects will make coordination between teams much smoother.
5. Disseminating and exploiting lessons learned
Share your results
Communicate the feedback to all those concerned so that they can benefit from it.
Example :
Share the lessons learned on collaborative supports or a shared platform In this way, everyone involved can consult them and use them as a reference for future projects.
Apply them quickly
Incorporate best practice and adjustments into ongoing processes and projects.
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By adopting these 5 steps, feedback becomes a powerful tool for individual and collective progress.
