Everything you need to know about capturing lessons learned on a project!
Have you heard about the importance of a Lessons Learned Meeting in project management but aren’t sure how to run one effectively? Lessons Learned Meetings are one of the most valuable — and most commonly underused — tools available to project managers.
When done well, they help teams improve performance, avoid repeating mistakes, and continuously get better from project to project.
Quick Answers: Lessons Learned Meetings
What is a Lessons Learned Meeting?
A Lessons Learned Meeting is a structured discussion where a project team reflects on what worked well, what didn’t, and what can be improved on future projects.
When should you hold a Lessons Learned Meeting?
Lessons Learned Meetings can be held at the beginning of a project, at key milestones, and at project close.
Why are Lessons Learned Meetings important?
They capture valuable insights, support continuous improvement, and prevent teams from repeating the same mistakes.
Are Lessons Learned Meetings the same as post-mortems or AARs?
Yes. Terms like After Action Review (AAR), post-mortem, insight meeting, and key takeaway meeting all refer to the same concept.
What Is a Lessons Learned Meeting?
Before planning your meeting, it helps to know that Lessons Learned Meetings go by many names. You may hear them called:
- After Action Reviews (AARs)
- Post-mortems
- Insight meetings
- Key takeaway meetings
While the names vary, the purpose is the same: to capture knowledge from experience so future projects benefit from what the team has learned. In this article, we’ll use the term Lessons Learned Meeting for consistency.
When to Run a Lessons Learned Meeting
Lessons Learned Meetings are not limited to the end of a project. In fact, the most effective teams use them throughout the project life cycle.
At the Start of a Project
At the beginning of a project, a Lessons Learned session can be used to review insights from past projects. This allows the team to proactively address known issues and build improvements directly into the new project plan.
Related: How to Start a Project – 5 Key Steps
During the Project
Lessons Learned Meetings can also be held at major milestones or after completing a project phase. This supports continuous improvement by allowing teams to adjust while the project is still underway.
Related: A Straightforward Breakdown of the Phases of a Project
At the End of a Project
A final Lessons Learned Meeting should always be held at project close. This is the opportunity to reflect on what worked well, what didn’t, and what should be done differently next time.
Related: Closing Your Project: The Steps You Need to Take
Key Elements of a Lessons Learned Meeting
An effective Lessons Learned Meeting doesn’t happen by accident. There are several key elements that determine whether the session produces real value or becomes just another meeting.
To help you fully understand what to include and how to run this type of meeting successfully, I’ve created a detailed video that walks through each element step by step.
👉 Follow me over to YouTube to continue the conversation and learn exactly how to run a Lessons Learned Meeting that delivers results.
Key Takeaways from Lessons Learned Meetings
- Lessons Learned Meetings help teams capture both successes and challenges
- They should be held at multiple points in the project life cycle, not just at the end
- Using lessons learned early allows teams to improve while the project is still active
- Consistency and structure are essential for meaningful results
- Captured lessons are only valuable if they are applied to future work
Ready to Master Your Next Project?
If you’re committed to improving how you manage projects, consider enrolling in the SLAY Project Management online course. You’ll learn step by step how to manage projects successfully and gain access to proven templates and detailed video instructions to support you every step of the way.
Frequently Asked Questions About Lessons Learned Meetings
Teams should discuss what went well, what didn’t go as planned, and what can be improved in future projects.
Project team members and key stakeholders who were involved in the work and can contribute meaningful insights should attend.
The length depends on project size and complexity, but the meeting should be long enough to allow open discussion without losing focus.
They often fail when they are rushed, lack structure, or when insights are captured but never applied.
By documenting lessons clearly, sharing them with future teams, and intentionally applying them during project planning and execution.
