Reflective Report: Initiating and Planning Projects (PPMP20008)

This report reflects on the project management course PPMP20008, detailing lessons learned by a student. The introduction explains reflective practice and its importance for project managers, identifying two key lessons: the need for assigned tasks to avoid issues and the importance of a risk management plan. The report presents a framework for gathering and documenting lessons, including the student's plan and what actually happened. Each lesson includes a situation, the student's feelings, and reflections, along with specific improvement strategies using the SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound). The first lesson addresses the lack of individual task documentation within the group, while the second focuses on the absence of a risk management plan. The report concludes by emphasizing the value of documenting lessons learned for future project success, highlighting the importance of leadership, communication, and motivation.

Running head: INITIATING AND PLANNING PROJECTS 1
Initiating and Planning Projects
Student’s Name
Institution Affiliation

INITIATING AND PLANNING PROJECTS 2
INTRODUCTION
The objective of this report is to provide a documentation of the lessons that I learned
in the course project PPMP20008. This report will serve as a future reference when I need to
present things I have learned in the course in other projects. In this case, I planned on how to
gather and document lessons learned by including my course mates who are also my friends.
The primary reason for involving my friends is that they were involved in managing the
project. Therefore, through this project I will share my experience throughout the course
project by documenting the lessons I learned from the project and the improvement strategies
needed. These improvements will aid me in handling problems in other projects. The
reflection in this case is regarding the teachings that I have gained in the course of managing
the project. The major reflection that I have learned is that the success of any project
demands for great leadership skills and effective communication among all project members.
Great leadership skills allows the project manager to coordinate all project activities in the
most effective manner possible through allocation of each team member to a task then they
can only report to the leader (Duffield, & Whitty, 2015). Delegation of responsibilities
provide members with motivation to work and ensure the project is successfully delivered.
2. LESSONS LEARNT: FRAMEWORK
2.1 How I planned to gather and document lessons learnt
When…
I planned to identify and
collect lessons learnt
Who…
I planned to involve in the
process of gathering lessons
How…
I planned to document
lessons
I identified and collected the
lessons I learned in the
My plan was to involve my
friends whom we engaged in
I documented the lessons I
learned in a notebook so that

INITIATING AND PLANNING PROJECTS 3
course at the start of
PPMP20008 project. This is
the appropriate time to
record every learning
outcome that is relevant for
future management of a
similar project (Westland,
2007).
managing the project. The
reason for involving my
friends is because we were
taking the same course and
they would provide me with
assistance in areas that could
be challenging in the
project.
it could be easier for me to
retrieve it when need be.
2.2 What actually happened?
Below is a description of the situations which transpired in the in the real setting of
undertaking the project and the best way that I can manage the project using particular
improvement approaches.
When...
I identified and collected
lessons learnt
Who…
I involved in the process of
gathering lessons
How…
I documented lessons
I was able to identify and
gather the lessons I learned
after every project class. I
learned this is the best time
since it allow one to
document all issues that they
I involved two of my course
mates in the process of
collecting learned lessons
while working on the
project. I involved them to
help in analysing different
I documented the lessons I
learned using a pen and a
notebook by recoding every
issue that I faced both
challenges and
achievements.

INITIATING AND PLANNING PROJECTS 4
have experienced before
forgetting (Greer & Conradi,
2009).
issues that I faced and ways
on how to overcome them.
3. LESSONS
3.1 Lesson 1
This part provide a reflection on the practices that have experienced in the process of
learning the project course PPMP20008. It describes the situation that I faced, the feelings
that it gave me and the reflection regarding this situation.
1. Situation 2. The situation made me
feel…
3. What I learnt from
reflecting on the situation
At the beginning of the
project we agreed with my
friends that each member
should documents the lessons
they have learned then at the
end of the project we shall
only compare each person’s
lessons and compile a reports.
However, when the course
project was coming to an end
On facing this issue, I felt
frustrated which made me
discouraged because there
was no lesson to compared
with to enable me provide a
well-refined final project
Based on this situation, I
realized that it is relevant to
assign each team ember a
specific task to avoid joyriding
at the expense of the quality of
the project.

INITIATING AND PLANNING PROJECTS 5
I realized that I was the only
person who had documented
the lessons, my friends used
not to write anything. Indeed,
it was challenging to refine
the lessons so that to improve
on the collected lesson before
compiling the final report.
3.1.1 IMPROVEMENT STRATEGY 1
(a)
Improvement
strategy
Explain what the
specific strategy
is that you will
implement to
address the
lesson identified
above.
(b)
Measurement
How to measure
if the strategy
works
(c)
Achievable
Why the
strategy is
achievable
(d)
Relevant
Explain the
relevance of
strategy to
address the
lesson
(e)
Timing
When the
strategy will be
implemented
To solve the
issue of laziness
and joyriding
among teams is
advisable to
To measure if
the strategy is
working after a
certain period all
members should
This strategy
will be realized
by conducting
regular
assessment
This strategy is
relevant since
it allows all
members to
actively take
This strategy
should be
implemented at
the beginning of
the project to

INITIATING AND PLANNING PROJECTS 6
assign each
members a
specific piece of
work to enable
each member to
be committed
toward the
project.
hold a meeting
for each member
to report the
lesson they have
learnt as the
project progress
(Kerzner, 2019).
meetings to
measure the
progress of
each members
in their
respective
assigned tasks.
part in the
tasks assigned
to make the
project a
success.
ensure that
every members
is aware of the
tasks they are in
charge.
3.2 Lesson 2
This part describes a situation that I experienced and the lesson I learned while working on
the project.
1. Situation 2. The situation made me
feel…
3. What I learnt from
reflecting on the situation
It is unfortunate that we
started the project without
developing a risk
management plan, hence we
faced hard time when it came
The situation annoyed me
because it was a show of lack
of proper preparation to
undertake the project with all
I learned that it is important
before starting any project the
team should confirm that all the
requirements have been put in
place (Valls, Ayrault, Royal, &

INITIATING AND PLANNING PROJECTS 7
to identifying potential risk to
the project.
the requirements in place. Chanteguet, 2016).
3.2.1 IMPROVEMENT STRATEGY 2
(a)
Improvement
strategy
Explain what the
specific strategy
is that you will
implement to
address the
lesson identified
above
(b)
Measurement
How to measure
if the strategy
works
(c)
Achievable
Why the
strategy is
achievable
(d)
Relevant
Explain the
relevance of
strategy to
address the
lesson
(e)
Timing
When the
strategy will be
implemented
The strategy that
I will use to
avoid the above
situation is by
ensuring all
project activities
are listed in the
To measure if
the strategy is
working I will
consult the help
of an
experienced
project to
This strategy is
attainable
because it is
easy to access
the assistance
of an
experienced
This approach
is significant
because it will
help to ensure
all project
activities are
included in the
This strategy
will be
implemented in
the initiation
phase of the
project.

INITIATING AND PLANNING PROJECTS 8
project plan
before the
commencement
of the project.
countercheck if
my project plan
has factored in
all project
activities.
project
manager.
project plan
(Cullen, &
Parker, 2015).
CONCLUSION
In accordance to above report I have learned that it is important to document all
lesson that one learn in any project that they work on because they can use the knowledge in
a similar project in future. The reports has shown that good leadership skills, effective
communication and motivation play a great role in any project.

INITIATING AND PLANNING PROJECTS 9
References
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synthesizing strategic theories. International Journal of Productivity and
Performance Management, 64(5), 608-624.
Duffield, S., & Whitty, S. J. (2015). Developing a systemic lessons learned knowledge model
for organisational learning through projects. International journal of project
management, 33(2), 311-324.
Greer, D., & Conradi, R. (2009). Software project initiation and planning–an empirical
study. IET software, 3(5), 356-368.
Kerzner, H. (2019). Using the project management maturity model: strategic planning for
project management. Wiley.
Valls, M., Ayrault, J. M., Royal, S., & Chanteguet, J. P. (2016). Bill project authorizing the
ratification of the Paris agreement adopted on the 12 December 2015-Nr 3719. Impact
study. Opinion on the behalf of the Commission for sustainable development and land
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the ratification of the Paris agreement adopted on the 12 December 2015 (nr 3719)-Nr
3733.
Westland, J. (2007). The Project Management Life Cycle: A Complete Step-by-step
Methodology for Initiating Planning Executing and Closing the Project. Kogan Page
Publishers.