Lessons Learnt Framework and Strategies: PPMP20008, Term 2, 2019

This report presents a lessons learned framework developed for the PPMP20008 course on Initiating and Planning Projects. The student reflects on their experiences, focusing on the importance of communication and leadership in project management. The report outlines the process of identifying, documenting, analyzing, storing, and retrieving lessons learned. It details three key lessons: the importance of equal team contribution, dealing with team conflict, and managing multiple tasks. For each lesson, the student describes the situation, their feelings, and what they learned. Furthermore, the report proposes specific improvement strategies, including communication approaches, leadership strategies, and task prioritization techniques, along with how to measure the effectiveness, achievability, relevance, and timing of each strategy. The assignment emphasizes the application of reflective practice and the development of actionable plans to enhance project management skills.

PMMP 20008 – Initiating and Planning Projects Assignment 3
PPMP20008
2019 TERM 2 ASS_3
LESSONS LEARNT
Name: Insert full name
Student Number Insert student number
Campus: Insert campus or distance
Tutor: Insert tutor name
Tutorial number: Insert tutorial number
Notes to the Author
[This document is a template. It has been tailored to suit the assessment. All fields within
the template should be completed as per the project scenario provided.
Blue italicized text provides an explanation of what should be included for each section.
Remove all blue text prior to submission. If there are two or more options for you to
decide between, revert the option you are keeping to black and remove the other.
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students will be awarded a 0 mark.
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PMMP 20008 – Initiating and Planning Projects Assignment 3
1. INTRODUCTION (2 MARKS)
Success of any project or business is dependent on performance of the project and business
participants. It is not mandatory that all assigned associates for a project will have high level
skills, knowledge and previous experiences (Karakas, Manisaligil & Sarigollu, 2015). However,
it is responsibility of the individual to contribute cent percent of efforts while conducting any
project or business.
Reflective practice is the best suited professional development plan that helps in individual’s
growth. It helps the participants to improve their knowledge and ideas and transform those
into strategic planning. In other words, reflective learning is essential for organizational and
personal growth as well as development. The continuous self evaluation and self observation
cycle helps individuals to take important decisions as well. It helps identifying specific
problems and their respective remedies as well.
Lesson learned is defined as evidence based conclusion rather theory that gives ideas
regarding what are going wrong and what are correct (McClory, Read & Labib, 2017). For
business and personnel development lesson learned is useful. It makes people understand
about correct choice ad incorrect way also identifies the negative impacts of incorrect
directions. Once the lessons are learnt person never repeats the similar mistake (Ferrada et al.,
2016). Business related issues of budget overrun, scope creep, project failures, quality
issues, schedule and resource over allocation are resolved rather never repeated. It also
gives greater values during communication, documentation etc. Therefore, in project
management lessons learned are repetitive actions or enhanced likelihood.
This assignment contains a lesson learned framework detailing the ways through which data
are collected and applied throughout the session. As, the entire process was not flaw less
thus, different ongoing strategies those can be taken in such situations are also elaborated in
this assignment. The situation those were faced during the data collection or while developing
the lesson learned framework are also discussed in the assignment.
2 LESSONS LEARNT: FRAMEWORK (6 MARKS)
2.1 Lessons learnt framework explained (1 mark)
It is learned that, in order to conduct any project to fulfil business purposes, the use of lesson
learned framework is very effective. Throughout the course the one lesson that has been
learned is importance of communication and leadership in managing project. It has been
determined that for controlled progress of any project a leader is essential who need to again
communication appropriately with the rest of the project and business associates. Formal and
informal communication has the power to govern other associates of the project towards
correct direction that needs to be followed to reach the primary project objectives (Razzak,
2015). Leader’s communication also plays essential role in project management. Leadership
can motivate, encourage and keep team engaged to the responsibilities with which they have
been assigned earlier.
Communication and leadership helps to identify the project requirements more clear to the
team. The internal and external group of stakeholders will also feel free to share their ideas
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PMMP 20008 – Initiating and Planning Projects Assignment 3
and strategies with the team (Ekrot, Kock & Gemünden, 2016). It will give an informal and
appropriate working environment to the team where they will get opportunities to show their
talent and skills.
2.2 Lessons learnt process: How I planned to gather, and document lessons
learnt (2.5 marks)
STEPS WHEN WHO HOW
Guidance Notes: I planned to identify
lessons learnt… (state
when).
I planned to involve…
(state who) in the
process of identifying
lessons learnt.
I planned to identify
lessons learnt by…
(state how).
(i) Identify I planned to identify
the lesson learnt at
the end of the unit
PPMP20008.
I planned to involve
five of my batch
mates in the process
of identification of
lesson learnt.
I planned to identify
the lesson learnt by
making contrast and
comparison among
some real life
ongoing projects.
(ii) Document I planned to document
the lesson learnt from
the initiation of the
PPMP20008 course.
I planned to involve
my three class mates
in the process of
documentation
I planned to
document lesson
learnt by using hand
written papers.
(iii) Analyse I planned to analyse
the lessons learnt at
the end of the course
I planned to involve
some employees
working in small
projects, some
managers of different
ongoing small
projects and
supervisor in the
process of analysis
I planned to analyse
lesson learnt by
comparing it with
other project and
business situations
(iv) Store I planned to store the
lesson learnt at
course completion
stage
I planned to involve
my team mates in the
process of data
storing
I planned to storing
lessons by using a
external memory
storage or hard disk
(v) Retrieve I planned to retrieve the
lesson those have been
learnt throughout the
course at the design
and formulation of final
year project
I planned to involve
my future project
team members in the
process of data
retrieve.
I planned to retrieve
lesson learnt by using
needful data retrieve
techniques.
2.3 Lessons learnt process: What actually happened? (2.5 marks)
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PMMP 20008 – Initiating and Planning Projects Assignment 3
STEPS WHEN WHO HOW
Guidance Notes: I identified lessons
learnt… (state when).
I involved… (state who)
in the process of
identifying lessons
learnt.
I identified lessons
learnt by… (state how).
(i) Identify I identified lessons
learnt from the
starting of the course
as planned
I involved three of the
five class mates in
the process of lesson
learnt identification
I identified lessons
learnt by comparing
some local projects
only.
(ii) Document
I documented lesson
learnt at the end of
the course
I involved my those
three classmates in
the process of lesson
learnt
I documented lesson
learnt by paper
written format and
computerized
systems as well.
(iii) Analyse I analysed lesson
learnt at the time of
final year project
formulation
I involved my class
mates, supervisors
and employees as
planned but failed to
involved experienced
project managers
I analysed lesson
learned by making
comparison among
some local projects
only.
(iv) Store I stored the lesson
learnt from the
course initiation upto
course completion
stage
I involved my class
mated while storing
data
I stored lesson learnt by
using external memory
card
(v) Retrieve I retrieve lesson learnt
at each phase of the
final year project
development phase.
I involved my
supervisor and
course mates while
retrieving data.
I retrieved lesson
learnt by using data
fetching processes.
3. LESSONS (16 MARKS)
3.1 Defining lessons learnt (or learned) (1 mark)
Lesson learned is referred to as set of experiences those are distilled from various projects and
business experiences. These ideas are again utilized in future projects. In other words, lesson
learnt can also be defined as knowledge obtained from significant experiences. These kinds of
ideas are generally gained from running business projects. Using lessons learnt innovative ideas
can be implemented and those can even be incorporated to practical future project applications.
3.2 Lesson 1 :( Note: 5 marks awarded for section 3.2)
3.2.1 What I learnt from reflecting on the situation (2.5 marks)
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PMMP 20008 – Initiating and Planning Projects Assignment 3
1. Situation 2. The situation made me
feel…
3. What I learnt from
reflecting on the situation
During the data collection
period I initially planned to
involve five of the class
mates. However, after
forming the team I have
realized that two of the five
are not at all focused to their
assigned roles and
responsibilities.
The situation made me feel
very confused because I did
not understand how to work
with these people.
From the situation I have learnt
that in order to lead or govern
any project as planned equal
contribution from the project
team members is very
important. If the team fails to
contribute as planned earlier
then the project can be a failure.
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PMMP 20008 – Initiating and Planning Projects Assignment 3
3.2.2 Improvement Strategy One (2.5 marks)
(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
In order to
improve such
situational risks I
would first like to
convince them
and let them
realize how
important their
contribution is for
the project
success. After
that I would like
to create a
positive working
environment by
implementing
pen
communication
approach.
I would know the
strategy is
working as I
could measure it
using internal
performance
evaluation
strategies.
This strategy is
achievable
because it does
not require any
additional time
and cost or other
investment
This strategy is
relevant to
lesson 1 as it will
address
I will implement
this strategy at
the beginning of
the final year
project initiation
stage
(12/09/2019-
1/02/2020)
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PMMP 20008 – Initiating and Planning Projects Assignment 3
3.3 Lesson 2: Dealing with conflict (5 marks awarded for 3.3)
3.3.1 What I learnt from reflecting on the situation (2.5 marks)
1. Situation (involving
conflict)
2. The situation made me
feel…
3. What I learnt from
reflecting on the situation
While collecting, analysing
and storing data as planned I
faced issue of intra team
conflict. There was huge
internal chaos occurred
among the team members.
The situation made me feel
very frustrated as I was not
being able to understand how
to stop this disorder soon.
I have learnt that team conflict is
a major issue that can lead a
project towards failure causing
over allocation of resources,
delay and over running budget
as well. Team conflict should be
strictly avoided while conducting
any project.
3.3.2 Improvement Strategy Two: Dealing with conflict (2.5 marks)
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PMMP 20008 – Initiating and Planning Projects Assignment 3
(a)
Improvement
strategy
Explain what the
specific strategy is
that you will
implement to
address the lesson
involving resolving
conflict)
(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 specific
improvement
strategy that I
would implement
in such situation
is leadership
strategy.
I would know the
strategy is
working as I
could measure
the status of the
project with
periodic status
report generation
This strategy is
achievable
because it does
not require any
additional cost or
investment
This strategy is
relevant to
lesson 2 as it will
minimize
I would
implement this
strategy
throughout the
final year project
development life
cycle period
(15/09/2019-
20/01/2020)
3.4 Lesson 3: Dealing with multiple tasks (5 marks awarded for 3.4) .
3.4.1 What I learnt from reflecting on the situation (2.5 marks).
1. Situation (involving
multiple tasks)
2. The situation made me
feel…
3. What I learnt from
reflecting on the situation
The final year project
schedule was not planned
accurately as required. As a
result I found that at the
design and formation time
there were multiple numbers
of tasks those we had to
handle at a time.
The situation made me feel
very frustrated as I did not
even understand how to
handle all the activities
together.
From the situation I have learnt
that, multitasking is a talent that
is possible for inexperienced
project associates. Rather it can
make any situation more
complex.
3.4.2 Improvement strategy three: Dealing with multiple tasks (2.5 marks).
(a) Improvement
strategy
Explain what the
specific strategy is
that you will
implement to
(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
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PMMP 20008 – Initiating and Planning Projects Assignment 3
address the lesson
involving dealing
with multiple tasks)
The specific
improvement
strategy that I
would implement
in such situation
is proper
scheduling and
proper resource
allocation for
each activity.
I would know the
strategy is
working as I
could measure
the status of the
project from
team’s feedback
and my own as
well.
This strategy is
achievable
because it will
not take extra
time and budget.
This strategy is
relevant to
lesson 3 as it will
leverage
I would
implement this
strategy at the
project planning
stage or else
when I will feel
that situation can
become worse
the timeframe will
be (22/12/2019-
22/01/2020)
4.1 CONCLUSION (0.5 MARKS)
The overall discussion concludes that, for control and managing any project lesson learned
document and reflective learning is much essential. There are different project management
knowledge areas such as quality management, time, schedule management, resource
management, scope, risk, communication management are there which requires major attention
of the project team members and project leader as well. If these factors are accurately followed
throughout then multitasking issues, over budget resource allocation issues and over running
schedule issues will be resolved easily.
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PMMP 20008 – Initiating and Planning Projects Assignment 3
4.2. REFERENCES (1.5 MARKS)
# REFERENCES
1. Ferrada, X., Núñez, D., Neyem, A., Serpell, A., & Sepúlveda, M. (2016). A lessons-learned
system for construction project management: a preliminary application. Procedia-Social and
Behavioral Sciences, 226, 302-309.
2. Razzak, M. A. (2015, July). Knowledge Management in Globally Distributed
Agile Projects--Lesson Learned. In 2015 IEEE 10th International Conference
on Global Software Engineering (pp. 81-89). IEEE.
3. Ekrot, B., Kock, A., & Gemünden, H. G. (2016). Retaining project management
competence—Antecedents and consequences. International Journal of Project
Management, 34(2), 145-157.
4. Bark, R. H., Kragt, M. E., & Robson, B. J. (2016). Evaluating an
interdisciplinary research project: Lessons learned for organisations,
researchers and funders. International Journal of Project Management, 34(8),
1449-1459.
5. McClory, S., Read, M., & Labib, A. (2017). Conceptualising the lessons-learned
process in project management: Towards a triple-loop learning
framework. International Journal of Project Management, 35(7), 1322-1335.
6. Karakas, F., Manisaligil, A., & Sarigollu, E. (2015). Management learning at the
speed of life: Designing reflective, creative, and collaborative spaces for
millenials. The International Journal of Management Education, 13(3), 237-
248.
7. Marx, S. (2017). Project management practice in interreg projects: Reflective
analysis and recommendations (No. 09-17-031). SIMAT Arbeitspapiere.
8. Misfeldt, M. (2015). Scenario Based Education as a Framework for
Understanding Students Engagement and Learning in a Project Management
Simulation Game. Electronic journal of e-Learning, 13(3), 181-191.
9. Lindh, I., & Thorgren, S. (2016). Critical event recognition: An extended view of
reflective learning. Management Learning, 47(5), 525-542.
10. Kerzner, H. (2017). Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
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