Define the Purpose and Scope of the Report
Before starting to write the report, it's essential to determine its purpose and scope. The report should focus on the specific project or project phase being analyzed, and its primary goal should be to identify the root causes of success or failure. Consider the following questions when defining the report's purpose and scope:
- What was the project's objective?
- What were the key milestones and deliverables?
- What were the project's successes and failures?
- What were the key stakeholders involved?
Gather and Organize Data
Collecting and organizing data is a critical step in writing a comprehensive post mortem report. This includes gathering information from various sources such as:
- Project documentation, including meeting notes, emails, and project plans
- Survey or interview data from team members, stakeholders, and customers
- Quantitative data, such as metrics and key performance indicators (KPIs)
Organize the data in a logical and structured manner, using tools like spreadsheets or project management software to facilitate analysis and visualization.
Identify Root Causes and Contributing Factors
Once you have a comprehensive dataset, analyze it to identify the root causes of the project's success or failure. Break down the analysis into the following steps:
- Identify the key events and decisions that led to the outcome
- Analyze the impact of each event and decision on the project's success or failure
- Identify the contributing factors, including team members, stakeholders, and external factors
Use tools like fishbone diagrams or cause-and-effect analysis to visualize the relationships between events and factors.
Develop Recommendations and Action Items
Based on the analysis, develop actionable recommendations and action items to improve future projects or project phases. Consider the following steps:
- Identify areas for improvement and prioritize them based on impact and feasibility
- Develop concrete recommendations for change, including specific actions and responsible individuals
- Establish a clear timeline for implementation and follow-up
Communicate and Implement the Report's Recommendations
The final step is to communicate the report's findings and recommendations to stakeholders, including the project team, management, and customers. Consider the following:
- Share the report with relevant stakeholders and ensure they understand its purpose and recommendations
- Establish a clear implementation plan and timeline for the report's recommendations
- Monitor progress and track the implementation of the report's recommendations
| Category | Success | Failure |
|---|---|---|
| Communication | 80% | 20% |
| Scope Management | 70% | 30% |
| Team Dynamics | 85% | 15% |
| Resource Allocation | 60% | 40% |
| Timeline Management | 65% | 35% |
According to a study by the Project Management Institute, the most common reasons for project failures are:
• 20% due to poor communication
• 17% due to scope creep
• 15% due to team dynamics issues
• 12% due to inadequate resource allocation
• 11% due to timeline mismanagement
Best Practices for Writing Post Mortem Reports
- Keep the report concise and focused on the project's key outcomes
- Use clear and concise language, avoiding jargon and technical terms
- Include visual aids, such as diagrams and tables, to facilitate understanding
- Establish a clear and actionable set of recommendations
- Communicate the report's findings and recommendations effectively to stakeholders
Common Mistakes to Avoid
- Failure to define the report's purpose and scope
- Insufficient data collection and analysis
- Lack of clear and actionable recommendations
- Ignoring the role of team members and stakeholders
- Not establishing a clear implementation plan
By following these steps and best practices, you can write comprehensive post mortem reports that provide valuable insights and actionable recommendations for future projects and project phases.