Build Better Projects With Lessons Learned

At last year’s IT Summit, attendees got more than just a breakdown of tools and timelines. They got a masterclass in how to build better teams and stronger outcomes through a surprisingly overlooked practice: lessons learned.

Led by Program Manager Julie Suess and IT Product Manager Cecilia Esguerra Gunn the session drew from their experience on the massive Zoom Phone migration project. With over 25,000 phone lines and 400+ departments involved, the project’s complexity demanded constant reflection and collaboration. “We had a structured process,” Gunn said. “But it wasn’t simple and we couldn’t do it alone.”

While many teams wait until a project ends to reflect, Suess and Gunn challenged attendees to make lessons learned a living part of their workflow. “If you’re only doing it at the end,” Sees noted, “you’ve missed opportunities to do better throughout.”

Their guidance wasn’t theoretical – it was tactical. They shared practical advice for holding meaningful lessons learned sessions:

• Make space for honesty: “Not everyone is going to speak up in a meeting,” Suess said. Sending out surveys or prompts beforehand can give quieter teammates a way to share insight without the spotlight.
• Balance the good and the bad: Start with wins to energize the team, then get real about the misses.
• Tailor to your team: Know your group’s personality. Don’t force a one-size-fits-all meeting length or format.
• Document and share: Archiving insights makes your work accessible – to you and to others facing similar challenges down the road.

A mature project management practice includes archiving and accessibility. Suess emphasized that lessons learned don’t just help your team. They create ripple effects across departments and future projects. “Ask around,” she said. “Chances are, someone else has already learned something you can build on.”

Beyond process improvement, lessons learned help amplify individual contributions. “Project managers often lead cross-functional teams,” Suess explained. “It’s a chance to recognize those teammates and share their successes with their managers.” This practice builds morale, accountability, and shared ownership of the project’s outcome.

The session also highlighted how lessons learned can uncover unexpected benefits like cost savings and vendor contract improvements. Whether it’s navigating procurement processes, refining scopes of work, or avoiding past pitfalls, these insights compound over time.

“You don’t need to do it every week,” Suess reassured attendees. “But periodic check-ins can uncover workflow gaps, communication breakdowns, and improvement areas before the project ends.”

Want more sessions like this – ones that spark new thinking, offer real-world strategies, and connect you with colleagues across UITS? Don’t miss the 2025 IT Summit on September 30.

Whether you’re a technical expert, project lead, or just curious how others work, this is your chance to collaborate, learn, and grow together. Come for the sessions, stay for the community.

We’ll see you there.