One of the key responsibilities is to conduct the post-review meeting effectively where program’s performance reports are presented to acquire stakeholders’ feedback and to record lessons learned across the entire life-cycle of the program. A well-organized and insightful post-review meeting enables teams to look back at the entire program and learn from the successes and failures.
Post-Review Meeting and Performance Report Presentation
The primary agenda of the post-review meeting is to discuss and evaluate the success of the program in reaching the set goals and objectives as well as to discuss the overall performance of the program. The program performance report summarizing the critical areas of the program and its overall performance is presented.
The performance report consists of key elements such as:
- A brief rundown of the program’s objectives and its overall performance.
- Performance measures or KPIs like scope, schedule, costs, quality, etc. These measures provide a quantifiable way to assess the program’s performance and help the team identify areas of strengths and weaknesses.
- Identified risks and issues during the program and their management.
- Stakeholder engagement and feedback throughout the program.
To garner effective feedback, primarily break down reporting into specific sections to present an organized view. Here’s a table that demonstrates a typical performance report breakdown:
| Program Objective | Metrics/KPIs | Achievements | Identified Issues and Risks | Stakeholder Feedback |
|---|---|---|---|---|
| Objective 1 | Metric 1 | Achievement1 | Issue/Risk 1 | Feedback 1 |
| Objective 2 | Metric 2 | Achievement2 | Issue/Risk 2 | Feedback 2 |
Obtaining Feedback
In the second part of the meeting, stakeholders are encouraged to share their views and provide feedback on the program’s performance. This is a vital step in continuous improvement. The program manager then carefully considers the feedback and incorporates it in future initiatives.
Capturing Lessons Learned
The ultimate goal of the post-review meeting is to document the lessons learned throughout the program. This includes not only project-level lessons, but also overarching program-level lessons. This documentation supports continuous improvement and helps the team prepare for future programs.
Lessons learned should be categorized based on whether they pertain to project management, staffing, technology, stakeholder management, etc. A common practice is to create a table like the one shown below:
| Lesson Category | Lesson Learned | Proposed Action |
|---|---|---|
| Project Management | Lesson 1 | Action 1 |
| Staffing | Lesson 2 | Action 2 |
Post-review meetings are an integral part of program management. Conducting these with meticulous care while presenting the program performance reports, acquiring feedback, and capturing lessons learned will help your team become more successful in managing future programs.
Remember, the art of Program Management Professional (PgMP) lies not only in successfully delivering the program but also in learning and growing for future initiatives. By taking the right steps in your post-review meetings, you’re setting up your team, stakeholders, and the organization for continued success.
Practice Test
True or False: Conducting the post-review meeting is vital for presenting the program performance report.
- True
- False
Answer: True
Explanation: The post-review meeting is indeed crucial for presenting the program performance report and collecting feedback and capturing lessons learned. This helps for future planning and execution.
In a post-review meeting, what is the primary focus?
- a) Presenting individual team performance
- b) Presenting company annual report
- c) Discussing personal matters
- d) Presenting the program performance report
Answer: d) Presenting the program performance report
Explanation: The primary objective of a post-review meeting is to discuss and present the program performance report, get feedback and learn lessons for future activities.
True or False: Feedback is not an important element of the post-review meeting.
- True
- False
Answer: False
Explanation: Feedback is a crucial part to achieve continuous improvement in the project. It helps to identify the strengths, weaknesses and areas of improvements.
Multiple select: Which of the following can be gained from a post-review meeting?
- a) Feedback
- b) Lessons learned
- c) Future strategies
- d) Personal favors
Answer: a) Feedback
Answer: b) Lessons learned
Answer: c) Future strategies
Explanation: A post-review meeting primarily focuses on discussing the program performance, gaining feedback, capturing lessons learned and outlining future strategies.
True or False: Listening to new suggestions and ideas is discouraged in a post-review meeting.
- True
- False
Answer: False
Explanation: New suggestions and ideas are encouraged in the post-review meeting for future improvements.
A post-review meeting should be conducted after…
- a) Lunch hour
- b) The completion of a program
- c) During a program
- d) Before the start of a program
Answer: b) The completion of a program
Explanation: The post-review meeting is conducted after the completion of a program to review performance, get feedback and capture lessons learned.
True or False: The post-review meeting is only for the project manager.
- True
- False
Answer: False
Explanation: The post-review meeting includes all stakeholders – team members, sponsors, program manager, etc, to discuss and evaluate the program performance and obtain feedback.
In a post-review meeting, the program performance report is used to..
- a) Criticize the team performance
- b) Only highlight the positives of the program
- c) Discuss the performance of the program – both positives and negatives
- d) None of the above
Answer: c) Discuss the performance of the program – both positives and negatives
Explanation: The program performance report used in the meeting is an unbiased document outlining both the strengths and areas of improvement.
True or False: Capturing lessons learned in a post-review meeting can contribute to the organization’s knowledge base.
- True
- False
Answer: True
Explanation: Lessons learned in the post-review meeting can become part of the knowledge base, providing insights for future programs.
What is the purpose of a post-review meeting?
- a) To obtain project funding
- b) To discuss non-work-related matters
- c) To present the program performance report and gain feedback
- d) To arrange the next social event
Answer: c) To present the program performance report and gain feedback
Explanation: The purpose of a post review is to present the program performance report and successfully obtain feedback to further improve future projects.
True or False: A program manager does not need to capture lessons learned from each project.
- True
- False
Answer: False
Explanation: Lessons learned are a critical part of every project life cycle and the project management process.
Interview Questions
How is a post-review meeting utilized in program management?
A post-review meeting is used to present the program performance report, obtain feedback, and capture lessons learned. It’s an opportunity to assess whether the program has met its objectives, identify areas for improvement, and incorporate the lessons learned into future programs.
What is the purpose of presenting the program performance report in a post-review meeting?
The program performance report provides a detailed summary of the program’s performance against its planned objectives. Presenting it in a post-review meeting helps the participants to understand what worked well, what didn’t, and how the program can be improved for next time.
What should be included in a program performance report?
A program performance report should include information about the program’s objectives, deliverables, timeline, and measurements of success. It should also include an analysis of the program’s performance against these benchmarks.
Once the program performance report is presented, what kind of feedback should be obtained?
Feedback should be obtained on the accuracy and completeness of the report, the program’s performance against its objectives, and ways to improve the program in consideration of its shortcomings.
What is the importance of capturing lessons learned in a post-review meeting?
Capturing lessons learned allows program managers and team members to understand what worked well, what didn’t, and how various aspects of the program can be improved or approached differently in future.
How are lessons learned captured during a post-review meeting?
Lessons are usually captured through open discussion during the meeting. These discussions are then documented and incorporated into a lessons learned report or database for future reference.
How is the feedback obtained in the post-review meeting utilized in future programs?
The feedback is used to make improvements in future programs. It may lead to alterations in project scope, timelines, resource allocation, risk management, or any other aspect of program management.
Why is the program performance report crucial for a post-review meeting?
The program performance report provides a factual basis for discussion during the meeting. It enables participants to critically evaluate the program’s performance against its objectives, leading to more meaningful feedback and actionable lessons learned.
What benefits does a post-review meeting bring to program management?
Post-review meetings help in improving future programs by providing valuable insights and feedback. Critical assessments and lessons learned influence decision-making, planning, and execution of future programs.
How should a program manager handle negative feedback in a post-review meeting?
A program manager should handle negative feedback by taking it constructively, acknowledging mistakes, and considering ways to improve on the issues raised in future programs.
Should the program performance report include financial aspects of the program?
Yes, the financial performance of the program including budget, expenses, and return on investment should also be part of the program performance report.
How can the effectiveness of a post-review meeting be maximized?
The effectiveness of a post-review meeting can be maximized by preparing and presenting a comprehensive program performance report, encouraging open discussion, and carefully documenting feedback and lessons learned.
Are employees or program team members mandated to be part of the post-review meeting?
Absolutely. Employees or program team members are a crucial part of the post-review meeting as they can provide firsthand information, feedback, and insights into the program’s performance.
Can external stakeholders be part of the post-review meeting?
Yes, external stakeholders can be involved in the post-review meeting as their views matter significantly, they can offer a different perspective, and their feedback might be beneficial for future programs.
Why is it essential to document the proceedings of a post-review meeting?
Documenting the proceedings ensures that important points, suggestions, or problems highlighted during the meeting are not overlooked or forgotten. It helps create a record for future reference and provides a basis for improving future programs.
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