Purpose
Reflection tool for recording and leveraging key initiative learnings
Who this is for
When to use
Why is this toolkit important?
Projects produce learnings. Reflecting upon, recording, and then subsequently using those learnings creates a powerful source of institutional knowledge that new initiatives can use as a foundation.
Key actions
How to use this toolkit
As the name suggests, most steps to use this tool are completed at the conclusion of the initiative – save for one. Once a practice of recording after-action reviews has become part of a team’s routine, one of the first steps in starting a new initiative is to review the learnings from similar past initiatives. These learnings are encapsulated in summaries completed during the after-action review.
This tool is closely aligned with the Project Charter Template; its sections mirror the structure of the Project Charter Template. However, it can also be used as a standalone tool in place of a full charter, such as when retrofitting an ongoing initiative into a newly implemented knowledge structuring routine.
Tools overview
There are 4 tools in this toolkit. They can be used individually or in combination as needed.
Related
Next steps
Intended vs. Actual Outcomes
Why is this tool important?
This results-oriented reflection promotes accountability, supports continuous improvement, and ensures that projects deliver meaningful results. It helps assess the effectiveness of an initiative, identify gaps, and inform future planning. By understanding where expectations aligned or diverged from reality, institutions can make more informed decisions, improve strategies, and better demonstrate the value of their initiatives to stakeholders.
Guide
If there is a difference in intended vs. actual outcomes, describe what you think happened. For each Intended outcome, consider the following factors that might have impacted the change in outcome:
Projects are dynamic and often evolve throughout their lifespan. By reflecting on the differences between intended and actual outcomes, including both successes and challenges, you can gain valuable insights for future planning. This reflection helps refine future initiatives regarding anticipated changes like budgeting and timing, feedback loops, stakeholder involvement, and communication needs.
Template
Project Title
Intended Outcome
Actual outcome
What factor(s) impacted the
change in outcome?
Describe what changed
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Findings & Recommendations
Why is this tool important?
It helps you synthesize insights from an initiative by addressing critical guiding questions related to achievements, challenges, outcomes, and future steps. This tool ensures that all aspects of the project, including measurable impacts, stakeholder relationships, and areas for improvement, are systematically reviewed.
When determining the level of detail in your analysis, consider how your insights could benefit colleagues on different initiatives. Even if their focus differs, they can still gain valuable guidance from the lessons and strategies you’ve identified.
Guiding Questions
Measurability
Can you pull out any critical impact data? Leading indicators?
Relationships
How did any key relationships or stakeholders make a difference in the success of the initiative?
Outcomes
Where did you fall short in terms of outcomes? Include any representative data.
Relationships
Did any key relationships/ stakeholders create challenges?
Were there missed opportunities for success?
Reasons
Why or why not?
Future
What are key steps for scaling or replicability?
Adjustments
What do you need to change? Are there any implications/risks in doing so?
Engagement
Are there any ways to further engage key stakeholders in the next iteration of the work/advancing the work?
If you used the Project Charter Template and created a Sustainability Plan, revisit that and update as needed.
Template
Project Title
Answer
Answer
Answer
Answer
Yes
or
No
Reasons
Answer
Future
Answer
Answer
Answer
Project Closeout Checklist
Why is this tool important?
Stakeholder communication is essential at the close of an initiative and for the persistence of its impact and afterlife. Use this checklist to ensure that everyone who needed to review the initiative’s deliverables has done so and that those who need to be kept in the loop are informed of the initiative’s findings and completion.
Template
Project Title
List of individuals to review and/or share-out
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Has the initiative been reviewed by them?
Name
Department
Yes
or
No
Name
Department
Yes
or
No
Name
Department
Yes
or
No
Has all documentation been compiled?
Yes
or
No
Document name
Where does this document live long-term?
Insert link, such as library, server etc.
Able to share outside
the initiative?
Insert link, such as library, server etc.
Keywords
For repository of initiatives
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Even the most thorough project documentation is ineffective if it’s buried in a disorganized folder structure or saved on personalized drives. Take time with your team to develop and routinize a systematic approach to storing your initiative inventory in an accessible location.
One Page Executive Summary
Why is this tool important?
The one-page executive summary is meant to provide a quick overview of the project that can be easily shared and understood by stakeholders. This tool can be utilized in at least three different ways throughout the initiative lifecycle
If created during an initiative in place of a full charter, the one-page executive summary helps gather the most relevant details of the initiative, such as the title, goals, and key contacts. This allows you to start building an inventory of ongoing initiatives, ensuring that critical information is documented early on.
When developed during the after-action review process at the end of the initiative, the one-page executive summary serves as a culmination of the insights gained from all other activities and guides in the After Action Review. By following the steps outlined in the toolkit, you will be able to complete the summary with a comprehensive reflection of the project
Before launching new initiatives, it’s essential to review the inventory of past projects and research similar work that has been done (see Research Overview). Utilizing these summaries as a recourse for learning allows you to reflect on previous successes and challenges, helping to inform and shape the approach of new projects.
Take the time to discuss each section of the executive summary, especially when addressing project failures. Honest reflection on mistakes is key to learning and improving. To foster this environment, incentivize team members to openly discuss errors rather than hide them.
Be deliberate about how executive summaries become part of the institutional knowledge base, incorporating their review into the standard practices for launching new initiatives.
There may be overlap with content from the Project Charter Template, which can be partially copy-pasted into this template.
Template
Project Title
Answer
Answer
Answer
Answer
Answer
Yes
or
No
Reasons
Answer
Name
Role
Other
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To avoid random tagging, establish a ‘dictionary’ of keywords or ‘rules of engagement.’ For example, require at least five key tags per initiative, covering areas such as initative target group, stakeholders, impact measurement/data categories (e.g., enrollment, retention, reputation), and relevant departments or institutions
