Skip to main content
Skip to main content

Lessons Learned Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Operations

Purpose​

Capture and share project learnings to improve future project performance.

When to Capture Lessons​

  • After project closeout
  • After major milestones
  • After significant events
  • During project (ongoing)

Lessons Learned Meeting​

Timing:​

Within 30 days of project completion

Attendees:​

  • Project Manager
  • Superintendent
  • Key team members
  • Estimator (original)
  • Operations representative

Duration:​

1-2 hours

Discussion Topics​

1. Project Overview​

  • What went well overall?
  • What were the major challenges?
  • Would we do this project again?

2. Estimating/Bidding​

  • Was the estimate accurate?
  • Where were we over/under?
  • What did we miss?
  • What should we have known?

3. Pre-Construction​

  • Was planning adequate?
  • Were submittals on time?
  • How was the buyout process?

4. Construction​

  • Schedule performance?
  • Quality performance?
  • Safety performance?
  • Productivity issues?
  • Coordination challenges?

5. Subcontractors​

  • Who performed well?
  • Who had issues?
  • Any to avoid?
  • Any new relationships?

6. Owner/Architect​

  • Relationship quality?
  • Communication issues?
  • Change order experience?
  • Would we work with again?

7. Administrative​

  • Documentation challenges?
  • Billing issues?
  • Contract problems?
  • Recommendations?

Lessons Learned Form​

================================================================
           LESSONS LEARNED REPORT
================================================================

Project: ___________________________________________________

Project #: _________________________________________________

Date: _____________________________________________________

Attendees: _________________________________________________
___________________________________________________________

================================================================

PROJECT SUMMARY:

Original Contract: $____________  Final Contract: $____________
Planned Duration: ____ months    Actual Duration: ____ months
Original Margin: ____%          Actual Margin: ____%

================================================================

WHAT WENT WELL:

1. ________________________________________________________
2. ________________________________________________________
3. ________________________________________________________
4. ________________________________________________________
5. ________________________________________________________

================================================================

WHAT COULD BE IMPROVED:

1. ________________________________________________________
2. ________________________________________________________
3. ________________________________________________________
4. ________________________________________________________
5. ________________________________________________________

================================================================

KEY LESSONS BY CATEGORY:

ESTIMATING:
- Accurate areas: __________________________________________
- Underestimated: __________________________________________
- Overestimated: __________________________________________
- Recommendation: _________________________________________

SCHEDULING:
- Lesson: _________________________________________________
- Recommendation: _________________________________________

SAFETY:
- Incidents: ______________________________________________
- Lesson: _________________________________________________
- Recommendation: _________________________________________

QUALITY:
- Issues: _________________________________________________
- Lesson: _________________________________________________
- Recommendation: _________________________________________

SUBCONTRACTORS:
- Outstanding performers: __________________________________
- Problematic: ____________________________________________
- Recommendation: _________________________________________

CLIENT RELATIONSHIP:
- Experience: _____________________________________________
- Work with again? ☐ Yes  ☐ Conditional  ☐ No
- Recommendation: _________________________________________

================================================================

ACTION ITEMS FOR FUTURE PROJECTS:

| Action | Owner | Target |
|--------|-------|--------|
|        |       |        |
|        |       |        |
|        |       |        |

================================================================

Prepared By: _______________________  Date: _________________

Reviewed By: _______________________  Date: _________________

================================================================

Sharing Lessons Learned​

Distribution:​

  • Operations management
  • Estimating department
  • Other project managers
  • Safety director (safety items)

Methods:​

  • Lessons learned database
  • Monthly PM meetings
  • Training sessions
  • Best practices updates

Continuous Improvement​

Use Lessons To:​

  • Update estimating data
  • Improve procedures
  • Train staff
  • Avoid repeat issues
  • Recognize success
  • Financial Closeout
  • Project Status Reports
  • Safety Reports
  • Quality Reports

Template provided by support.construction. Customize with your company information.