In today's dynamic organizational reality, an organization's ability to continuously learn and improve represents a critical competitive advantage. Various events, whether remarkable successes or significant challenges, provide organizations with a unique opportunity to conduct a structured process of lessons learned.
This process enables identification and in-depth analysis of the reasons that led to a particular outcome, both from a systemic perspective and at the level of fine details.
Through event analysis, we can understand the broader context in which they occurred, identify key insights, and develop solutions for improving future processes. The lessons learned process is not just a retrospective analysis of past actions, but a tool for developing insights about recommended future conduct and strengthening organizational performance, while ensuring continuous learning and improvement.
How do we reach the goal of conducting structured lessons learned? In this article, I will share several tips, based on ROM's lessons learned principles, combined with my experience in transforming various events in the Ministry of Education into shareable Case Studies.
Selecting the Relevant Event(s) for Lessons Learned
Selecting event(s) for writing Case Studies is a significant starting point. Different events occur daily in the education system, and not all of them can or should be shared. Repeating similar topics too frequently would waste this valuable resource; maximum variety can be interesting but isn't always beneficial.
Therefore, we must choose events that represent problems or successes, while examining the lessons learned and their relevance to current organizational challenges, needs, opportunities, and risks.
Conveying the Message as a Story
Heavy workloads and a lack of patience for reading professional information are common among many workers today. To increase the likelihood that people will read, remember, and consequently implement the lessons and messages conveyed, we write the Case Study as a story. This method of conveying the message creates curiosity and personal connection, making it effective for achieving reading and retention. Despite the nature of the organization, where personal information cannot be disclosed, it's important that the lessons learned build an organized story in the reader's mind with relevant context, showing ways to learn from it. The event should be presented in an interesting and easily understandable way, allowing readers to easily connect and understand the importance of the lessons. The story should clearly show the sequence of factors and their implications, emphasize key conclusions, and examine how they can be implemented in the future. A good story demonstrates dilemmas, unexpected outcomes, or positive changes that influenced the event outcome.
Remember to make the lessons accessible, clear, and engaging, so people will connect with the process and understand the need to learn from it.
Short and Focused Writing
For the same reasons mentioned above - time constraints and lack of patience for reading long content - it's important that the lessons learned be written concisely and focused while maintaining clarity and accuracy. The writing should be concise yet provide the necessary information for understanding the process and lessons. Avoid long paragraphs or unnecessary repetitions.
The principle of simplicity and the ability to quickly grasp the main points are essential for understanding the central message without getting caught up in unnecessary details.
Maintaining Privacy and Preventing Disclosure of Personal or Classified Information
It is essential to ensure that lessons learned don't expose sensitive or personal information, both to prevent discomfort and concern and especially when matters involve personal privacy. It's important to avoid revealing names, specific descriptions, or information that could compromise privacy or willingness to share. Any information that has the potential to expose classified or personal details must be redacted.
Remember that our desire for learning shouldn't compromise participants' privacy or the organization's information classification.
Adding Illustrative Images
Often, incorporating an image, graph, or diagram can add value to understanding the lessons. A graphic image, such as a process diagram, flowchart, or photograph illustrating event outcomes, can help readers understand the topic in a visual and simple way. The image can serve to clarify central ideas and connect verbal descriptions to the actual situation. Additionally, an image serves as a tool to attract an audience to read.
It's advisable to use images that help illustrate and simplify the main ideas without overwhelming readers or adding unnecessary "noise."
Presenting the Outputs
Consider various ways to present the outputs:
Interactive Infographic
What is it? An infographic is a visual way to illustrate data and information. It can combine short texts with graphs, icons, and images to present the process, lessons, and conclusions in a light and clear manner.
How to implement? Create interactive infographics where users can click different sections to learn more about each topic. For example, clicking on "Successes" opens a diagram with examples and brief explanations of what worked, while clicking on "Failures" shows challenges and solutions.
Short Animation Video
What is it? An animation video is a light way to convey complex messages. It allows the presentation of events or processes visually and dynamically, which can capture readers' attention better than text alone.
How to implement it? Create a short 2–3-minute animation video presenting lessons in a fun and humorous way. It's recommended to use characters explaining the situation, presenting failures, and ending with improvement recommendations, all visually and interactively.
Organizational Podcast
What is it? Podcasts are a convenient way to transfer information while performing daily activities like driving or exercising. Organizational podcasts can be created to explain lessons learned.
How to implement? Create a short 10–15-minute podcast featuring key project figures (manager, team member, consultant) discussing central events and lessons learned. The conversation can be semi-formal to help employees connect with the information.
Notification-Based Reminders
What is it? Using regular notification-based messages and reminders, for example, through an organizational app or email.
How to implement? After extracting lessons learned, send weekly notifications with one or two insights from the lessons, along with implementation tips. These small reminders help keep the information in awareness and lead to consistent implementation over time.
Virtual Lessons Gallery
What is it? Creating a virtual platform, like a website or organizational portal, where one can "visit" the lessons gallery and learn from varied content.
How to implement? Build a virtual lessons gallery presenting different events like a visual exhibition. Each gallery station includes short videos, interactive diagrams, and tangible examples from events.
Information Cards
What is it? Knowledge items that present the main lessons from selected events in a brief and precise manner.
How to implement? Prepare information cards with central insights and practical improvement tips that employees can read and refer to during work.
Using creative ways to make lessons accessible not only increases readers' interest, but also helps them remember and internalize insights more deeply. Adapting the right tool to needs and target audiences allows making learning fascinating, interactive, and applicable.
Summary
Lessons learned is an important stage in continuous learning; however, this is not enough in itself, if we want people to know, understand, and implement the lessons. Using short story-based Case Studies, based on lessons and presented in various ways, is an approach worth considering. It works for us, you should try it too.
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