Summary

In September 2020, Jadex Strategic Group (Jadex) conducted an in-depth process improvement assessment for TGW Systems Inc. The focus was on the core departments involved in the initial phase of their project lifecycle. The objective was to identify key challenges and recommend sustainable processes for capturing lessons learned to improve project execution.

Challenge

TGW Systems faced significant challenges due to the lack of a standardized process for capturing and utilizing lessons learned across their core departments. Each team had their method for identifying and documenting lessons learned activities, leading to inconsistencies and inefficiencies. There was no centralized repository or analytical process to store, analyze, or retrieve archived projects, affecting all phases of the project lifecycle. The lack of a holistic approach resulted in missed opportunities, redundant efforts, and increased costs.

Strategy

Jadex’s strategy involved a comprehensive evaluation through remote interviews and questionnaires with TGW’s core departments. The analysis revealed the necessity for a defined process, clear ownership, and a central repository for lessons learned. Recommendations included incorporating a formal stage and quality gates for capturing lessons learned, standardizing documentation methods, and improving communication and dissemination strategies across teams. Key focus areas included:

• Implementing a centralized lessons learned repository.
• Defining clear roles and responsibilities for capturing and analyzing lessons learned.
• Standardizing the process of documenting and sharing lessons learned across all teams.
• Introducing analytics to derive metrics for data-driven decision-making.

Enhancing visibility and access to lessons learned across the project phases.

Results

The assessment identified critical gaps and inconsistencies in TGW’s current approach to lessons learned. Key findings included:

• 80% of participants reported difficulty in identifying process locations.
• 90% did not understand other teams’ methods of capturing lessons learned.
• 70% noted that shared information was not captured properly.
• 70% had no visibility into other teams’ lessons learned data.

The proposed strategy aimed to address these issues by providing a structured approach to lessons learned, enhancing cross-team communication, and leveraging data analytics for improved project outcomes.

Conclusion

The case study highlights the importance of a formalized process for capturing and utilizing lessons learned to enhance project efficiency and effectiveness. By implementing Jadex Strategic Group’s recommendations, TGW Systems Inc. can improve project planning and execution, reduce redundancy, and foster a culture of continuous improvement. This structured approach will ultimately lead to better project outcomes, cost savings, and a more proactive project management environment.