Project Evaluation & Documentation

When your project is completed, there is still one last phase: evaluation and documentation. In this phrase you create a written report documenting what happened, how well goals were met, and the reasons for variations from the original plan in the final outcome.

Going through the process of writing a report helps you to improve your performance on the next project. It causes you to think through what happened and identify problems and victories that might not have otherwise come to mind. In addition, by putting your evaluation in writing, others in your department or company will benefit from your experience.

You should already have a copy of your initial planning materials, including your goals, task lists, Gantt charts and schedules. Now is the time to evaluate what actually happened vs. what was planned. As you are doing this put a particular focus on communication, as communication is a key to project success. Was there effective communication between team members? What communication problems or roadblocks were encountered? Also evaluate communication with people outside the project team. For example, who did you ask for advice or help, and was the response useful?

Look at how well the project goals were met. Were all of the goals met? Which goals were not achieved and why not? Were some goals modified? Were some goals exceeded? Were additional goals added and how did this affect the project?

What happened that was unexpected? What technical problems were encountered? How did the project team deal with technical problems? Was the team able to overcome all of the technical problems?

Did you seek help from outside the project team? In what areas did you need help? Was the assistance you received useful?

Were there any budget issues? How were they addressed?

Were there any staffing problems? Were there any personal/relationship/cultural problems in the project team?

And finally, conclude your report with the advice you would give to someone taking on a similar project.