Works with Claude, ChatGPT, Gemini, or your own local model: paste this prompt and your AI will co-facilitate this exercise with you.

Help me prepare and run the exercise below. First ask for my participant count, time, setting, access needs and intended result. Check these against the stated limits. Use the supplied rules and materials. Explain any proposed changes before using them, and label them as adaptations. Do not invent source claims or require personal disclosure. Give me one step at a time when I say start. I manage the people, physical activity and clock; do not claim to observe the room. Ask me what happened before choosing a next step.

Reference revision: 5fb0f9b64a1671bf21fe0e0943d5952f37895ef0b94ff440ed93f100d83ee90b

# Project Post-Mortem Retrospective

Team members review an entire completed project across five structured prompts covering successes, obstacles, plan deviations, support, and future improvements. They cluster notes, agree on actionable changes for future kick-offs, and debrief key operational lessons.

**Time:** 60 minutes. EasyRetro source recommends at least an hour for a project post-mortem; UWT allocated 60 minutes across five structured phases.
**People:** 4 to 24. Individual reflection, 2 to 5 subgroups of 2 to 5 people (each subgroup assigned 1 or more of the 5 focus columns), followed by whole-group synthesis and debrief.

## Choose this exercise

**Purpose:** Document what worked, what stalled, and agreed procedural adjustments following the completion of an entire project.
**Use it when:** Use at the conclusion of an end-to-end initiative, product launch, or multi-week campaign before the team moves to new assignments.
**Skip it when:** Skip during recurring short cycle checks like bi-weekly sprint reviews, or while an active incident is still unresolved.

## Materials and tools

- 5 wall charts or digital board columns labeled with the 5 prompts
- Sticky notes (at least 15 per participant)
- Dark fine-tip markers (one per participant)
- Countdown timer visible to the room
- Action capture template on chart paper or shared doc

## Before participants arrive

1. Post the 5 column headers across the room or digital whiteboard: 1. Most Proud Of, 2. Most Frustrating, 3. Plan vs Reality, 4. Support Received, 5. Do Differently.
2. Write the high-level project timeline and milestone dates visibly at the top of the space to anchor recall.
3. Distribute sticky notes and markers to all seats.

## Say this to open

We have reached the end of this project. Today we look back at the entire trajectory from kick-off to delivery. We want objective facts about what was built alongside honest notes about how the work felt. Please write one clear observation per sticky note. Keep feedback directed at processes, tools, and roles rather than personal blame.

## How to run it

### 1. Introduce timeline and five focus areas (5 minutes)

Speak the opening script. Walk through the displayed project milestones. Present the five prompts from the participant sheet. Emphasize that participation in spoken reporting is voluntary and feedback must target systems and tools rather than personal blame.

### 2. Silent individual note writing (10 minutes)

Start a 10-minute timer. Everyone writes observations silently on sticky notes, aiming for at least one note under each focus area. Neutral example: under Plan vs Reality, write 'Vendor API delivered 3 weeks late' instead of 'Vendor was useless'.

### 3. Post and small-group clustering (15 minutes)

Participants stick notes under the 5 columns. Form 2 to 5 subgroups of 2 to 5 people. For 4 to 9 participants, form 2 or 3 subgroups that each take 2 columns. For 10 to 24 participants, form 5 subgroups that take 1 column each. Subgroups cluster duplicates and identify top themes.

### 4. Subgroup reports and action drafting (15 minutes)

Each subgroup reports the top two patterns from their assigned column in 2 minutes or less (maximum 10 minutes total speaking). Spend the remaining 5 minutes drafting 3 to 5 concrete changes for the next kick-off. Assign a named owner to each action.

### 5. Debrief and appreciations (15 minutes)

Facilitate whole-group debrief using the provided questions, hearing from 3 to 4 volunteers. Invite participants to share appreciations aloud from column 1 or leave them posted on the board as written notes.


## Debrief questions

- Which divergence between our initial plan and final reality taught us the most useful lesson?
- What is one specific practice from this project that we must preserve on our next kick-off?
- Where did support break down, and what communication channel will fix that next time?

**Finished output:** A list of 3 to 5 documented procedural changes with named owners for the next project kick-off, plus an archive of categorized project observations.

## Remote

Set up a shared whiteboard with 5 pre-labeled columns. Run silent writing for 10 minutes on individual digital cards. Send participants into 2 to 5 breakout rooms depending on attendance, assigning columns so each room covers 1 or 2 columns. Return to the main room for brief summaries, action drafting, and debrief.

## Hybrid

In-person participants post on physical charts while a designated room scribe mirrors physical notes onto the digital board, or require all participants to write directly into the digital board using personal laptops. Breakout clusters must be dedicated either fully remote or fully in-person to avoid audio cross-talk.

## Access and participation choices

- Offer typed digital submission or paper sticky notes according to individual writing preference.
- Spoken sharing is optional; participants may contribute to clustering, dot voting, and action drafting entirely in writing or silently without speaking aloud to the room.

## If the session gets stuck

**Discussion turns into personal blame targeting an individual colleague.**

Intervene immediately. Redirect the comment toward the workflow or tooling constraint: ask what system or guideline permitted that bottleneck to occur.

**A subgroup attempts to present a detailed laundry list rather than overarching patterns.**

Hold the strict 2-minute limit per column report. Ask the group to name only their two highest-priority clustered themes and park the rest on the board.


## Terms used here

- Post-Mortem: A retrospective session held once at the end of a completed project to review outcomes, working dynamics, and lessons learned.
- Scope Creep: Uncontrolled expansion of project tasks or deliverables without increases in time, budget, or resources.

## Participant material: Five Post-Mortem Prompts

1. What part of the project are you most proud of? (Include teammate appreciations)
2. What was the most frustrating part of the process?
3. How well did we follow the initial project plan? (Where did we diverge and why?)
4. Did leadership and other teams offer sufficient support?
5. What would you do differently if we started this project again?

## Sources and adaptation

Observed in EasyRetro template documentation ('The Project Post-Mortem Retrospective Template'). Post-mortem review meetings are a standard industry practice across software engineering and project management.

Retained EasyRetro's 5 core prompt questions, step sequence, and balance of objective timeline review with subjective team experience. UWT added explicit group scaling (subgroups of 2 to 5 people covering 1 or more columns based on attendance), neutral examples, silent contribution options, dedicated debrief time in step 5, and exact phase timing within a 60-minute session.

[EasyRetro](https://easyretro.io/templates/post-mortem-retrospective)

[EasyRetro](https://easyretro.io/templates/post-mortem-retrospective/)

Current run sheet: https://unitedwetransform.com/exercises/the-project-post-mortem-retrospective/