Initiating a project review requires conscious leadership with a calculated ROI, budget, established team and scope—outlining all stakeholders with a clear vision and alignment of purpose. The following steps are generally followed to deliver an effective project review.

Approach

Define Objectives 

The first step is to articulate the objectives and purpose of the review clearly. Generally, they’re delivered via the sponsor or senior management, giving an insight into what concerns have driven the review. They will also determine what aspects of the project or program will be evaluated, such as progress, performance, risks, quality, or compliance.

Plan and Scope

A review plan will then be developed outlining the scope, timeline, and resources required for the review. It will identify stakeholders, review methodology, data collection methods, and specific focus areas.

Gather Information

This step involves collecting relevant project data, documents, and artifacts. Interviews and surveys or workshops with key stakeholders, project team members, and subject matter experts are conducted to gather insights and perspectives.

Analyse and Evaluate

Collected information and data will then be analysed to evaluate the project's performance, compliance, risks, and alignment with objectives. As well as identify strengths, weaknesses, challenges, and opportunities.

Identify Findings and Recommendations

Based on the analysis, key findings, observations, and recommendations for improvement will be prioritised, and recommendations will be made based on their impact and feasibility.

Report and Present

A comprehensive report documenting the review findings, including an executive summary, methodology, key observations, recommendations, and supporting evidence, is prepared. It is then presented to relevant stakeholders, ensuring clarity and transparency.

Deliverables

Review Plan 

A comprehensive document that outlines the objectives, scope, methodology, timeline, and allocated resources for the review. This document serves as a roadmap for the review, ensuring clarity and alignment among the stakeholders. It provides a clear understanding of what will be assessed, how it will be assessed, the timeframe for conducting the review, and the necessary resources required.

Data Collection Tools

Various data collection tools are employed to gather stakeholder information and insights, including surveys, interview guides, and checklists—these tools are designed to extract meaningful and relevant information enabling a comprehensive project assessment. 

For instance, surveys allow for standardised data collection, while interview guides facilitate in-depth discussions exploring specific topics. On the other hand, checklists serve as a structured framework to ensure that all relevant aspects are considered during the data collection process. 

Review Findings and Recommendations Report

This report summarises the review findings, observations, recommendations, and supporting evidence, providing actionable insights for project improvement—a valuable tool for decision-making and driving positive change within the project.

Presentation Materials

A concise slide deck or presentation is created to summarise the review findings, key observations, and recommendations. This visual tool facilitates effective communication and promotes meaningful discussions with stakeholders, ensuring a clear understanding of the review outcomes and fostering collaboration for project improvement.

Lessons Learned Documentation

The lessons learned from the review process will be captured to enhance future reviews and improve project management practices. These insights will be documented to ensure that valuable knowledge and experiences gained during the review are leveraged for continuous improvement in future projects.

Action Plan

An action plan is developed, providing a documented roadmap that outlines the recommended actions, responsible parties, timelines, and measures to address the identified recommendations. This plan is a practical guide for implementing the necessary improvements, ensuring accountability and clarity on the steps to be taken, who is responsible for them, when they should be completed, and how progress will be measured.

Tailoring the approach and deliverables to the specific review context, organisational requirements, and the project's nature is essential. Regular communication and stakeholder engagement throughout the review process is essential to ensure their involvement, buy-in, and support for implementing the recommendations.

 

Benefits of a Project Review

Objective

A project review offers an objective means by which to evaluate project performance. Projects have a clear scope, objectives, and deliverables, making it easier to devise objective criteria for assessing performance.

This approach rates employees based on their actual performance––their ability to meet project goals and complete assigned tasks instead of relying on another's subjective opinion, offering fairness alongside a clearer picture of an employee's performance. 

Diverse Perspectives

With a project review, employees receive feedback from the project leader and other contributors, giving them insight into their performance from multiple perspectives. The various inputs can also provide employees with insights they might not have received otherwise, which can help them grow and develop professionally.