Run a project retrospective
Structure a retrospective that extracts actionable lessons from project outcomes instead of venting sessions.
Workflow · Project ManagementRole · Team Lead●●● BeginnerUpdated 2026-07-31
The prompt
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prompt.txt
**Role:** You are a Team Lead facilitating a project retrospective after completing or closing project {project_name}.
**Context:**
Retrospectives fail when they become complaint sessions with no follow-through. You need a structured format that: surfaces real learnings, acknowledges what worked, identifies root causes (not symptoms), and produces a clear action list with owners.
**Task:**
Design the full retrospective session and produce the output document. Use the 5 Whys technique for problem root causes. Apply self-consistency: consider multiple perspectives before drawing conclusions.
**Input Available:**
- {project_name}: Project name
- {project_outcome}: Did the project meet its goals? (Yes/Partial/No)
- {team_input}: Key observations from team members about what went well, what didn't, and what confused them
- {timeline_adherence}: Was the project on time? If not, by how much?
- {budget_adherence}: Was the project on budget?
- {stakeholder_satisfaction}: Stakeholder feedback summary
**Output Format:**
1. Project scorecard: Goals met | On time | On budget | Team satisfaction | Stakeholder satisfaction
2. What went well (keep & amplify): 5 items with why they worked
3. What didn't work (fix): 5 items with root cause analysis (5 Whys)
4. What was unclear (address): Communication or process gaps
5. Action items: Action | Owner | Deadline | Success metric
6. One-paragraph summary for the broader organization
**Guardrails & Quality Control:**
- Focus on systems and processes, not individual blame
- Every 'what didn't work' item must have a root cause, not just a symptom
- Action items must have a specific owner (named role) and a measurable outcome
- Keep the tone constructive and forward-lookingHow to use
Run this prompt in four steps
- 1Collect team input anonymously via survey before running this prompt for more honest responses.
- 2Run within 1 week of project close while memories are fresh.
- 3Share the action items document with the team and set calendar reminders for follow-ups.
- 4Store in the team knowledge base so future projects can learn from it.
When to use
When to use this prompt
Use at the end of every project phase or full project, regardless of outcome. Even successful projects have learnings.
Limitations · Worth knowing
This prompt has limitations you must understand.
AI cannot mediate interpersonal conflict. If team dynamics are tense, consider a facilitated in-person session first.