pmo-retrospective

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Portfolio retrospective skill for capturing lessons learned, process improvements, and organizational learning across completed projects.

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Sourcelerianstudio/ring
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npx skill4agent add lerianstudio/ring pmo-retrospective

Tags

Translated version includes tags in frontmatter
portfolio-retrospectivepmo-processlessons-learnedaction-planningknowledge-sharing

SKILL.md Content

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PMO Retrospective Skill

Systematic capture and application of lessons learned at portfolio level.

Purpose

This skill provides a framework for:
  • Lessons learned capture
  • Pattern identification
  • Process improvement
  • Organizational learning
  • Knowledge transfer

Retrospective Types

Type 1: Project Closure Retrospective

Trigger: Project completion or termination Scope: Single project Participants: Project team, sponsor, key stakeholders

Type 2: Portfolio Period Review

Trigger: Quarterly or annual review Scope: All projects in period Participants: PMO, project managers, executives

Type 3: Thematic Retrospective

Trigger: Recurring pattern observed Scope: Projects sharing the pattern Participants: Affected project managers, PMO, subject matter experts

Retrospective Gates

Gate 1: Context Setting

Objective: Establish retrospective scope and participants
Actions:
  1. Define retrospective type and scope
  2. Identify participants
  3. Gather project data
  4. Schedule sessions
Context Template:
ElementValue
TypeProject/Portfolio/Thematic
Scope[Projects/Period]
Participants[List]
Data Sources[List]
Output: 
docs/pmo/{date}/retro-context.md

Gate 2: Data Collection

Objective: Gather objective data about performance
Actions:
  1. Collect final project metrics
  2. Gather variance explanations
  3. Document scope changes
  4. Compile risk/issue history
Data Points:
CategoryData
SchedulePlanned vs actual duration
CostBudget vs actual spend
ScopeBaseline vs final scope
QualityDefects, rework
RisksRisks that materialized
ChangesNumber and impact
Output: 
docs/pmo/{date}/retro-data.md

Gate 3: Reflection

Objective: Identify what worked, what didn't, and why
Actions:
  1. Conduct retrospective session
  2. Identify successes to repeat
  3. Identify failures to prevent
  4. Analyze root causes
Reflection Framework:
CategoryQuestion
What went well?What should we keep doing?
What didn't go well?What should we stop doing?
What was confusing?What needs clarification?
What was missing?What should we start doing?
What surprised us?What assumptions were wrong?
Output: 
docs/pmo/{date}/retro-reflection.md

Gate 4: Pattern Analysis

Objective: Identify patterns across projects/time
Actions:
  1. Compare with previous retrospectives
  2. Identify recurring themes
  3. Assess systemic vs isolated issues
  4. Prioritize improvement areas
Pattern Types:
TypeIndicatorAction
SystemicSame issue in 3+ projectsProcess change required
CapabilitySame team struggle repeatingTraining/hiring needed
ToolTool-related frictionTool improvement/replacement
CommunicationStakeholder issues recurringCommunication improvement
EstimationConsistent over/under estimationEstimation process improvement
Output: 
docs/pmo/{date}/retro-patterns.md

Gate 5: Action Planning

Objective: Create actionable improvement plan
Actions:
  1. Define specific improvements
  2. Assign owners
  3. Set timelines
  4. Define success criteria
Action Template:
ImprovementOwnerTimelineSuccess CriteriaStatus
[Improvement][Owner][Date][Criteria][Status]
Priority Framework:
Impact / EffortLow EffortHigh Effort
High ImpactDo FirstPlan Carefully
Low ImpactQuick WinsDon't Do
Output: 
docs/pmo/{date}/retro-actions.md

Gate 6: Knowledge Sharing

Objective: Distribute lessons to organization
Actions:
  1. Document lessons learned
  2. Update PMO knowledge base
  3. Present to relevant teams
  4. Update templates/processes
Knowledge Sharing Channels:
ChannelAudienceContent
PMO WikiAll PMsFull lessons
NewsletterOrganizationSummary
TrainingNew PMsIncorporated
TemplatesAll projectsUpdated
PlaybooksSpecific scenariosDetailed guidance
Output: 
docs/pmo/{date}/lessons-learned.md

Anti-Rationalization Table

See shared-patterns/anti-rationalization.md for universal anti-rationalizations.

Retrospective-Specific Anti-Rationalizations

RationalizationWhy It's WRONGRequired Action
"We're too busy for retrospectives"Learning gaps cost more than retrospective time.Schedule and conduct retrospective
"We know what went wrong"Assumptions miss root causes.Formal analysis required
"It was a unique situation"Patterns hide in "unique" situations.Document and compare
"People will be defensive"Blame-free culture enables learning.Focus on process, not people
"Lessons will be ignored anyway"Track action completion to ensure learning.Follow up on actions

Pressure Resistance

See shared-patterns/pressure-resistance.md for universal pressure scenarios.

Retrospective-Specific Pressures

Pressure TypeRequestAgent Response
"Skip retro, team already on next project""Learning before moving on prevents repeating mistakes. Conducting abbreviated retrospective."
"Don't document that failure""Failures are learning opportunities. Documenting with constructive framing."
"Just move on, it's in the past""Past informs future. Retrospective protects future projects."

Blocker Criteria - STOP and Report

ALWAYS pause and report blocker for:
SituationRequired Action
Key participants unavailableSTOP. Incomplete retrospective misses perspectives. Reschedule.
Data unavailableSTOP. Data-free retrospective is opinion session. Get data.
Blame culture emergingSTOP. Reset to blameless framework. Not about individuals.
No action ownershipSTOP. Lessons without owners become forgotten. Assign owners.

Output Format

Lessons Learned Report

markdown
# Lessons Learned - [Project/Period] - [Date]

## Context

| Element | Value |
|---------|-------|
| Scope | [Project(s)/Period] |
| Participants | [List] |
| Facilitator | [Name] |

## Performance Summary

| Metric | Target | Actual | Variance |
|--------|--------|--------|----------|
| Duration | X months | X months | +/- X% |
| Budget | $X | $X | +/- X% |
| Scope | X features | X features | +/- X |
| Quality | X defects | X defects | +/- X |

## What Went Well

| Success | Why It Worked | How to Repeat |
|---------|---------------|---------------|
| [Success] | [Root cause] | [Action to sustain] |

## What Didn't Go Well

| Issue | Root Cause | How to Prevent |
|-------|------------|----------------|
| [Issue] | [Root cause] | [Action to prevent] |

## Patterns Identified

| Pattern | Frequency | Systemic? | Action |
|---------|-----------|-----------|--------|
| [Pattern] | X occurrences | Yes/No | [Action] |

## Improvement Actions

| # | Improvement | Owner | Due | Status |
|---|-------------|-------|-----|--------|
| 1 | [Improvement] | [Owner] | [Date] | [Status] |

## Key Lessons (Top 5)

1. **[Lesson Title]:** [Description and application guidance]
2. **[Lesson Title]:** [Description and application guidance]
3. **[Lesson Title]:** [Description and application guidance]
4. **[Lesson Title]:** [Description and application guidance]
5. **[Lesson Title]:** [Description and application guidance]

## Knowledge Sharing Plan

| Audience | Channel | Date | Owner |
|----------|---------|------|-------|
| [Audience] | [Channel] | [Date] | [Owner] |

Execution Report

Base metrics per shared-patterns/execution-report.md:
MetricValue
Analysis DateYYYY-MM-DD
Scope[Project(s)/Period]
DurationXh Ym
ResultCOMPLETE/PARTIAL/BLOCKED

Retrospective-Specific Details

MetricValue
period_covered[Description]
projects_completedN
lessons_capturedN
process_improvementsN