Dear Erb,
I’m finishing up a procurement didn’t go as planned and I’d like to avoid making the same mistakes in the future. How should I document my lessons learned?
Thanks,
Learning on the Go
Hi Learning on the Go,
It is great that you are thinking about how to improve for next time! This is where some of the most valuable work happens and will help you and your organization improve over time. Closing out a file is the ideal time to capture what you’ve learned so that the next procurement runs more smoothly.
Your organization may have a process in place but if you’re starting from scratch, you can start by setting the context with a brief overview of the procurement, such as what you were procuring, planned versus actual timelines, and the results. This gives you, and anyone reviewing the file later, a clear understanding of the conditions in which the procurement took place.
From there, take time to reflect on what worked well. This step is often overlooked, but it is just as important as identifying challenges. Think about the elements that helped move the process forward, whether it was clear requirements, early coordination with stakeholders or a site meeting that helped suppliers better understand the scope. Calling out these successes makes it easier to repeat them in future procurements.
Equally important is capturing what did not go as planned. Maybe the scope was unclear, timelines were tighter than anticipated, or there was a high number of non-compliant bids. The key here is to focus on the process and to describe the issues in a way that is constructive and useful for future reference.
Once you have identified what did not go well, try to go a step further and understand why. Were the requirements too restrictive? Were stakeholder expectations and budget aligned from the beginning? Did you receive any feedback from your suppliers? Getting to the root cause is what turns an observation into a meaningful lesson.
The most valuable part of this exercise is identifying what you would do differently next time. This could be as simple as starting the procurement earlier, refining your specifications, or allowing more time for questions. Even small adjustments can make a significant difference in how smoothly your next procurement runs.
It is also worth nothing that lessons learned don’t end at contract award. Keeping notes on performance, contract challenges or any gaps between expectations and delivery can provide valuable insights for your next bid document.
Another useful approach is to connect with your department lead or stakeholders to gather their perspectives. Their input can highlight gaps or improvements that you may not have identified on your own.
Your lessons learned document doesn’t need to be lengthy, but it should be practical. Focus on clear examples, honest reflections, and actionable improvements. With this, whether it’s you or a colleague running a similar procurement in the future, this document becomes a tool for continuous improvement.
Erb