Come to think of it, individuals and teams often repeat the same mistakes. There was a time when we had a launch, and most of us were exhausted, time had gone by, and we didn’t really wanna talk about that project again. So we just went towards the next project. Then, a few days after that same mistake came again, and we were like, “That’s not good.” So we gathered around and decided to start doing a post-mortem meeting.
Statistics show that companies that run postmortem meetings improve project success rates by up to 30%!. A postmortem meeting isn’t about blame; it’s about growth, reflection, and making your next project even better.
In this guide, I’ll walk you through exactly how to run a postmortem meeting in 6 steps. I’ll share my mistakes (so you don’t repeat them), the templates I use, and AI-powered tools like Plaud Note that make documentation effortless. Let’s dive in!
What is a project postmortem meeting?
A postmortem meeting can also be called a debrief or after-action review, which is a structured discussion you hold after a project wraps up.
The goal here is to look back at:
- What went well?
- What didn’t go so well?
- What lessons can help us improve for next time?
Think of it as an urgent “pause” before racing into the next big thing. It’s your chance to capture wins, address challenges, and make sure the same mistakes don’t follow you into the future.
How to run a post-mortem meeting? 6 Steps
We will now show you the 6 best steps on how to run a post-mortem meeting for your use case.
Step 1: Schedule the meeting quickly
I once waited a month before conducting a postmortem, which was a mistake. Half of the crew had forgotten specifics by that point, and the conversation devolved into imprecise guesses rather than genuine discoveries. The lesson is that timing is crucial.
I now plan the meeting for a week after the job is finished. In this manner, everything remains new. Send out the invitation as soon as possible, and keep it to no more than 60 to 90 minutes. Since folks check out early on Fridays, I usually try to avoid them and instead aim for Tuesday or Wednesday.
Additionally, remember to invite the appropriate individuals! On one occasion, I neglected to include a QA tester who provided important information regarding issue fixes. We lost a great chance to get better without her.
Step 2: Prepare in advance
Walking into a post-mortem meeting without adequate preparation is not ideal and can be very unproductive. I’ve done it before, and trust me, the meeting went nowhere.
Now I always:
- Share a clear agenda ahead of time.
- Send a 3-question survey: What went well? What didn’t? What should we change?
- Assign roles: moderator, notetaker, and sometimes timekeeper.
The survey is a big win. People often share things privately that they wouldn’t say in front of the group. It gives you a head start and surfaces hidden issues.
Step 3: Set the right tone
The tone is crucial. I once ran a post-mortem meeting in a chamber that seemed like a courtroom. The meeting was a complete failure because everyone was defensive and no one wanted to own up to their mistakes.
Now, I start every session by saying: “This isn’t about blame, it’s about learning.” I make sure that ground rules have been laid down (respect, constructive feedback, no finger-pointing) and give shout-outs first. Recognizing wins creates a positive vibe and makes people more open to discussing challenges.
I'll break the tension with a little story about one of my errors. The team as a whole opens up when there is vulnerability.
Step 4: Run the meeting and follow a clear agenda (60–90 min works best)
Without structure, a post-mortem meeting could go off course. I’ve been in those. Painful. That’s why I stick to a simple agenda.
- Introduction – Purpose of the meeting.
- Shout-outs – Recognize contributions.
- Discussion – What went well, what didn’t, and suggestions.
- Wrap-up – Summarize key takeaways, assign action items.
I’ll even set a timer at times if we’re stuck on one topic too long. At the end, I recap the action items out loud: “Okay, we agreed on A, B, and C. Here’s who’s responsible.” That clarity makes sure nobody leaves confused.
Step 5: Document everything
One of my worst mistakes? Running a fantastic post-mortem meeting and then losing all the insights because nobody wrote them down. A month later, the same problems will of course come back.
Now, I assign a dedicated notetaker. If remote, I’ll record the call (with permission) and use Plaud Note to transcribe everything automatically. It captures every detail, organizes it, and even highlights action items with its AI capabilities. It’s like having an extra team member who never forgets anything.
Always keep the notes in a shared space, such as Google Docs or Notion, so that the whole team can reference them later.
Step 6: Close and recap after the meeting
The meeting doesn’t end when people log off. The recap is just as important.
I take the transcribed notes, organize them into a simple post-mortem report using the Plaud Notes’ AI capability, and share it with both the team and stakeholders. This way, even those who weren’t in the meeting know what was discussed.
And here’s a point to note: I set reminders to revisit the action items in the next sprint or planning session. Otherwise, they disappear into the void. Following up shows people their feedback matters, and that’s what keeps them engaged.
What does a post-mortem meeting template look like?
Over the years, I’ve tried everything I could think of, from massive spreadsheets to sticky notes on a wall, and honestly, simple works best.
Here’s the template I keep coming back to:
- Project Name & Date
- Participants
- What Went Well
- What Could Be Improved
- Action Items (with owners and deadlines)
- Notes
For small projects, I’ll add “Collaboration” and “Tools/Process.” For enterprise projects, I might include “Budget” and “Stakeholder Feedback.”
If you want a shortcut, the Plaud template community has some great templates to choose from. They even have a “Photo-to-Template” feature. I once snapped a picture of an old paper form, and it turned into a digital, reusable template in minutes (blew my mind). That’s saved me countless hours.
Conclusion
Postmortem meetings are ultimately about learning, growing, and positioning yourself for future successes that go more smoothly rather than dissecting a project.
These six methods will help you turn your postmortems from dreaded tasks into genuine learning opportunities: plan ahead, prepare, set the proper tone, follow an agenda, document, and recap.
Additionally, remember the tools. You can remain in the conversation as AI-driven note-taking, such as Plaud Note, records and arranges everything for you. More worth, less stress.
I promise that after you properly do a few postmortems, you'll question how you ever got along without them.
FAQ
What is a postmortem meeting?
A postmortem meeting is a structured session held after a project to reflect on successes, challenges, and lessons learned, so that the team can improve future work.
What is another name for a postmortem meeting?
They’re often called retrospectives, debriefs, or after-action evaluations.
How do you lead a postmortem meeting?
Lead with empathy. Set clear ground rules, stick to a structured agenda, and encourage participation from everyone. Focus on learning and solutions, not blame.
