Pre-mortem - A proactive tool for improving projects and processes

Pre-mortem is a method in project management and risk management where, assuming a project or process has already failed, it allows you to “look back from the future”.

The aim is to identify potential risks and weaknesses in planning before they occur.

The approach involves bringing the project team together and imagining a scenario in which the project has failed catastrophically. Participants are then asked to analyze the reasons for the failure. Through this exercise, the team can identify and remedy risks at an early stage.

Why is pre-mortem good?

Pre-mortem is an effective tool for thinking risk-based for several reasons:

1. Proactive risk management: By predicting what might go wrong, the team can take steps to prevent these problems or reduce their impact.
2. Improved team communication: The method encourages open dialogue about potential problems, which can lead to better collaboration and understanding within the team.
3. Blind Spot Identification and Groupthink: Pre-mortems help detect risks that might otherwise be overlooked in the usual planning process.
4. Increased flexibility and preparation: Preparing for possible failures makes the team more adaptable and ready to deal with unexpected events.

When can pre-mortem be used?

Pre-mortem can be used at various stages of a project or at any time when decisions with potential risks are to be made. It is especially useful before the start of a project, during major shifts in the direction of the project, or before the launch of a new product or service.

By whom can Pre-mortem be used?

Pre-mortem can be used by organisations of all sizes and industries. It is relevant for project managers, team leaders, risk managers, and basically anyone involved in the planning and execution of projects. The method is also applicable at different levels within an organization, from top management to operational teams.

Examples of applications

• Project failure: The team imagines that the project was not delivered on time, over budget, or did not meet quality requirements.
• IT Security Incidents: It is assumed that the organization's IT systems have been hacked or hit by a ransomware attack.
• Product Recall: The team assumes that a new product must be recalled due to safety risks or defects.

By using pre-mortem, organizations can improve their risk management, increase their chances of project success, and strengthen their ability to deal with unexpected events.

Step-by-Step Guide to Pre-Mortem

Doing an exercise like this doesn't have to be complicated, just follow the steps below to get a fresh perspective on your project or process.

Identify key projects

Start by selecting a project where a pre-mortem analysis can be most rewarding. This could be a new initiative, a major product launch, or the introduction of new technology.

Gather the team

Include members from different parts of the company to ensure a diverse view of potential risks. Diversity in perspective is key.

Create a “failure scenario”

Assume that the project has failed. Describe the scenario in detail:

What went wrong? Was it budget overruns, technical problems, or perhaps a lack of market understanding?

Backward analysis

Allow team members to freely discuss possible reasons for the failure. Encourage openness and prevent groupthink by welcoming all perspectives.

Identifying actions

Compose a list of identified risks and possible actions. What steps can be taken in advance to prevent these problems?

Instead of starting from “what could go wrong”, we start from “what went wrong”.

For example, instead of thinking, “What could go wrong with the project?” So let's start with “We have gathered today to discuss the totally failed Project X and to sort out what went wrong. The outcome of the project did not affect customer claims to the degree that we thought. Why?”.

Prioritize and plan

Determine which actions are most critical and create an action plan. Timetable the implementation of these measures.

Follow-up and adaptation

Follow up regularly to ensure that preventive measures are implemented effectively. Be ready to adjust the plan based on new information or changing conditions.

Summary

Pre-mortem is a powerful technology that can help SMEs navigate uncertainty and complexity. By adopting a forward-looking perspective on risk management, companies can not only avoid potential failures but also strengthen their project management skills. Start using pre-mortem today to ensure the success of your project tomorrow.

Now incorporate this tool into your project planning routines and experience how your risk management improves markedly.

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