7.6. Event Debriefing

In the dynamic world of project management, the end of an event marks not only the culmination of hard work but also an opportunity for reflection and learning. Once the event is over and you’ve gathered the feedback you desire, you’ll need to have a debriefing event with the event team. Debriefing, the process of reviewing and discussing the event, is crucial for extracting insights, identifying successes and areas for improvement, and fostering team cohesion.

As aspiring office administrators, mastering the art of debriefing is essential for your future roles in leading successful projects. In this chapter, we will explore the importance of debriefing, common concerns team members might have, and strategies for addressing these concerns through real-life case studies.

The Importance of Debriefing

Debriefing serves several very important purposes in project management and event planning. It allows team members to reflect on what worked and what didn’t, which allows groups to have conversations about continuous improvement for future projects/events. Additionally, it provides a sense of closure to the project which allows team members to mentally prepare to transition to a new task or event. Finally, it provides an opportunity for bonding through open communication about the project, which can boost team cohesion and morale.

Common Concerns in the Debriefing Process

• Fear of Criticism – some team members may feel as if they will be criticized for their performance or contribution to an event. This can be addressed in the debriefing process by the facilitator emphasizing the importance of constructive feedback. They can encourage team members to focus on lessons learned in general rather than finding a way to place blame on a single person. One method to prevent this concern is to make sure to acknowledge achievements (both of the team and individuals) before discussing areas for improvement.
• Lack of Closure – team members may feel uncertain about the final outcome of the project/event and their roles moving forward. To address this, the debriefing facilitator can make a summary of the outcomes and achievements available to the team. This can serve as a tangible reminder of the success and completion of the event. This will also provide an opportunity for team members to really feel as if their contributions are valued within and beyond the organization.
• Time Constraints – some members of the team may not see the value of spending time after an event is over talking about that event. “It’s done; why are we wasting time on that event when I have this next event to work on??” might be their attitude. It is important for the facilitator to stress the long-term benefits of a debriefing process toward future project outcomes.

The video below highlights four specific questions that you could ask your team during a debriefing session.