What is a Retrospective
A.K.A.
What is: Lesson's Learned
This is an opportunity to review a recent initiative and observed what worked well & acknowledge areas for continual improvement.
Why do we do this?
What is: foster a culture of continuous improvement
Getting Started
What is: Welcome everyone to the meeting
Congratulate everyone the finished project
Who is invited?
What is: Identify your audience
Identify your audience. If needed conduct separate retrospectives.
Can I earn a badge for this
What is: come prepared
When scheduling your retrospective ask the participants to come prepared.
Observations
Thoughts
Shout Outs
What is: Complete a retrospective for every project regardless of the level of success or struggle.
There is always something to learn and improve.
Let's take a look
What is: Identify areas of improvement
Making improvements can ensure future projects run smoothly.
The Project
What is: Review the project
Share the project overview, major milestones, metrics - project status
What is needed?
What is: Retrospective template
This is LOUD
What is: Shout Out
Gather names of anyone that went over & beyond on the project
What not to do
What is: Not to finger point, call-out or blame.
This is an opportunity to gather as ONE TEAM and discuss how we want to move forward in the future.
How do we succeed
What is: share thoughts and ideas
Teams can work together towards a shared goal and objective
Celebrate Wins!
I Object
What is: ask leading questions
Review the items that have already been identified and gather additional information about what went well, what didn't go well and what can be done next time.
If asking leading questions are not working address a team directly for feedback i.e.
I would love to hear from someone on the PO team.
How about someone from the DEV team?
Ask leads or leadership what was your perspective on this item/project/topic/suggestion
When can we meet?
What is: Schedule the meeting at least three (3) days in advance
You can trust me
What is: Accountability
The more accountability we each take the more trust we build with each other and our business partners.
It's all related
What is: the project
The retrospective is not about individual people, it is about the project, the team and process.
That is BIG
What is: Not talking about the "Elephant" in the room
Silence isn't Golden
What is: how to gather more information
Ask "what else" then wait - sets expectation of a response
If you are ready to move on ask "is there anything else"
Get comfortable with Silence - some people need time to process the information and/or think.
What is this
What is: the agenda
Share an agenda in the meeting request so that your audience will know what to expect
Good manners
What is: Thank Everyone
Thank everyone for attending the retrospective
Follow up communication after the retrospective
Share the meeting details (link) with attendees from the meeting, the PM team, save with other project documentation.
Follow up on any items gathered during the retrospective that required additional action.
Action needed
What is: Ideas for future improvement.
We won't be able to implement all the "ideas" shared for improvement so decide on 1-3 that can be focused on right away.
What is the problem
What is: low participation, lack of safety and lack of follow through, lack of accountability.
Reasons why a retrospective meeting might be ineffective.
I need to know
What is: Feedback
Ways to share feedback (tips to get more)
From my prospective I noticed this, did anyone else?
Was this anyone else's experience?
What did people think about "X topic/situation"?
Feedback is a gift, it gives us a chance to learn something, and it helps us grow and get better.
We can't change what we are unwilling to acknowledge.
Try not to get defensive it is not personal; we are all in this together.
Let's get ready to rumble
What is: Some retrospectives may need to be held in rounds.
IT Only - pre-fill the retrospective template
IT + working team to discuss areas of improvement (we don't always want to share our "dirty laundry" with the business)
IT + Business sharing what we have already identified and ask for more
IT + Business
All wrapped up
What is: sharing a Final Thought
Quote shared by Anthony (add to retrospective template & share at the end of the meeting)
"The important thing is not your process. The important thing is your process for improving your process." – Henrik Kniberg, Agile coach and author