A retrospective can be used either by a team or any other group of people. The structure and form of this event will try to motivate all participants to contribute and engage.


Checkout a tutorial video, read through the rest of the page for full details about the retrospective meeting.




1. Triggering a retrospective

There are two possible ways to notify members when you want to start a retrospective event:


  1. Administration pages, by clicking the "Start a meeting" and then selecting "Retrospective". This will open a form to select retrospective members or teams.
  2. Through integrations:
    1. Using Slack, initiative by typing '/retrospective' slash command in your channel of choice.
    2. Using Microsoft Teams, type '@Team O'clock retrospective' in your team channel. All participants will be personally notified to join by Team O'clock bot.


When you are done triggering a retrospective, a unique URL is created for that meeting and communicated to participants either via email or directly on chat channel to join the meeting.


2. Facilitator and participants

When in the retrospective meeting you have one of the two available roles:

  1. Facilitator, is  a single participant responsible for setting up and driving the meeting.
    Facilitator's starting screen of a retrospective meeting
    The facilitator's avatar is marked with a darker border color to be easily identified.
     
  2. Participants, are the rest team members contributing to the retrospective.
    Participants starting screen of a retrospective meeting

The facilitator role can be claimed by any member participating in the meeting during any time, to make sure that the meeting can proceed for cases where the facilitator might be un-available or offline.

As participant you can claim facilitation:

  • In starting screen by using the "Claim facilitation" button
  • Any time of the meeting, using the menu on the top right corner and picking option "Claim facilitation"
    Claim facilitation option available to participants


2. Facilitator setting up the retrospective


The facilitator has some options to set up the retrospective meeting:

  1. Choose activity, by clicking on the 'Choose activity' dropdown located on the left side of the top bar. Navigate the available activities select the one you prefer and click the 'Apply' button to update the retrospective board.
  2. Customize your board, by manually setting up the board. You can modify both columns and swim lanes and set custom names for each. All custom retrospective activities are automatically stored and are available when you click the 'Choose activity' option.Board customisation is available for Standard and Enterprise plans only, read more about board customisation.


3. Facilitator starting the retrospective

When all participants have joined the retrospective page and you are done setting up the retrospective you can click the 'Start' button located on the top right corner.


A popup will open where you can set a name for your retrospective and choose if notes added by participants will be anonymous or not, default option is for participant's name to be displayed on each note.


4. Communication between the team

In order to coordinate with your remote team members you can use the Chat feature to exchange quick messages, located on the bottom right of the retrospective window.


To use a video conference with your remotees you can add a Video Call URL from the settings next to the 'Start' button.


This input is available to all your team members and anyone can setup the Video Call URL.


Video Call URL is always visible on the bottom of the page in the middle.

5. During the retrospective

The layout focuses on the board areas where members are adding their notes. Each board area has a title with a description below, so that you can understand what notes should be added on that board.



On the header bar you will always see the current, previous and next stage of the retrospective meeting.

These stages are the guiding mechanism that Team O'clock offers in order to have a fruitful session. All retrospective stages are:

  1. Gather notes, where each participants is privately adding notes to the retrospective.
  2. Groom notes, where all notes are revealed and the team can edit, group or delete notes and all unknowns are discussed and clarified.
  3. Vote notes, where each participant can vote the notes that finds more important.
  4. Discussion & action items to speak more about each note and conclude to some action items that will help participants move forward as a team.

 

Facilitator actions during the retrospective

The facilitator has some additional actions and role during the retrospective meeting. The action only a facilitator can perform are:

Change stage, to move the retrospective meeting to the next or previous stage. This action is accessible from the header area, where the facilitator can click on the previous and next stages displayed below the centred current stage.  This action will affect all participants, moving the meeting to the selected stage.

Set stage timer, where the facilitator can define a timer for the current stage of the meeting. This option is available on the bottom left corner of the screen, and the facilitator can set a stage timer in minutes to nudge participants in wrapping up their notes.

To manage a running timer, click on it to view the drop up with the options and either reset the time or remove the timer all together.


The timer is just a visual hint for the participants to know of the available time and will not automatically proceed to the next stage. The meeting facilitator will need to make that action.

 

Gather notes stage

This is the starting stage of the retrospective where participants are adding their notes in private, without being shared with the others to avoid biasing. During this step all participants add their notes in the respecting board area.




To add a note in a board area click on the the "+ Add a note" link.


To move a note to a different board area simply drag and drop it.


You can edit a note by hovering on the note and clicking the "Edit" option that appears on the right side of the note. Use this to change board area for a note. Deleting the whole text will remove that note.


When you are done adding your notes you can click the "I'm done" button on the top right corner of your screen. This is the way to notify all participants that you are ready to proceed to the next stage.


Participants that have clicked  "I'm done" at any stage are marked with a green dot under their avatar.

Green dot under avatar, signaling that this participant is done with this step


If you are the facilitator of the retrospective once you hit "I'm done" you will see an new option replacing the "I'm done" button saying "Next stage".


This option can drive the meeting forward to the next stage for all participants. As the facilitator, you can alternatively click on the next stage that is visible on the header, below the current stage.

"Groom notes >" below Gather notes is a link for the facilitator, moving the meeting to the next stage


Groom notes stage

On the grooming stage, all notes are revealed and the team can group or delete duplicate notes as well as discuss and edit the notes that require more clarification.


To group notes simply drag the duplicate/similar note over the note you want to group it by.




Grouping notes is only allowed in grooming notes stage, so if you are on a next stage and want to change notes grouping you need to ask the facilitator to navigate back to Groom notes.



After this step, everyone should have a clear understanding of the board.


Use grooming notes stage to clarify a common understanding across all participants on each note. We strongly suggest that you focus on clarity and avoid debate and discussion over each note before you have voted on the most important items.



Vote notes stage

The main purpose of this step is for participants to vote on the most important notes.


As the facilitator of the meeting, proceeding to Votes stage you will see a popup with some additional options to setup maximum votes per participant and making votes visible while voting, like seen below.


Customization of votes are available only for Standard and Enterprise plans.


Each participant can cast a specific number of votes by clicking on the "+" badge next to each note. On a section right below the header participants can see the number of available votes they can cast.


Participants can cast more than one votes on a single item to stress its importance. The voted notes are marked with a different color so that you can instantly tell your votes. To revoke a vote click again on the voted note.

Section informing about available votes and voted notes for a participant.


In case of grouped notes, team members can only vote the parent note.


In this step you can still add and edit notes as the retrospective discussion moves forward.



Discussion & action items step

This step focuses on exploring actionable items on the voted notes.



The main area changes again to hold the list of all your notes sorted by votes in one side and an Action items list where you can add your action items and review any action items that are not complete from your previous retrospective meetings.


We are suggesting reviewing and completing any previously open action items before adding any new. Participants will feel positive about work and actions they already done before committing to new action items.


If at any point you want to edit or revisit your notes you need to click the "Return to board" link.


It is recommended to add less than 4 action items, so that participants can focus on taking action and not get intimidated by the number of things that need action.


6. Completing the retrospective

When you are done with your action items each participant can click the "Finish" button to complete the retrospective meeting.


When the meeting finishes, all participants will receive an email containing the decided action items and all the retrospective notes.


7. Restarting the retrospective

In case you are the facilitator and want to restart the meeting you can do so from the options dropdown next to the main action button.




When a retrospective restarts all previous notes are lost!



Additional options

While in retrospective meeting you can also view your team's previous action items, by using the menu or the keyboard shortcut Ctrl + I.


Previous action items will be displayed as an overlay box coming from the right of the screen, containing both open and closed action items.

 

Another available option is to view your private notes and clone them in the retrospective to share with the rest of the team. To view your private notes use the dropdown menu on the top right clicking the "My notes" option or use the keyboard shortcut N.



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