Retrospective Meetings 101

Have a process to improve? Just complete a project? Run a Retrospective meeting with your team to capture what you've learned

 

TL;DR

Try a Live Demo of our Online Retrospective Meeting

Try a Demo — No Account Necessary

Parabol’s online Retrospective Meetings are like a digitally-coached mini retreat. Our software guides your team to surface your teammates’ recent experiences, group them into themes, and develop an action plan, capture learnings, and make improvements. A meeting summary is generated automatically and all new tasks are captured on the team’s dashboard or processed during your team’s next Action Meeting check-in

Parabol leads your team through 5 simple rounds to ensure that your retrospectives are a transformative and user-friendly experience, whether you’re in the same room or scattered around the globe:

 1. Social Check-in     build awareness of teammates’ personal context
 2. Reflect    share anonymously what did/didn’t work, for you
 3. Group    review Reflections and discover common themes
 4. Vote    select which topics deserve the team’s attention
 5. Discuss    create an action plan for how to improve

 

Everything starts from the Meeting Lobby, and at the end of the process, we send out a Meeting Summary. Let’s get started…

 

Meeting Lobby

Your team’s Meeting Lobby is accessible from any Team Dashboard. Each Meeting Lobby has a unique web link you can drop into a calendar invite or share on your team’s chat platform. It’s a place for the team to gather and appoint a Facilitator before the meeting begins.
Online retrospective meeting lobby

How-To

Parabol Retrospective Meetings are led by a meeting leader, called the Facilitator. Any teammate who clicks "Start Retrospective Meeting" from your team’s meeting Lobby becomes the Facilitator for that session.

Example button graphic for starting a retrospective meeting

Facilitator Tips

  • We recommend not "sharing screen", so that each teammate can remain autonomous and participate in live, multiplayer editing throughout the meeting.
  • Teammate screens stay synced to the Facilitator’s view as you advance through the meeting, keeping everybody focused (literally) on the same page.

Team Tips

  • Try rotating the Facilitator role each meeting. It’s a low-risk way to develop leadership skills among teammates
  • The Facilitator can be changed during a meeting by clicking on any teammate’s avatar in the upper-right corner

 

Social Check-In

We aren’t robots. We bring emotions with us to meetings. The Social Check-In Round helps us understand what state each teammate is in. You might discover that a teammate is distracted by family matters, or that they're overwhelmed by their workload: sharing that context builds rapport and helps the meeting run more smoothly. This is particularly powerful for remote teams who lack opportunities for casual hallway interactions to socialize.
Online retrospective meeting check-in

How-To

As the Facilitator advances the meeting, each teammate is given an opportunity to answer a randomized Social Check-in Question. After each person responds, the Facilitator marks them “Present” or “Absent” and moves to the next teammate until the round is complete.

What it sounds like: If the check-in prompt is, “What has your attention today?” responses might be: “I’ve got a sick kid at home, I might have to stay on Mute”, or “I’m on deadline, I’m really frazzled today”, or “I’m excited for my anniversary dinner plans tonight.”

Facilitator Tips

  • This time is for each individual; it’s not a discussion
  • Discourage crosstalk to keep things moving
  • Encourage folks to share from a personal rather than professional place--you’ll spend the rest of the meeting talking about work.
  • If a discussion breaks out, advance your screen to the next teammate as a visual prompt for the team to keep moving
  • Pro account teams are able to customize their Social Check-In questions

Team Tips

  • Aid your team’s momentum by withholding commentary
  • Give vulnerability to get vulnerability!
  • Read up on how Social Check-In Rounds are used at Medium

 

Reflect

This is each teammate’s opportunity to share their personal high/low moments and observations from the previous period of work. Over the course of the Retrospective Meeting the source of each Reflection card is never revealed, and, during this phase the text itself remains private to encourage full disclosure.
Online retrospective meeting comments

How-To

The Facilitator offers a time limit for writing down Reflections, and all teammates contribute their individual thoughts.

What it sounds like: Silence. This phase is for individual contributions to the board.
 

Facilitator Tips

  • Prompt your team with a time period or specific event to reflect on. For example, “today we’re going to reflect on the previous month of working together.”
  • Each team can choose their preferred order. Some teams prefer to do Negatives first, followed by Positives; other teams prefer free-form reflections across categories.
  • Give your team a reminder when time is about to expire (“we’ve got 1 minute left before we move to the next phase, finish up what you’re writing.”)

Team Tips

  • Go for quantity over refined prose here—you’ll have a chance to discuss and elaborate later in the process
  • A big reflection is often comprised of smaller issues. Making each reflection card as small in scope as possible may make it easier for your teammates to group in the next phase
  • If you have a practice of documenting your work—meeting minutes, personal journal entries, old calendar appointments, etc—these sources are great triggers to recall the arc of your work and feelings over time. We recommend skimming them before or during your Retro

 

Group

The card text from the previous phase are revealed in this phase and the team works together to group them into related themes to surface trends.
Online retrospective meeting multiplayer grouping

How-To

Read each card carefully and drag them into piles to group them into themes. Teammates should work simultaneously to make new groups, like a multiplayer video game. You’ll notice that the software’s AI suggests titles for clustered cards, but you can edit these titles to better describe the trend.

What it sounds like: Creative collaboration. It might sound like, “I’m seeing a lot of reflections talking about our customer experience, shall I group them under ‘onboarding’ or is there a new group that’s needed?” Feel free to discuss among your teammates to generate clarity, within the agreed time limit.

Facilitator Tips

  • This process tends to have a natural arc of activity and closure, but feel free to set a hard time limit as-needed.
  • Actively encourage all teammates to participate and ask clarifying questions

Team Tips

  • Get involved! This process is intended to be real-time, multiplayer, and fun.
  • Call out if you need clarification on a particular card’s content. The author may choose to identify themselves and clarify, or they may choose to remain anonymous
  • If you see a card of your own that has been grouped under a theme that feels “off”, feel free to edit/expand the title to clarify your intent, or re-categorize entirely

 

Vote

Each teammate has 5 total votes, and is able to vote up to 3 times on any single topic grouping. The outcome of this voting phase will prioritize the following Discussion phase.
Online retrospective meeting voting

How-To

Spend your votes on the items that you want to spend time discussing as a group. The items you vote on should be the items that produce the most tension for you.

What it sounds like: Silent. This phase is for individual contributions to the board. Discussion comes next.

Facilitator Tips

  • Voting is usually quick. If it seems like those last few tics are taking some time to roll in, offer a verbal 30-second-to-completion time limit

Team Tips

  • If you’re having trouble deciding how to cast your final votes: throw an extra vote on a topic you’ve already voted for, to give it an extra chance to be discussed. OR,
  • Vote on topics that might have the most impact on the team if they were discussed openly

Discuss

The list of up-voted topics will be revealed in the left navigation, ordered by number of votes received. Your team may choose to spend time discussing all the topics, or only those that generated the most “heat”, or only as many as can be completed in a specific time period. You may also click-and-drag on topics to reorder and discuss them in any sequence you wish.
Online retrospective meeting takeaway tasks

How-To

The Facilitator advances through each topic in turn. The discussion is open, but the Facilitator should encourage the group to ask itself why and get closer to the root cause of the reflection cards. The Facilitator can always ask, “what could we do instead, next time?” to prompt the team to suggest individual tasks.

Facilitator Tips

  • The Facilitator’s role is to move the team from discussion to action. If the team is stuck in prolonged discussion on a particular topic, ask, “What’s our first step?”
  • It can be helpful to time-box discussions. For example, if there are 30 minutes to discuss 5 topics – set a timer to target spending 6 minutes on each
  • Sometimes the first step is, “meeting scheduled with @SoAndSo to discuss how to improve X”

Team Tips

  • If you create tasks with a past tense verb, it’s easier to know when they are done. Consider how clear the completion state of“presentation created” is, vs. “create a presentation”
  • Pull up keyboard shortcuts for formatting task cards any time by pressing "Shift +?"
Press ? for task card formatting tips

Meeting Summary

The closing screen of the Retro Meeting process is a simple Summary of who attended, what was discussed, and the next steps for each teammate.
Online retrospective meeting summary email

How-To

After all agenda items have been processed, the Facilitator will advance to “End Meeting”, which automatically generates the Summary view. This Summary is also automatically emailed to all teammates, including any who were unable to attend. These emails are a simple, informative artifact of a team’s progress, which can be saved or forwarded to any interested stakeholders.

Facilitator Tips

  • Don’t forget to hit “End Meeting”! Teammates will not be able to access the team Dashboard while a meeting is in the active state.

Team Tips

  • Immediately after a Retro Meeting, while team discussion is fresh in your mind, review your new cards, prioritize, and add due dates relative to other work on the board
  • In addition, it’s good practice to quickly review your My Dashboard view, so you can prioritize new tasks relative to your existing workload across all of your teams
  • Retro Meeting summaries are useful references for any team that has a habit (or requirement) of reporting on their team’s progress internally, publicly, or to clients
     

Ready for better teaming? Set up your team now, or sign up for Facilitation or Coaching.

TL;DR

Try a Live Demo of our Online Retrospective Meeting

Try a Demo — No Account Necessary