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How do you foster a culture of continuous learning and improvement through retrospective sessions?

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Retrospective sessions are a valuable tool for teams to reflect on their performance, identify strengths and weaknesses, and plan actions for improvement. However, to foster a culture of continuous learning and improvement, you need to facilitate these sessions effectively and consistently. In this article, you will learn some tips and best practices for facilitating retrospective sessions that can help your team grow and evolve.

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1 Define the purpose and scope

The first step to facilitate a retrospective session is to define the purpose and scope of the session. What are the goals and objectives of the session? What time period or project are you reviewing? Who are the participants and stakeholders? How much time do you have? These questions can help you clarify the expectations and boundaries of the session and communicate them to the team.

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James Jorasch

Founder Model Meetings // Science House // 780 Patents
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Having worked with a lot of large IT organizations, I am always impressed with teams that are able to run good retrospective sessions. It isn't easy to facilitate such sessions as they can sometimes drift into a complaint session. In Agile teams, retrospectives can also take many different forms – though the objective is to become a better performing and more efficient team, thinking of smarter ways to do the work. To me, the most important step is to define what the retrospective will address. Is it about sharing coding tips? Does it focus on reducing bugs? Could it apply to decreasing time spent on administrative tasks? Might it address corporate culture issues? Once the scope is set, keep that focus and drive forward!

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2 Choose a format and method

The next step is to choose a format and method for the session. There are many different ways to structure and conduct a retrospective session, depending on the context, the culture, and the preferences of the team. Some common formats are: the four Ls (liked, learned, lacked, longed for), the starfish (start, stop, continue, more, less), the sailboat (wind, anchor, rocks, island), or the timeline (events, emotions, insights). You can also use online tools or apps to facilitate the session remotely or asynchronously. The key is to choose a format and method that suits your purpose and scope and engages the team.

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Stefan Amport

Erfüllende Arbeit. - Deine Werte, deine St?rken, dein Erfolg. | Business Coach ICF/SCA
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Die Reflexion über die eigene Zusammenarbeit erachte ich als einer der Schlüsselfaktoren für gelungene Meetings. Dabei asynchrone Tools wie Umfragen, Online-Tools oder Chats zu nutzen bietet sich sehr gut an. Aber vor allem auch ist der pers?nliche Austausch im Team extrem wertvoll. Besonders, wenn sich das Team selten über die Meta-Ebene der Zusammenarbeit unterh?lt, ist das pers?nliche Feedback sehr m?chtig.

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3 Create a safe and positive environment

The third step is to create a safe and positive environment for the session. A retrospective session should be a constructive and collaborative space where the team can share their feedback, opinions, and ideas openly and honestly. To create such an environment, you need to establish some ground rules and norms, such as: respect each other, listen actively, focus on facts and behaviors, not personalities, avoid blame and judgment, and appreciate different perspectives. You also need to model these behaviors yourself and encourage participation and interaction.

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Gene Rendino

Professor * Inventor * Mentor * Strategist
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Retrospective sessions (also known as "post mortems" or "after-action reviews") can be valuable — but only if people really participate. And they will only participate fully if they are not fearful of blame, judgment, or finger pointing. So be very clear about the norms in your retrospective sessions, and focus on — openness, honesty, and full transparency; — actions, not people; — what worked well (do more of this!) and what didn't work well (how can we do better?). And then it's critical to follow through, with no recriminations or penalties, as advertised. If the organization learns that retrospective sessions are safe, and they're really used to look forward and improve, you will see great benefits.

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4 Facilitate the discussion and action

The fourth step is to facilitate the discussion and action for the session. As a facilitator, your role is to guide the team through the process of reflecting, analyzing, and learning from their experience. You can use various techniques to facilitate the discussion, such as: asking open-ended and probing questions, summarizing and paraphrasing key points, clarifying and resolving misunderstandings, highlighting patterns and themes, and acknowledging and celebrating successes. You also need to help the team identify and prioritize actionable items for improvement, assign responsibilities and deadlines, and follow up on the progress.

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5 Evaluate and improve the session

The final step is to evaluate and improve the session. A retrospective session is not only an opportunity for the team to learn and improve, but also for you as a facilitator. You can use various methods to evaluate the session, such as: soliciting feedback from the team, reviewing the outcomes and outputs, measuring the impact and value, and reflecting on your own performance. You can then use this information to improve your facilitation skills and techniques, and to adapt and refine the session format and method for future sessions.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you foster a culture of continuous learning and improvement through retrospective sessions?

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1 Define the purpose and scope

2 Choose a format and method

3 Create a safe and positive environment

4 Facilitate the discussion and action

5 Evaluate and improve the session

6 Here’s what else to consider

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