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Facilitating the Retrospective

A TeamHealth Retrospective is a strategic retrospective that aims to help teams reflect on their last quarter or release and improve on the next quarter or release.

Your role in facilitating the Retrospective:

  1. Launch Survey to the Team
  2. Facilitate the Assessment
  3. View and Analyze Results
  4. Growth Items & Growth Plan Creation
  5. Optional: Review the team's Metrics, if applicable
  6. Optional: Show the team members how to create their accounts 

The retrospective is made up of three parts. First, stakeholders and team members take the survey, then the team analyzes the results and works together to build an actionable growth plan.

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Launch the Survey to the Team

Review the Retrospective Agenda with the team. If the survey is being taken during the retrospective scheduled time, validate that you have everyone's correct e-mail addresses and then launch the assessment. If the survey is being taken in advance of the session, send it no more than one week in advance to Team Members. You should always send the Stakeholder survey to Stakeholders one to two weeks in advance of the retrospective session so you have those results during the retrospective.

Once the assessment has been launched, team members will get an email similar to the below example. Have them click on Take Our Survey to get started.

Important: Since each survey link is unique to the user that receives the email, no one should forward the assessment email they receive. If someone takes the survey in their place, the system will not allow them to take it.

Each team member receives a unique survey link in order to ensure each team member only completes the survey one time. All answers are anonymous and will not be tied back to a team member in any way. We simply track whether each person sent the survey has completed it or not and have functionality in place to allow the survey to be resent, if the email did not come through the first time. 

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Visit the Team Member's guide to Taking the TeamHealth Survey for more information.


Facilitating the Assessment

Remember Your Team Health Intro Talking Points

Also visit the Facilitator Quick Reference Aids for additional helpful tips, sample invitation emails and more. 


Best Practices for Facilitating the Assessment

Be very clear with participants when it’s ok to select N/A

Participants may want to select N/A when they are not doing a practice described in the question; however, push them to score low instead if it is a practice they should be doing

An example of a competency that may actually be N/A would be a Kanban team who only does rapid response work may select N/A for “Long Term Planning” since it doesn’t apply to their type of work

Negative Feedback:

If any of the roles under leadership score low or has negative comments, talk one on one with them during the break and ask if they’d like to discuss with the team during the session or take offline individually, if needed.

“You don’t know what you don’t know”

Encourage teams to think about “how they may not know what they don’t know” and have them score lower by default and only score high if they are “truly high-performing”, especially newer teams in their first year of Agile.

If your team is distributed and the retrospective will be virtual:

Use an online collaboration board (such as IdeaBoardz) for the activity where team members break into small groups and discuss the dimensions

Have each person/group post their observations so they are visible

Use features within the online collaboration board for the dot voting exercise, when possible (for example, IdeaBoardz has a voting feature)

Provide opportunities for everyone’s voice to be heard. If not all of the team members are remote, check in frequently with remote team members to get their input

Conduct a quick retrospective for the meeting at the end to get ideas for improvement and learn what worked well


View and analyze the Results

Once the team has completed the assessment, you’re ready to analyze the results. We recommend you take a few minutes to demonstrate how to read the radar, before having the team break into small teams to review the dimensions. Be sure to review the textual responses and edit any that could tie back to a specific team member to ensure the results stay anonymous.

Each group should review one dimension each. They should:

  • View the detail view, with the dots for responses
  • Zoom in to focus on that one section, making observations on Post-It Notes as they go
  • Be sure to consider related competencies
  • Look for trends and review the textual responses to confirm their thinking
  • Document their strengths, improvement areas and any impediments they see

Gather the groups back together and have each one present their findings by dimension. As a whole group:

  • Review the strengths, improvement areas and impediments found
  • Look for trends
  • Identify the top issues using dot/straw voting
  • Along with the ScrumMaster, help them build a growth plan in AgilityHealth with a few growth items for the team backlog and a few growth items for leadership/organizational backlog

To help you with analysis, review the How do I analyze assessment results article. 


Growth Item and Growth Plan Creation

The key deliverable from the retrospective is the Growth Plan created by the team to act on the areas that will help the team to grow and to ask for help from leaders on issues that are outside of the team’s control. With your assistance, the ScrumMaster will work on capturing the Growth Items for the team during the retrospective and ensure that the plan is of good quality.

Growth Plan Items are added to the backlog and worked by the team or sent up to Leadership to work. Be sure to fill them out as completely as possible.

Visit creating and managing the team growth plan to learn more. 


Metrics - Quantitative

In addition to the team’s responses to the survey (qualitative metrics), the team’s quantitative metrics for the past quarter help to tell the story about the team’s health and performance. These metrics can be entered manually into AgilityHealth or your organization may have an integrated solution to pull the metrics automatically. Either way, if applicable to your company, take the time before the retrospective to make sure the metrics are displaying accurately. Oftentimes, ScrumMasters enter these metrics. Learn how to add/edit team metrics

If the Metrics Summary is populated with data, review this with this team to draw additional conclusions about what is working well for the team and where there are opportunities for growth. Check the “hard” metrics against what the team reflected in their qualitative responses to the survey to generate discussion and develop insights.


Setting up an account in AgilityHealth:

Once a team member has submitted their survey, they may receive an email encouraging them to create their account within AgilityHealth. They will only receive this email if this feature is enabled for your company and the launch option was set to send account setup emails upon survey completion. Visit the Creating Your AgilityHealth Account article for more information.

 

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