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Session Purpose and Outcomes

Agenda

Preparation

1. Send an invite with a clear purpose, deliverables, and agenda. Include all team members on the invite. Managers/Leaders may be included on the invite but make sure they are aware that this meeting is for the team, and they will be debriefed afterward.
2. Set up the team and stakeholders in AgilityHealth® or review and update the existing team and stakeholders. Work with the Scrum Master to accomplish this task.
   1. Follow this tutorial on creating Teams.
3. Set up the assessment
   1. Follow this tutorial to learn how to create and launch an assessment.
   2. Send the assessment to stakeholders in advance so that they have time to respond prior to the retrospective.
4. Educate the team
   
   1. Provide the Overview for Teams presentation if the team is not familiar with AgilityHealth®.
5. Prepare for the facilitation
   1. Review the questions for the radar: TeamHealth 3.0 Radar or TeamHealth 4.0 Radar
   2. If you are not familiar with the team, meet with the Scrum Master and/or Product Owner to get some background information prior to the session.

   3. The TeamHealth® 4.0 Radar can be taken by any team but this assessment will only show the quantitative metrics questions to teams with certain work types. Most teams need a Scrum Master and/or Product Owner role assigned to receive the quantitative questions. If the team has an integration with Jira set up, some of these questions can be auto-populated with an answer for them - details can be read here. Teams with the Business Operations work type also have quantitative questions that all team members will answer. 

      The TeamHealth® 3.0 Radar is available for all teams. Teams tagged with the work type of Service and Support or Software Delivery (generally IT teams), the Scrum Master and/or the Product Owner will need to answer quantitative questions. If the team has an integration with Jira set up, some of these questions can be auto-populated with an answer for them - details can be read here. For teams with the Business Operations work type, all team members will receive the quantitative questions.

      Any team member who will be answering the metrics questions should come prepared to the retrospective to answer these questions or gather the data before they take the assessment if taking the assessment in advance of the retrospective session. We suggest the Facilitator or Team Admin send the questions to the person(s) answering the questions in advance.

      You can download these questions here. 

Facilitation Tips

See Facilitator Quick Reference Aids for additional tips on how to facilitate and talking points. For teams that are not co-located, see How do I Facilitate a Virtual Retrospective.

• Complete the Assessment: Once the team is familiar with the assessment questions, you may want to send the assessment in advance (we recommend no more than a week in advance). This keeps the meeting time down to closer to two hours or can free up more time in the retrospective for discussion and developing the growth plan.
• Small-Group Breakout to Review each Dimension: Breaking into small groups increases participation and gets the conversation started. Smaller groups of 2-3 discuss an area of the radar to identify the top gaps they see and report back to the larger group. If you have a small group, have the pairs take more than one dimension to review. If the feature is turned on to lock assessment results until they are manually shared by the Facilitator in the Retrospective, make sure to share the assessment results so the team can review them. 
• Group Discussion and Analysis: Have each small group report back their observations on the dimensions they reviewed. Review the comments for each dimension, as well. Support the group in identifying any patterns, themes and relationships as they discuss and analyze the radar. See the How do I analyze team radar results article for guidance.
• Identify Top Gaps: Gather the list of opportunities from the analysis using Idea Board and vote to select the few top items the group wants to focus on.
• Write 2-3 Growth Items for the Top Gaps: Form small groups to work on stories for the top 2-3 items and then present them to the rest of the group for feedback. Make sure the team has at least one organizational growth item and one team growth item.
• Next Steps: Facilitate a discussion with the team to determine how they will work together to keep their growth plan visible and incorporate the growth backlog items into their sprints. If any growth items are not complete (story needs improvement, acceptance criteria are missing, etc.), document who will take the next step to complete them, and by when.
• Session Retrospective: Gather feedback from the team on what went well, what could be better, and any ideas that they have so that you can continue to improve as a facilitator and the team can reflect on how they want future sessions to go.

Virtual or Physical Room Setup

Virtual Meeting Setup:

• Select your video & meeting platform (Zoom, MS Teams, WebEx ..etc)
• Utilize Idea Board or set up collaboration tools for brainstorming and Q&A
• Plan ahead for breakout rooms if you will have them
• Ensure all participants have been set up in AgilityHealth correctly so they can access the platform to review results and build growth plans.
• Test access to the tools above with an internal customer and other attendees ahead of time to avoid technical challenges during the session.

Physical Room Setup:

• Small tables for group discussion and collaboration
• Projector, screen and laptop/PC (to display assessment results during group discussion)
• Supplies needed:
  • Sticky note pads, sharpie markers, flip chart marker
  • Post It flip chart pads and easels for each table