The value of retrospectives comes from having a safe space for productive and insightful dialogue and feedback. It allows room for team members to have a better sense of how the teamwork was experienced by others.
Through discussion in a group setting, teams can understand why things occurred, how to replicate positive outcomes, and lessons learned that can be applied to future teamwork.
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Preparing for This Activity
- Anticipated Duration: 2–3 hours
- Preparation Level: Mid
- Suitable for: In person and remote meetings
- Materials:
- Survey/feedback tool
- Debrief questions
- PowerPoint slides (optional)
Roadmap
Frame the exercise by sharing the definition of a retrospective.
- A retrospective is a way to capture and collect individual experience and allow space to evaluate and identify opportunities, strengths, improvements, and appreciations for future work and engagements.
- By gathering feedback and collectively reviewing it, the team gains shared insight and understanding.
Instructions
There are three stages in the retrospective process:
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1. Collect individual input
As your team prepares to adjourn, consider what reflections and insights you want to invite. What lessons, practices, partnerships can be carried forward into future teamwork? At the same time, think about what is needed to conclude this team’s work effectively and with intention, celebrating accomplishments, acknowledging contributions, and ensuring a smooth transition for any remaining responsibilities.
- Use an anonymous Google Form, survey, or other data collection tool to invite team members to share reflections on their team experience.
- Examples of question to include your retrospective survey:
- What does our team do well?
- What resources, tools, support helped us be successful?
- What challenges have been faced with meeting our goals?
- What resources would you recommend to support success in the future?
- What would improve team collaboration?
- What would improve team communication?
- What is one key lesson you have learned from this team experience that you will apply in future teamwork?
- In what way has your professional development or career growth been supported through your involvement with this team?
- What elements of our work are most important to preserve and archive for future and historical reference?
- What is your greatest appreciation for being a part of this team?
- Send anonymous survey to all team members. Provide a deadline for completion.
2. Identify themes and talking points
- Once all feedback has been submitted, the convener and/or small planning group reviews all anonymous responses.
- Capture in document the common themes and key insights to bring forward for discussion.
- Capture unique responses that would benefit from deeper discussion.
- Consider creating a slide deck or shared document to visibly share data collected, quotes, questions for team discussion.
3. Engage in Retrospective discussion
Reflect on the team’s work, analyze what happened and why, and define actions for concluding well.
Step 1: Check-In
- Begin with a brief check-in using a prompt or
Step 2: Set discussion agreements
- Active listening
- Dialogue, not debate
- Positive reinforcement
- Respect differing perspectives
- Lean into curiosity
- Honor all experiences
Step 3: Share insights
- Present collected feedback or themes as a starting point for discussion (share in advance or during the meeting).
Step 4: Small group discussion (15–20 min)
- Guiding questions:
- What surprised you?
- What perspectives were new?
- What resonated?
- What’s most helpful as we wrap up?
Step 5: Large Group Debrief
- Guiding Questions:
- What key takeaways emerged?
- What positive impacts did our team have?
- How did this experience shape your growth or thinking?
- What actions do we need to adjourn well?
- Why is what we learned meaningful?
Closing Thoughts
Consider the following tips to guide this work.
- End with purpose: Remind the team that this conversation is about learning, closure, and connection. Frame it as an investment in future success.
- Honor the emotion: Adjournment can feel bittersweet. Allow space for gratitude and reflection so people leave feeling closer.
- Capture insights visibly: Use a shared document, whiteboard, or virtual board to record themes.
- Consider integrating a shortened, informal retrospective at the closure of a project, retreat, training as a means to invite learning, appreciation, and connection.