Distributed Retrospectives – Interview with Frank

People ask me: “How do you best run a remote retrospective with a distributed team?” and I have no idea. I’ve only ever worked with co-located teams. That’s why I started to ask people who actually run distributed retrospectives. After the initial interview with Christoph, I present to you:

Frank Deberle, Developer/Coordinator, working in Mainz

frank-deberle tl;dr 1) Don’t fret. Remote retrospectives are not as bad as it may seem. Just try to run one and you’ll see. 2) appear.in works well for us

Full Interview What’s the situation?

I’ve been facilitating retrospectives for 2 years now. For the last 6 months these retrospectives have been remote – every 3 weeks, 60-90 minutes. There’s 3 of us in Mainz and 2 in Stuttgart. We all know each other face to face too, which makes it easier to work together remotely. Two of the team member are immigrants, but they both speak German, so the language barrier is low.

We all work for an agency that in turn works in a big project for another company. I coordinate everyone from our side working on that project and I facilitate the retrospectives in that capacity. That is to say, we are probably a special case, because our retrospective is not the whole team working on that project, but only with the people from our agency, working on that project. They are part of two different Scrum teams (both working on the same project). Phew, that was a little complicated.

Anyway, at first we were all together in Mainz but then we started an office in Stuttgart and suddenly we were a distributed team. In the beginning I was convinced that retrospectives couldn’t possibly work if we were not all in the same room. I was kind of waiting / hoping for the perfect solution to come along. But then we realized we needed to do retrospectives again. We tried it and it just worked. There was no need for me to be so worried about it! Of course, it’s different, but at least you get to do a retrospective at all!

Remote retrospectives? At least you get to do a retrospective at all!
– Frank Deberle (@fdeberle)

How is a remote retrospective different from a co-located one?

It’s very hard to feel everyone’s vibe. In a co-located retrospectives it’s much easier to pick up nuances in voice and mimic and thus read the team’s general mood accurately.

Also everything seems to take a little longer than when co-located. Some part of it is the occasional lag or that Mac microphones’ sensitivity settings spontaneously self-lower. The bigger part is that it seems more chewy in general. Because feedback is less direct, people tend to explain in greater detail. And all of that together leads to slightly longer retrospectives.

What’s your setup? 

We use appear.in video chat. It’s super easy to set up. Once you’ve installed a Chrome plugin all you have to do is send around a link, no special code or password required. The quality is well enough, certainly better than Skype. We’ve never tried Hangouts.

Ideally we use 1 laptop in Stuttgart (for 2 people), and 2 laptops in Mainz (1 for the whiteboard, 1 for 3 people).

Sometimes we enhance this setup with our agency’s bluetooth speaker and standing mic. That improves the sound quality, but we only use it, if it’s already set up.

Do you prepare differently for a remote retro than a co-located one?

Not really. That is, I don’t plan differently, but I noticed that in the distributed retrospectives we tend to do fewer activities. I think it’s because of the slower pace and more explicit explanations I mentioned before. 

Any tipps for new facilitators of remote retrospectives?

Just try it out! It’s really not that big a deal! Oh, and vary what you do. Otherwise it’ll get boring soon. Retromat is cool for that! Okay, that last one was more of a general tipp 😉

Thank you very much, Frank!

PS: Interested in retrospectives? Sign up to the Retromat newsletter to get related news and tricks!

Share this article:

Leave a Reply

Your email address will not be published. Required fields are marked *