Activities for Checking up on Action Items

There are a lot suggestions for Retromat that I can’t  include. Sometimes because the strict 5-phases format can’t accommodate them. One example: Anja Schwarzpaul developed the  following activities for “the new Phase 2” that I call “Phase 0” aka “the phase in which you check what happened to last retro’s action items”. So far, there are very few activities for this new phase described out there. That’s why I’m extra excited to have Anja’s permission to share these two with you!

Her reason for coming up with these?

I feel it’s important to analyze successful or completed experiments in at least as much detail as failed or incomplete ones. Success doesn’t just happen. There’s always a reason. Real life success example in my team: The phrasing was clear and concise, leaving little room for misunderstandings and making the item easy to follow.

And here are Anja’s activities in her own words:


Flow Chart

Use a good old fashioned flow chart to dissect a single action item. (Probably scales to 2 or 3 actions). Duration is flexible and largely depends on the number of questions.

Photo courtesy of Anja Schwarzpaul

From a start node, draw an arrow to a decision node labeled “Done?”or “Success?”. Now branch to “yes” and “no” paths along one or more boxes containing questions to be asked. Near the end of the diagram, merge both branches into a final box “Anything else?” and end in a final state.
Follow the path that the team indicates. If the result is ambiguous, use the “no” branch until just before the merge, then the “yes” branch.

You can either display the entire diagram at once or draw it as you go along. I outlined the start and decision nodes with a marker and sketched everything else with a pencil, in real time outlining only the path we used. This allows for adapting the question(s) to the situation.

Possible Questions:

  • Why did / didn’t it work?
  • How did / didn’t it work?
  • What could we have done to make it work?
  • What does it do for us as a team?
  • Is this something we can use / try again…
  • on a regular basis?
  • in a different context?
  • at some point in the future? (for non-continuous activities, e.g. release estimation)

Improve the Improvement

Suitable for 2 or more action items. Duration depends on the number of items and questions.

Write each hypothesis / item / experiment on a large-ish index card or sticky note. Lay them out on the table or stick them to a wall or board. Let the team rank them from most to least successful, top to bottom. Now ask a few strong questions to help the team analyze the outcome of the experiments. The goal is to get some general ideas of why and how experiments work, and put these ideas to use during the “decide what to do” stage, thus improving the improvement.

Possible Questions: What would have had to happen in order to…

  • make the least successful item come out on top?
  • reverse the order?
  • make all items an equal success?
  • move item <no.> move up a spot?

And maybe:

  • Under which circumstances would you not be able to rank the results?
  • How do you feel about the success to priority ratio?

If I ever have more time (fat chance…) I’ll figure out a good UI to include the new phase in Retromat. Until then, thank you Anja for sharing these with us!

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2 Comments Activities for Checking up on Action Items

  1. Rolf F. Katzenberger

    If possible, also consider the solution-focused (SF) format phases popularized by Veronika Kotrba & Ralph Miarka in their SF-coaching book for agile teams. I volunteer to contribute SF-activities to these phases once it is possible 🙂

    Reply
    1. Corinna Baldauf

      There are already a few solution-focused activities in Retromat (e.g. Appreciative Inquiry). Your ideas cannot be massaged to fit?

      (Just to pass the time until there’s a better solution)

      Reply

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