Went Well - To Improve - Action Items

Retrospectives are an essential part of any team's project workflow, helping to review past iterations and plan for future improvements. One of the most popular and effective methods for running retrospectives is the "What Went Well" approach. In this guide, we’ll walk through how to use the template, why it’s beneficial, and how to implement it with your team for optimal results.

What is the What Went Well Retrospective?

The What Went Well retrospective is a tool used to reflect on a completed phase or project. During this meeting, the team discusses what went well, what could be improved, and what actions to take moving forward.

For example, if you were a musician, you might use this method after finishing an album or a stadium tour to analyze what worked and what didn’t. In the world of software development, this exercise helps evaluate the implementation of new features or the release of an app.

The main focus of this retrospective is to identify successes ("What went well"), highlight areas for improvement, and plan specific steps for addressing any issues.

Why Use the What Went Well Template?

This template is particularly useful in agile workflows. It brings structure to sprint retrospectives, ensuring the meeting stays organized and productive. The goal of the retrospective is to reflect on the team’s work during the previous sprint and identify actionable steps to improve the next one.

By following a structured format, the template ensures that everyone has a voice, and important points are captured for future reference. This is essential for fostering continuous improvement and maintaining team morale.

How to Use the What Went Well Template

The template consists of three main sections:

1. Went Well

2. To Improve

3. Action Items

1. Went Well

In this column, the team lists everything that went well during the project or sprint. This can range from good design decisions to timely task completion. It's important to get input from all team members, as their perspectives may differ. For example, one person might be pleased with the UX, while another sees room for improvement.

Each comment is recorded as a card, and team members can add their thoughts and feedback. Cards can be moved between columns, providing flexibility during discussions.

2. To Improve

The second column is where the team highlights areas that need improvement. Instead of focusing on what went wrong, framing it as "what can be improved" encourages a constructive and positive conversation.

This approach helps the team address challenges in a collaborative way, reducing negativity and focusing on solutions. For instance, if someone felt the project timeline was too tight, this is where that concern can be addressed and discussed for future adjustments.

3. Action Items

This column is dedicated to actionable steps the team will take in upcoming sprints. These actions should be based on the feedback provided in the previous two columns. For example, if the team found the previous sprint’s timeline to be effective, continuing with the same timeline might be a future action item. On the other hand, if there were issues with quality control, the action might be to enhance testing procedures.

Sometimes, the team will come up with more action items than can realistically be completed in the next sprint, and that’s okay. The key is to prioritize and focus on the most important tasks, leaving others for later.

How to Run a Retrospective Using the What Went Well Template

Now that you understand how the template works, let’s talk about how to effectively run a retrospective meeting with it. Here’s a step-by-step guide to ensure your retrospective is productive and results-oriented.

1. Prepare for the Meeting

Before starting the retrospective, it’s important to be well-prepared. Although the template is simple, unpreparedness can lead to an unproductive session. Some team members might be hesitant to speak, while others might veer off-topic. To avoid this, consider the following:

• Who will be participating?

• What topics are appropriate to discuss?

• Do you need to adjust the template to fit your team’s specific needs?

2. Set the Tone

At the beginning of the meeting, establish the tone for the session. Clarify the purpose, goals, and rules of the retrospective. Most importantly, ensure that the discussion remains constructive and focused on improvement.

If the previous sprint was challenging, with missed deadlines or difficult tasks, this phase is particularly crucial. The goal is to create a positive environment for learning and growth, not for blame or criticism.

3. Discuss What Went Well

Start by asking each team member to share their thoughts on what went well during the project or sprint. As each point is mentioned, add it to the "Went Well" column in the template. Use the voting and comment features to highlight important achievements. For example, if several team members mention that the design choices were successful, that card can be prioritized by adding "thumbs up" or comments.

4. Discuss What Can Be Improved

Next, move on to the "To Improve" column. Keep the discussion constructive and solution-focused. Some team members may feel uncomfortable discussing mistakes or challenges, so it's important to create a safe space for open dialogue.

Use the comment and voting features here as well to organize and prioritize the issues raised. Cards can be sorted by importance to guide future decisions.

5. Define Action Items

Finally, move on to the "Action Items" column. This is where the team decides on specific actions to take in the next sprint based on the previous discussions. If you’ve been using voting and commenting throughout the retrospective, prioritizing these action items should be relatively easy.

Make sure that the action items are realistic and achievable within the next sprint. Avoid overloading the team with too many tasks—focus on the most impactful actions.

Start Using the What Went Well Template Today

By using this template, you can ensure that your retrospectives are well-structured, productive, and focused on continuous improvement. With clear action items and a positive approach to problem-solving, your team will be able to build on past successes and address challenges with confidence.