Helpful Guides | Productivity at work

A Guide on Holding the Best Retrospective Meetings

By wizu | 12 August 2021

There comes a time when it’s necessary for your teams to have a real face-to-face meeting. While virtual meetings are great, they still can’t take the place of a real in-person meeting. Now’s the time to get ready and reflect on what has worked for your team during virtual meetings and what hasn’t worked. 

Holding a recap or retrospective meeting is a great way to help your team learn from past failures and successes. These lessons can help improve their communication methods for the next big project. 

In this article, we’ve put together some tips on how to hold the best retrospective meetings possible. Let’s get started! 

What is a Retrospective Meeting? 

A retrospective meeting is all about taking notes on the successes and failures of the past, learning from these, and moving forward in a successful manner. Many companies are starting to use this type of meeting at the end of each of their work cycles. 

The process involves doing a retrospective, or reflection, on the events and work completed during the previous months. When all the issues (successes & failures) are compiled, then it’s time to learn from them. The team is then able to make a collective decision on how to make things better moving forward. 

What Types of Teams Benefit From Retrospective Meetings? 

The good news is that all types of teams can benefit from retrospective meetings. It doesn’t matter what industry or business activity—any team can take advantage.

Some companies, depending on their work cycles, may schedule these meetings every two weeks or once a month. This means the team has a chance to discuss issues on a regular basis while working to overcome issues that came up in the last cycle. This is called collective improvement. 

How Do You Format a Retrospective Meeting? 

The best way to format a retrospective meeting is by asking these three core questions: 

  • What went well? 
  • What didn’t go well? 
  • How and where can we improve next time? 

How Often Should You Hold Retrospective Meetings? 

It really depends on your work cycle. It may work to have these meetings every two weeks or once a month. However, if you have a longer work cycle, then maybe once every two to three months is a better choice for you. 

No matter how often you hold retrospective meetings, you’ll find they are extremely productive and beneficial to your employees and the company. 

What Makes Retrospective Meetings So Beneficial? 

There are several reasons retrospective meetings can be very beneficial, including: 

1). Honest conversations Get Everything Out

In a retrospective meeting, employees are free to share their grievances and to openly speak out about issues they may be having. Nothing is held in reserve, which means better communication, the building of trust, and a better team overall. 

Make sure that the environment is a safe one. You may want to consider hiring an off-site meeting room for this reason. The space is neutral, and everyone will feel more like contributing. 

It’s also beneficial to hire a meeting room that offers all the tech needed for the retrospective meeting. For instance, the team may need to review specific data during the meeting. The most effective way to do this may be through the use of a plasma screen and flip charts, which are included when hiring a meeting room. 

Having a timekeeper also keeps the meeting on track and from going too long. In addition, it’s best to avoid long talks from any one person. This way, everyone will have a turn to speak up. And remember to take a break. 

Here, again, a hired meeting room can offer refreshments and catering services. You’ll have access to unlimited amounts of tea and coffee, and if the meeting is all day, you can arrange for an excellent lunch to be served. 

2). Keep Meetings Short and Frequent

This is another key to having a productive retrospective meeting. Taking frequent opportunities to air grievances and talk through problems can help improve the team and ensure successful projects. 

If a problem does come up, then no one has to wait until the next meeting to speak about it and get it taken care of. 

3). Make Sure Everyone is Heard

Again, this is essential. Everyone at the meeting must be given a chance to speak up. And everyone needs to feel comfortable speaking out and sharing their opinions. 

This is another reason hiring an off-site meeting room can be beneficial. More employees will feel less intimidated to speak up in a neutral space, which the off-site meeting room can provide. 

Qualities to Look for in an Off-Site Meeting Room 

To help you find the best meeting space, we’ve put together some tips on what to look for in an off-site meeting room: 

Look for a centralised location: the best meeting room, which is the most neutral, will be in a location that’s easy to reach for everyone participating in the meeting. Look for a meeting room that’s placed near transport links such as train stations, motorways, and public transportation such as the bus and metro. 

A meeting room environment that matches your company: next, search for a meeting room that offers the right type of ambiance, one that matches your company mission and style. For instance, if your company is more laid-back, then look for a meeting room that’s not too formal. On the other hand, if your company is more on the formal side of things, then choose a meeting room location that reflects this. The goal here is to ensure everyone is comfortable in the meeting room. The décor and lighting can have a huge effect on everyone, so make sure it is similar to what you have at the office. 

Choose a meeting room with all the latest tech: look for a meeting room that offers all the tech needed for the meeting. This may include plasma screens, flip charts, and more. In addition, the room should be fitted out with superfast WiFi (wired & wireless), as well as plenty of power sockets for everyone to charge devices, and more. 

The perks: many meeting rooms these days come with plenty of other perks. You can let the management firm know how to arrange the room. Set up will be completed and ready when you arrive. What’s more, you can request refreshments or ask for a catered meal, too. The best part is that these perks are usually included in the fee you pay for the meeting space. 

Summing It Up

Holding regular retrospective meetings can be a great way to foster team relationships and improve performance. Don’t overlook or fear these meetings. Instead, use them as a way to improve your business overall. 

And if you’re looking for the right meeting space, then contact us at Wizu. We have just the right meeting space for your next retrospective meeting. 

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