For most companies, regular weekly or monthly team meetings have long been standard. The aim of these regular meetings is to bring each other up to date and discuss difficulties together. Solutions to problems are worked out so that at the end of each meeting everyone is ideally informed about current developments in the company or in the respective specialist area.
We also hold regular team meetings in my start-up. However, for a long time we lacked a concrete framework (an agenda or template) to organize these meetings effectively and structure them. The result was a rather intuitive approach in which we gave some topics too much space, while other important points received little attention.
However, these challenges fundamentally changed when I discovered the Retro Method –, an approach successfully used by leading companies such as Spotify and other big tech firms. This method has long since become the standard in many top companies and combined with an online tool that supports the entire meeting process, it enabled me to significantly reduce the duration of weekly team meetings, while at the same time we achieved more than ever before.
In this article, I would like to introduce this method and guide you through the process of a meeting so that you can apply the concept directly in your team.
Jour Fixe: More effective team meetings thanks to Retro Agenda
Step #1 – Good planning is half the battle:
One of the main problems with our initial team meetings was the lack of preparation. However, effective preparation does not necessarily mean spending hours planning an agenda or preparing PowerPoint presentations. With the retro method, it is sufficient for participants to take around 5-10 minutes before the meeting to answer some basic questions. The specific questions may vary, but there are tried and tested question catalogs for a variety of topics. In the retro scene, these are known as retro templates:
Once these questions have been answered, a solid basis for the team meeting has been created. With a tool like Echometer, you can simply select one of over 50 question templates and send it to all team members by email one day before the meeting. This way, everyone can answer the questions at a time that suits them.
Jour Fixe: More effective team meetings thanks to Retro Agenda
Step #2 – A short and effective introduction:
As soon as all team members have answered the preparatory questions, the actual team meeting can begin. To involve all participants and encourage engagement during the meeting, it is advisable to use the first 5 minutes for an introductory question. This question does not necessarily have to be relevant in terms of content; rather, the aim is for each participant to become active and contribute something. This promotes an open and participatory atmosphere right from the start.
Here is an example of such an entry:
Jour Fixe: More effective team meetings thanks to Retro Agenda
Step #3 – Put everyone in the picture:
After a successful start, we turn our attention to the answers to the prepared questions. There are two options here: Either each team member presents their own answers and adds a short comment, or the moderator presents all the answers if anonymity is desired. This approach can be particularly helpful when dealing with sensitive topics where team members may be reluctant to speak openly.
The so-called "action items" from the previous week are then discussed. "Action items are specific tasks that the team members have committed to in the previous meeting. For example, an action item could be "revise the homepage". This involves checking whether the action items have been successfully completed. If a task has not been completed, the reason for this is analyzed in order to decide whether the task should be continued or discarded. For example, if the revision of the homepage was not possible due to the vacation of the person with access rights, this task is continued. However, if it is determined that a revision of the homepage is not necessary, the action item can be discarded.
It is important not to burden yourself with too many tasks, but rather to define central and actionable action items. Reviewing these items provides an excellent opportunity to learn whether and how the set goals can be achieved and what could be improved in the future.
Jour Fixe: More effective team meetings thanks to Retro Agenda
Step #4 – Prioritize, analyze and act:
In my opinion, this step is the heart of our team meeting. Here, each team member is given the opportunity to vote to decide which answers and topics should be discussed more intensively by the whole team. Everyone gets a certain number of votes that they can assign to the various answers.
This method prevents uncontrolled discussions from developing. Instead, we focus on the topics that are considered particularly relevant by the entire team.
In the past, our team tended to talk about various topics at random, which often made our meetings less effective. Since the introduction of the retro method, this has changed fundamentally: Our discussions are now more structured and focused – a real gamechanger! Meetings now only take half as long, but are at least twice as effective.
Once the most important points have been prioritized, the joint discussion and analysis in the team begins. We brainstorm solutions for the identified problems and develop effective approaches.
We then derive specific action steps from these solution approaches – our so-called "action items".
This simple but effective process enables us to address the most important issues in the meeting and develop viable solutions for the future.
Jour Fixe: More effective team meetings thanks to Retro Agenda
Step #5 – The crowning glory:
At the end of the meeting, we conduct a short survey in which each team member can rate on a scale of 1 to 10 how effective and worthwhile the time invested in the meeting was.
This phase provides an opportunity to briefly discuss the evaluations given and gain valuable insights for future meetings. The aim is to continuously improve our team meetings and make them more effective.
Following this scheme shows how smooth and instructive the process can be. The retro method is more than just a tool for effective team meetings; it is a means of continuously learning, constantly developing as a team and growing together.
Jour Fixe: More effective team meetings thanks to Retro Agenda
Conclusion – The best way to hold a team meeting:
The introduction of the retro method in our start-up has fundamentally revolutionized our team meetings. With systematic structuring and a focus on the really important topics, we have dramatically improved the productivity and effectiveness of our meetings.
If you want to get the most out of your team meetings, I recommend you try this method. The most efficient way to do this is with a specialized tool like Echometer. With its help, you can easily track the perfect flow of your meetings and only have to invest 1-2 minutes in preparation. This tool guides you through the entire process and allows you to concentrate fully on the content and the active participation of your team.
