User Guide & How To

To understand what you can achieve with Echometer, we recommend that you take a quick look at Christian's video - it's worth it!

Step 1: Create a team

In the first step, give your team a team name. Next, add the email addresses of your team members. With this, you can then choose a team template. The team templates are based on the maturity level or goals of the team. This selection determines what pre-selected questions fit your chosen topic, and will be saved in the item pool, helping your teams reflect on behaviors in a targeted manner and to make needs for action clearer.

You can find all information about the team and content in the item pool customized according to your ideas.

Our recommendation: familiarize yourself with the functions, and start with a demo team first. You can archive the demo team later in the team settings.

This video summarizes the main steps in 3 minutes!

  1. To create a new team, just click in the left column under the tab "My Teams" on "+ new teams ."
  2. Next, give your team a name. For example, the name of the department that want to run these retros together.
  3. Now you add all the team members to your new team. This can be done by entering their email addresses. If you want to add more members later, you can do so in the settings.
  4. Now you can add a team description. This is done with templates that are tailored to various aspects. You can select any number of templates – or complete the team description at a later point in time.
  5. Finally, you can select the planned interval that your team plans to have retrospectives. The interval ensures that you, as the moderator, always receives an email reminder when it is time to send out a survey for the next retro.

Echometer is currently available in English 🇬🇧 and German🇩🇪

No 😉. Echometer is a browser-based tool. All you need is a PC, tablet or mobile phone with a working internet connection. We recommend using Google Chrome.

You can get there through our homepage, or alternatively, through the link https://my.echometerapp.com/ to get to our app.

The only requirement for using Echometer is a modern browser.

We recommend using the latest versions of, for example, Google Chrome, Opera, Mozilla Firefox, Microsoft Edge or Safari. We explicitly do not support Internet Explorer, which has been phased out by Microsoft.

The action items can be imported to Jira. The import can be set up by workspace admins through “Workspace management → Integrations” on the app.

Step 2: Start retro

Echometer sends a little survey to the team before the retro. This way, each team member has the opportunity to think in advance about the topics that they would like on the agenda.

Your team members will receive the survey via email. On the team page, you can see how much feedback you have already received, at any time.

Join the Retro Online

Once you have received feedback from everyone, you can start the retro. In this step as well, all team members will automatically receive an email with a link to join. Team members do not have to register to join, however, you can set a password after the retro to access the team page.

When everyone is present, feedback from the survey can be discussed, and new plans for improvement can be made.

Subsequently, you get an overview of the results of your retrospectives, alongside former ones.

This video summarizes the main steps in 4 minutes!

Lovely to hear that you want to plan your first retro!

  1. To plan a retro, the best thing to do is to look at all the items in the item pool . You can find the item pool when you select the team concerned, and then select the tab labeled "Item pool" that subsequently opens.

    For a better overview, the items are in the item pool are classified into different categories . The brackets behind the category show how many items are in this category and how many of them are currently selected. Items are already preselected based on your template selection when the team was created.

    If you scroll down to the bottom, you can see how many items are selected in total and are in the current rotation. In rotation means that not all 12 items are queried in every retro, but 3 items per retro rotate automatically in your survey.

    Was the item you wanted not there? That's not a problem! You can find the button "create your own question"at the bottom. You can suggest your own items using this. These are then checked and then entered into the tool. Give us 24 hours to put the item in – we'll usually be done before then.

  2. Back on the team's homepage under the “Next Retro” tab, the next step is to select a retro theme . In the overview, you can always see how many open questions from the theme are integrated into the retro.

    If you have decided on a retro theme, after clicking on "Next," you will see all selected items and open questions in the overview. Here, too, you have the option of changing individual items and questions, or to create or your own "open questions."

    In the item overview, items are distinguished between Team items and Echo items. A Team item is only evaluated within a team. Echo items are items that are queried company-wide to provide an all-emcompassing picture.

    Echo items can be found and changed in "Workspace Management" under the tab "Echo Item Pool". At the bottom of the page, as with the team items, you can see how many items have been selected, and in when the specific echo items were queried. This of course depends on your personal rhythm in which you conduct retros.

  3. In the next step, invitations are sent out to all team members. You can deselect team members here if not everyone is participating. In this step, you also have the option of displaying a survey preview.

  4. After you send out the invitations, sent it's now the team members' turns. They now have to answer the survey. The team members are allowed to revisit and change their answers after submitting. The moderator has an overview of how much feedback has already been received. Before the actual retro starts, the moderator has an opportunity to view all of the results. (Note: At this point, no further responses can be accepted!)

The preparation time depends on how much you want to customize your retro. Echometer offers a pre-selection of templates that can help you in preparation. In our experience, depending on the duration of the retros, preparation requires 5-10 minutesif you are familiar with the tool. 
We recommend that you take around 30 minutes to prepare your first retro. To take time so that you can familiarize yourself with the system.

Note: Once you have started a retro, no further feedback can be received from a survey. Make sure all feedback has been received for the retro you are about to do.

  1. In order to start the retro, you should find the team you want to do the retro with, under "My teams." The “Start Retro” button is located under the “Next Retro” tab. Now all you have to do is press "Let's go," and you can start!

  2. "Welcome to the retro"- You are now on the starting screen of the retro. There are various things that you can already see and adjust here.

    Everyone on board? The white field shows you how many of your team members have already arrived at the retro. On the bar on the right side, if you mouse over the green circle with the letter, you can see who exactly is already online. When all team members are online, the retro can be started with the button "To check-in."

    Time management - At the top right, you will find the current time displayed. You also have the option of a timer to keep a better eye on the time. To do this, simply click on the symbol with the alarm clock, and select a desired time. The time can, of course, be stopped at any time.

    Fast reactions - In order to ensure good communication during the retro without interruption other team members, there are some "fast reactions" with which you can indicate that you agree or disagree with the comments of others, move on to the next topic or want to say something yourself.

    Whiteboard - At the bottom right you can see the small whiteboard icon. You can use this to create a whiteboard at any time during the retro, to discuss certain aspects in more detail with the other team members. You can close the whiteboards using the cross at the top of the screen. – it will save it automatically.

    How exactly does the whiteboard work?
    While the whiteboard is open, you can use the sidebar to place stickies in four different colors on the whiteboard. These are only visible to you at first. If you want to share your thoughts with others, you can do this with the eye icon. You can also give your whiteboard a name. You can do this by clicking on the name of the whiteboard.


    Agenda - At the top of the screen you can see the retro agenda. It gives you an overview of which stage you are in right now, and what's coming up next, at all times.

  3. Check in
    What is a check-in? A check-in should serve to break the ice in a group setting. It gives participants the opportunity to communicate with each other, and also to learn more about each other.

    1. The check-in questionthat is displayed in the middle of the whiteboard can be changed using the green rotation button (appears when you mouse over the question).

    2. All participants have the opportunity to use sticky notes to sort out their own thoughts, or to share them with others. There is also the option of putting on a sticky for all participants at the same time. You can also set this mousing over the check-in field and clicking on the symbol with the photo.

    3. The whiteboard is saved automatically and can be called up again at any time using the whiteboard symbol at the bottom right, or after the retro.

    4. Once the check-in has been completed, you can click the “Next” button to go to the next item on the agenda

  4. Collect information – in the next step, the feedback that has been collected in advance is displayed. First the results of the open questions, and then the results of the scaled questions are displayed.

    1. Open questions - An example of an open question could be: "What 3 things have gone particularly well lately?"

      Further feedback can be given during the retro. As a team member, you can enter this by yourself in the space provided, and then share it with the other retro participants.

      Submitted answers can be grouped by dragging and dropping, and the groups can be labeled in order to make the whole thing as clear as possible.

    2. Scaling questions - The results of the scaling questions are displayed over time. The results of the current survey are shown in green, the results of the last retrospectives are highlighted in gray.

      Comments can also be added here, which can still be viewed after the retro.

  5. Action item review
    In the action item review, all action items that were set or continued in the last retrospective are discussed. You can decide whether an action item has been completed, whether it should be retained or whether it should be deleted.
    Once this step has been completed, you get to plan your new action items.

  6. Analysis and action items

    1. All the answers from the retro are displayed here in an overview.

    2. In the first step, the moderator can activate live voting. They can determine how many votes per person can be cast. Live voting serves the purpose of prioritizing all the answers given, and making it easier to derive action items.

      The moderator has an overview of how many votes have already been cast – not all votes have to be cast to end the voting process.

      When live voting is over, all responses are sorted according to the number of votes and it is easy to see which topics are considered important by the retro participants.

    3. If needed for further discussion , you can create a whiteboard for every answer.

    4. Now that the new action items can be created. You can do this using the button "create action item." If the button is not visible, you can expand the button using the double arrow at the top right of the screen.

      You also have the opportunity to create action items when you are in a discussion on a whiteboard.

      What do I enter in the fields for creating action items?
      Title: Define the onboarding process
      Details: Improve onboarding
      Responsible: Mrs. Schneider

  7. Check out
    The check-out gives each participant the chance to briefly reflect and evaluate the retro.

    1. The check-out question is displayed in the box. You have the option of changing it in the retro using the green rotation arrow button.

Now you can finish the retro. After the end of the retro, all retro participants will receive an email with the results from the retro. If a person has been assigned an action item, they will also receive an email notification about that.

Step 3: Set up the Culture Barometer

On the dashboard you can see the results of the "Echo Items" (formerly "Orga Items") of all teams within your workspace.

To fill the dashboard, you have to define your Echo Items in the first step. To do this, navigate to the "Echo-Itempool" under "Workplace Administration.

With the check box, you can select the Echo Items that best match the objectives in your organization. The rest is done by Echometer: in all team surveys, up to 2 of the Echo Items are now recorded continuously, and will automatically appear on the dashboard.

This video summarizes the main steps in 2 minutes!

If you want to see your team development, you can select the desired team under "My Teams" and select the tab "Team Page".

At the top, you can choose between “Team Development” and “Next Retro”. Here, you can select "Team development" and see an overview of the last retro and the items that have been requested so far.

The Echo dashboard shows the cross-team development information on completed measures, retros and echo items.

The display of the results over time gives you the opportunity to quickly gather trends and developments.

Workspace administration allows you to change various settings.

  1. Teams – Under the "Teams" tab, all active and archived teams can be viewed and new teams can be created.

  2. Echo item pool – In the echo item pool, you can choose which items should be queried across teams. At the bottom of the page, like with team items, you can also see how many items have been selected, and which period the echo items were all queried. Of course, this depends on the rhythm in which you conduct the retros.

  3. Workspace members - The Workspace members tab provides information on how many workspace members and how many workspace admins there are currently. Additional admins can also be added via this tab.

  4. Integration - The action items from the retro can be imported into Jira. You can do this in the "Integration" tab.

What makes us unique?

Echometer provides everything you need to develop your teams successfully.

Graphic_Agile_HR

Any further questions?

Sorry if we weren't able to help! Check out our FAQs or use our contact form and let us know what we missed out.