{"id":12097,"date":"2014-09-15T08:47:20","date_gmt":"2014-09-15T13:47:20","guid":{"rendered":"https:\/\/blog.planview.com\/?p=12097"},"modified":"2020-02-20T08:50:34","modified_gmt":"2020-02-20T14:50:34","slug":"how-to-run-effective-standups-and-retrospectives","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/","title":{"rendered":"How to Run Effective Standups and Retrospectives"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone  wp-image-12098\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/Standup.jpeg\" alt=\"\" width=\"694\" height=\"421\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/Standup.jpeg 640w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/Standup-300x182.jpeg 300w\" sizes=\"auto, (max-width: 694px) 100vw, 694px\" \/><\/p>\n<p><em>Step three of\u00a0<a title=\"Get the Kanban Roadmap\" href=\"https:\/\/info.planview.com\/kanban-roadmap-_ebook_lad_en_reg.html\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">The Kanban Roadmap: How to Get Started in 5 Steps<\/a><\/em><\/p>\n<p>As a systems-thinking methodology, Kanban calls for team members to take collective responsibility for team priorities. Rich conversations about the work are a must-have. They help the team discover bottlenecks, resolve issues, focus on flow, and continuously improve their process. To facilitate these discussions, teams often adopt standups and retrospectives.<\/p>\n<ul>\n<li><strong>Standups<\/strong>\u00a0receive their name because teams meet while standing, rather than sitting, when gathered around their Kanban board. Standing encourages brevity and staying on task.<\/li>\n<li><strong>Retrospectives<\/strong>\u00a0are held on a regular basis, whether weekly, bimonthly, or monthly. They give the team a focused opportunity to evaluate the health of the system, make adjustments, and devise experiments.<\/li>\n<\/ul>\n<p>When implemented effectively, standups and retrospectives are powerful tools for teams that seek transparency and\u00a0<a title=\"How Kanban Supports High-Value Team Collaboration\" href=https:\/\/www.planview.com\/resources\/guide\/kanban-project-management-virtual-teams\/kanban-principles-virtual-teams\/ target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">open collaboration<\/a>. Without targeted discussion, however, standups can morph into what\u2019s-on-my-schedule recitations, and retrospectives can turn into personnel critiques. The next two activities will help keep your team focused on the work and the process, while laying the groundwork for a team culture of continuous improvement.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/#Focus_on_Flow_During_Your_Kanban_Standup\" >Focus on Flow During Your Kanban Standup<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/#Analyze_Work_During_Your_Kanban_Retrospective\" >Analyze Work During Your Kanban Retrospective<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/#The_Bottom_Line\" >The Bottom Line<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Focus_on_Flow_During_Your_Kanban_Standup\"><\/span>Focus on Flow During Your Kanban Standup<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For optimal efficiency, team members should update the status of their work items prior to standup, so everyone sees a current picture of the work in process.<\/p>\n<p>Each day, a different team member leads the discussion. The leader begins by \u201cwalking the board\u201d from right to left \u2014 to focus first on work items that are closest to completion \u2014 and asks of those cards, \u201cWhat do we need to do to advance this piece of work?\u201d<\/p>\n<p>Always favor finishing something over starting something new. When the team views the entire system as belonging to them, then the most important outcome is for the team\/system to get something all the way to \u201cdone.\u201d So when the leader asks, \u201cWhat do we need to do to complete this piece of work?\u201d, and a person assigned to the work answers, \u201cI just need a little help today to push it over the line,\u201d a team that\u2019s working as one system won\u2019t be short of volunteers.<\/p>\n<p>After walking the board, ask the team:<\/p>\n<p><strong>Q: \u201cIs anyone working on anything that\u2019s not on the board?\u201d<br \/>\n<\/strong>A: If no, continue to the next question. If yes, pause to let team members add work items.<\/p>\n<p><em>Why: To gain the truest possible understanding of the team\u2019s workload.<\/em><\/p>\n<p><strong>Q: \u201cWhat are we looking to finish, as a team?\u201d<\/strong><br \/>\nA: Look at business value, encroaching deadlines or your team\u2019s chosen unit of value to reprioritize or reassign work, as needed.<\/p>\n<p><em>Why: To reinforce that all work is the team\u2019s work and to help move prioritized work over the goalline first.<\/em><\/p>\n<p><strong>Q: \u201cCan we spot any bottlenecks or other impediments to the flow of work?\u201d<br \/>\n<\/strong>A: Look for queues of work, loaded lanes or other indicators of risks and issues.<\/p>\n<p><em>Why: To observe both the upstream and downstream ramifications of stalled flow and to figure out how to get work flowing again.<\/em><\/p>\n<p>Whether or not you\u2019re\u00a0new to\u00a0standups, it\u2019s likely that you\u2019ll notice discrepancies in the granularity of work items (particularly within the first month of asking these questions). Continue to divide work into smaller tasks and subtasks, as necessary. Look to have your cards represent not only the units of value that your team is expected to deliver but also your capacity to deliver them.<\/p>\n<p>The finest of fine-grained tasks may not need to be separate cards on the board. If you use physical Kanban boards, you can attach them to the main card as to-do lists or subtasks; or, if you\u2019re using Planview AgilePlace, you can use\u00a0<a title=\"What You Need to Know About Taskboards vs. Drill-Through Boards\" href=https:\/\/success.planview.com\/Planview_LeanKit\/Boards target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">taskboards<\/a>. Work items should be small enough to move across the board at a relatively uniform pace.<\/p>\n<p>Finally, evaluate\u00a0the\u00a0physical environment of your\u00a0standup and its potential\u00a0challenges. For example, if the entire team is so crowded around a laptop that everyone\u00a0can\u2019t see the board, you may\u00a0want to consider one of\u00a0these\u00a0<a title=\"5 Ways to Improve your Planview AgilePlace Standups\" href=\"\/how-to-run-effective-standups-and-retrospectives\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">five recommended hardware configurations<\/a>\u00a0to improve visibility and transparency.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Analyze_Work_During_Your_Kanban_Retrospective\"><\/span>Analyze Work During Your Kanban Retrospective<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>At the end of every week, gather around the board to evaluate your Kanban system. Observe the flow of work and add a new question each week.<\/p>\n<p><strong>By week four, you\u2019ll be asking four questions.<\/strong><\/p>\n<p><strong>WEEK 1Q: Is there any hidden work in process (WIP) that we haven\u2019t gotten onto the board yet?<br \/>\n<\/strong>A: Searching for hidden WIP will be an ongoing theme for your first few weeks. It\u2019s not always evident and can take time to reveal itself. As you find it, add it to the board. (Stop here if in week one; otherwise, continue.)<\/p>\n<p><strong>WEEK 2Q: Can we identify any impediments to the flow of work?<br \/>\n<\/strong>A: Look at where work is piling up on the board, where work is getting blocked, or parts of the workflow that may be \u201cstarved\u201d for something to work on. Discuss ways in which the process or the team\u2019s policies could be modified to remove impediments to flow. Even after you finish these exercises, ask this question during every retrospective. (Stop here if in week two; otherwise, continue.)<\/p>\n<p><strong>WEEK 3Q: Are we tracking things at the right level of granularity?<\/strong><br \/>\nA: If some of the work items are so big that they\u2019ll take months to move across the board, break them down into cards you can complete in a few days or weeks. If your board is littered with very small tasks, consider using task lists associated with the card instead of a card for every small task that must be done in a day. (Stop here if in week three; otherwise, continue.)<\/p>\n<p><strong>WEEK 4Q: A queue or buffer happens when work is in a holding pattern before it goes to the next step. Are there queues or buffers in your workflow that aren\u2019t represented on the board?<br \/>\n<\/strong>A: If yes, add lanes into your process to represent these queues. Managing the size of queues in your kanban system is a key success factor to improving the flow of work. Identifying queues will be an ongoing activity, even after you\u2019ve completed the exercises in this guide.<\/p>\n<p>Pay special attention to the start and end states. Where does the work for this team originate? What is the source of demand?<\/p>\n<p>If you find that you have two teams working towards separate goals, and those teams\u2019 work rarely intersects, you may have more than one process. Try to reserve one board for each process or\u00a0<a title=\"How to Modify Your Board Layout\" href=\"\/how-to-modify-your-board-layout\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">add a swimlane<\/a>\u00a0to the team board to show there are parallel processes at work.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_Bottom_Line\"><\/span>The Bottom Line<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Kanban is about seeing your work as a system, rather than a collection of individual tasks. Effective standups and retrospectives empower team members and managers alike to observe flow, resolve issues, and run experiments, helping everyone stay more engaged and support a culture of continuous improvement.<strong><a href=https:\/\/info.planview.com\/kanban-roadmap-_ebook_lad_en_reg.html data-ol-has-click-handler=\"\"><br \/>\n<\/a><\/strong><\/p>\n<p><strong>Looking for more ways to engage your team in Kanban essentials?<\/strong><a title=\"Get the Kanban Roadmap\" href=\"https:\/\/info.planview.com\/kanban-roadmap-_ebook_lad_en_reg.html\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">The Kanban Roadmap: How to Get Started in 5 Steps<\/a>\u00a0includes real-world scenarios and team-based activities (including the one in this blog post) to help your team achieve a sustainable Kanban system.\u00a0<a title=\"Get the Kanban Roadmap\" href=\"https:\/\/info.planview.com\/kanban-roadmap-_ebook_lad_en_reg.html\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">Get the eBook<\/a>\u00a0for your team today.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Step three of\u00a0The Kanban Roadmap: How to Get Started in 5 Steps As a systems-thinking methodology, Kanban calls for team members to take collective responsibility for team priorities. Rich conversations about the work are a must-have. They help the team discover bottlenecks, resolve issues, focus on flow, and continuously improve their process. To facilitate these&#8230;<\/p>\n","protected":false},"author":148,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[38],"tags":[511],"class_list":["post-12097","post","type-post","status-publish","format-standard","hentry","category-work-collaboration","tag-leankit"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Run Effective Standups and Retrospectives - Blog | Planview<\/title>\n<meta name=\"description\" content=\"When implemented effectively, standups and retrospectives are powerful tools for teams that seek transparency and\u00a0open collaboration.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Run Effective Standups and Retrospectives\" \/>\n<meta property=\"og:description\" content=\"When implemented effectively, standups and retrospectives are powerful tools for teams that seek transparency and\u00a0open collaboration.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\" \/>\n<meta property=\"og:site_name\" content=\"Planview Blog\" \/>\n<meta property=\"article:publisher\" content=\"http:\/\/www.facebook.com\/pages\/Planview-Inc\/89422974772\" \/>\n<meta property=\"article:published_time\" content=\"2014-09-15T13:47:20+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-02-20T14:50:34+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/Standup.jpeg\" \/>\n<meta name=\"author\" content=\"Chris Hefley\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@Planview\" \/>\n<meta name=\"twitter:site\" content=\"@Planview\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Chris Hefley\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\"},\"author\":{\"name\":\"Chris Hefley\",\"@id\":\"https:\/\/blog.planview.com\/#\/schema\/person\/b8967ef7a1e8bd33c3e848089e0382e0\"},\"headline\":\"How to Run Effective Standups and Retrospectives\",\"datePublished\":\"2014-09-15T13:47:20+00:00\",\"dateModified\":\"2020-02-20T14:50:34+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\"},\"wordCount\":1215,\"publisher\":{\"@id\":\"https:\/\/blog.planview.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/Standup.jpeg\",\"keywords\":[\"LeanKit\"],\"articleSection\":[\"Work Management for Teams\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\",\"url\":\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\",\"name\":\"How to Run Effective Standups and Retrospectives - 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