Project Retrospective Dennis Stevenson April 23, 2008

Re`tro*spec&quot;tive, a. [Cf. F. r['e]trospectif.] 1. Looking backward; contemplating things past; -- opposed to prospective; as, a retrospective view. What’s the Point? To do it better next time &quot;retrospective.&quot; Webster's Revised Unabridged Dictionary . MICRA, Inc. 22 Apr. 2008. <Dictionary.com http:// dictionary.reference.com /browse/retrospective >. Looking Contemplating Stuff that has already happened

Re`tro*spec&quot;tive, a. [Cf. F. r['e]trospectif.]

1. Looking backward; contemplating things past; -- opposed to prospective; as, a retrospective view.

What will we achieve today? Identify the major events that led to the outcome Determine root causes for those events Identify monitoring thresholds Develop a shared action plan for the future (a mini-prospective)

Identify the major events that led to the outcome

Determine root causes for those events

Identify monitoring thresholds

Develop a shared action plan for the future (a mini-prospective)

Key Roles Facilitator (Dennis) Keep the meeting on track with the designated processes Prevent dominating/hiding/scape-goating behavior Enforce the Rules of Engagement Remain neutral to the content being shared Participant (Everyone else) Participate Be honest Listen and share

Facilitator (Dennis)

Keep the meeting on track with the designated processes

Prevent dominating/hiding/scape-goating behavior

Enforce the Rules of Engagement

Remain neutral to the content being shared

Participant (Everyone else)

Participate

Be honest

Listen and share

Rules of Engagement Talking Stick Must go to everyone before repeating the cycle One person speaks… everyone else listens Speaker decides who to pass the stick to next Facilitator can remove from the floor to open discussion No Pronouns (I, We, You, They, Us, Them…) This is not emotional therapy – Stick to the facts.

Talking Stick

Must go to everyone before repeating the cycle

One person speaks… everyone else listens

Speaker decides who to pass the stick to next

Facilitator can remove from the floor to open discussion

No Pronouns (I, We, You, They, Us, Them…)

This is not emotional therapy – Stick to the facts.

Exercise 1 – The Camera Perspective Describe the result of the Iteration and the observable events which preceded and influenced that outcome No opinions, no judgments, just the events that happened as a 3 rd Party bystander would have seen Use your knowledge of the events to determine what is significant The camera cannot record those things that did not happen (but perhaps should have) – it can only see the things that happened instead.

Describe the result of the Iteration and the observable events which preceded and influenced that outcome

No opinions, no judgments, just the events that happened as a 3 rd Party bystander would have seen

Use your knowledge of the events to determine what is significant

The camera cannot record those things that did not happen (but perhaps should have) – it can only see the things that happened instead.

Exercise 1 – The Camera Perspective On your piece of paper, write down the following: What was the outcome or result of the effort? One concise, yet descriptive statement What were 3-5 key points along the way that were significant in the process? For recurring events, pick a representative instance For events that should have happened, but didn’t share what happened instead

On your piece of paper, write down the following:

What was the outcome or result of the effort?

One concise, yet descriptive statement

What were 3-5 key points along the way that were significant in the process?

For recurring events, pick a representative instance

For events that should have happened, but didn’t share what happened instead

Exercise 1 – The Camera Perspective What was the outcome:

What was the outcome:

Exercise 1 – The Camera Perspective Outcome Event Event Event Event Event Event Event Event Event Event

Exercise 2 – Fish Bones Each major event leading to the outcome had a number of influences and factors that enabled it to happen. An Ishikawa diagram maps out these forces in a cause-decomposition fashion Focus on the top 4 events Answer the question… “ Why did this happen? ” What underlying situations or events was it addressing?

Each major event leading to the outcome had a number of influences and factors that enabled it to happen.

An Ishikawa diagram maps out these forces in a cause-decomposition fashion

Focus on the top 4 events

Answer the question… “ Why did this happen? ” What underlying situations or events was it addressing?

Exercise 2 – Fish Bones – Event 1 Factor Factor Factor Factor Factor Factor Factor Factor Event

Exercise 2 – Fish Bones – Event 2 Factor Factor Factor Factor Factor Factor Factor Factor Event

Exercise 2 – Fish Bones – Event 3 Factor Factor Factor Factor Factor Factor Factor Factor Event

Exercise 2 – Fish Bones – Event 4 Factor Factor Factor Factor Factor Factor Factor Factor Event

Exercise 2 – Fish Bones Prioritization For each event, select the 2 most critical factors that caused the event to happen Each person gets 3 votes (post-it notes) and count up the most voted Factors

For each event, select the 2 most critical factors that caused the event to happen

Each person gets 3 votes (post-it notes) and count up the most voted Factors

Exercise 2 – Fish Bones Summary Event 1 Event 2 Event 3 Event 4

Event 1

Event 2

Event 3

Event 4

Exercise 3 – Risk Management Detection Each of the Events and Factors represents a risk for a successful process going forward. Risk: An occurrence which has not yet happened, but would negatively impact outcomes if it did. Risks recognize the probability and impact of harm Issue: An occurrence which has happened, creating consequences that impair the objective of the activity Issues focus on ameliorating certain consequences

Each of the Events and Factors represents a risk for a successful process going forward.

Risk: An occurrence which has not yet happened, but would negatively impact outcomes if it did.

Risks recognize the probability and impact of harm

Issue: An occurrence which has happened, creating consequences that impair the objective of the activity

Issues focus on ameliorating certain consequences

Exercise 3 – Risk Detection Knowing when a risk becomes an issue is a critical factor in keeping a project on track. At this point, team actions MUST turn from preventing the occurrence to addressing the consequences. Key Question: “How do I know I’m in trouble?” For each of the 8 Factors in Exercise 2, Identify 1 or 2 ways the team can identify this factor in the future

Knowing when a risk becomes an issue is a critical factor in keeping a project on track.

At this point, team actions MUST turn from preventing the occurrence to addressing the consequences.

Key Question: “How do I know I’m in trouble?”

For each of the 8 Factors in Exercise 2, Identify 1 or 2 ways the team can identify this factor in the future

Exercise 3 – Risk Detection – Event 1 Factor 1 Factor 2

Factor 1

Factor 2

Exercise 3 – Risk Detection – Event 2 Factor 1 Factor 2

Factor 1

Factor 2

Exercise 3 – Risk Detection – Event 3 Factor 1 Factor 2

Factor 1

Factor 2

Exercise 3 – Risk Detection – Event 4 Factor 1 Factor 2

Factor 1

Factor 2

Exercise 4 – Action Plan If a given risk is detected in the future, what should we do? When a Risk becomes an Issue, certain actions should immediately and automatically go into effect to reduce the consequences.

If a given risk is detected in the future, what should we do?

When a Risk becomes an Issue, certain actions should immediately and automatically go into effect to reduce the consequences.

Retrospective Summary Summarize the outcomes and the achievements of the session

Summarize the outcomes and the achievements of the session

Plus / Delta Plus Delta

Plus

Delta