🔍 Reflecting Meeting
Reflect meetings are dedicated to reviewing completed work, events, or periods of activity to extract lessons and insights. The goal is continuous improvement - understanding what worked, what didn’t, and what should be done differently next time.
What Went Well
Highlighting successes helps reinforce positive behaviors and strategies. It also boosts team morale and keeps motivation high.
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Example: "Our new onboarding process reduced setup time by 30%!"
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Example: "Communication between teams improved thanks to the new Slack workflow."
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When to Use: Project retrospectives, team check-ins, or after a major milestone.
What Didn’t Go Well
Identifying challenges or blockers helps teams learn from mistakes and improve future performance. The goal is to reflect, not assign blame.
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Example: "We missed our deadline due to unclear requirements."
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Example: "Too many last-minute changes caused confusion in execution."
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When to Use: Retrospectives, post-mortems, or process improvement discussions.
What To Change
Turning observations into action ensures continuous improvement. This is where teams brainstorm solutions to issues identified.
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Example: "We need clearer role assignments to avoid duplication of work."
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Example: "Next time, let’s lock in requirements earlier to prevent last-minute changes."
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When to Use: Any meeting focused on refining processes or team efficiency.
Actions & Owners
Every meeting should end with clear next steps and accountability to drive real change. Assigning owners ensures follow-through.
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Example: "John will document the new workflow and share it by Friday."
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Example: "Sarah will set up a follow-up meeting to discuss system improvements."
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When to Use: Project planning, retrospectives, strategy sessions, and decision-making meetings.
Sample Meetings That Fit This Category:
- Sprint retrospective (Agile teams)
- Project debrief after launch or completion
- Post-mortem following an incident or outage
- Review of a marketing campaign’s effectiveness
- Customer feedback session to reflect on engagement
- Year-end or quarterly reflection session