Combining Retrospectives and Surveys

Summary

• Retrospectives and surveys both play a role in organizational learning, adaptation and improvement.
• Retrospectives are an integral part of the Scrum Framework and are run on a regular cadence. Retrospectives are primarily focused on the performance of the last Sprint.
• Surveys tend to operate on a more ad hoc basis both in terms of scope and cadence. 
• Combining retrospectives and surveys into a regularly occurring event enables organizations to accelerate their progress in learning, problem-solving and improvement.

Team Retrospectives

Pros:

1. Real-Time Interaction: Retrospectives provide a forum for immediate discussion, allowing for dynamic exchange of ideas and real-time problem-solving.
2. Building Team Cohesion: They foster a sense of collaboration and unity, as team members discuss issues and solutions together.
3. Clarification and Deep Dives: Questions and concerns can be clarified on the spot, and the team can delve deeply into complex issues.
4. Emotional Connection: Face-to-face or virtual meetings can convey tone and emotion better than written surveys, helping to address sensitive topics more effectively.
5. Action-Oriented: Retrospectives often result in clear, actionable steps, with ownership assigned immediately.

Cons:

1. Time-Consuming: They require scheduling and dedicated time from all team members, which can be challenging.
2. Dominant Voices: In some teams, more vocal members may dominate the discussion, potentially stifling input from quieter members.
3. Groupthink: The desire for consensus can sometimes lead to groupthink, where critical voices or innovative ideas might be suppressed.
4. Logistics: For remote or distributed teams, coordinating time zones and ensuring effective participation can be difficult.
5. Immediate Availability: Not all issues might surface during the meeting due to the immediate nature of discussion; some problems might be recognized only after some reflection.

Team Surveys

Pros:

1. Convenience: Surveys can be completed at any time, providing flexibility for team members to respond at their convenience.
2. Anonymity: Surveys can be designed to be anonymous, encouraging more honest and candid feedback, especially on sensitive issues.
3. Inclusivity: All team members have an equal opportunity to provide input, reducing the risk of dominant voices overshadowing quieter members.
4. Data Aggregation: Surveys allow for the collection and analysis of quantitative data, making it easier to identify trends and patterns over time.
5. Focused Responses: They enable team members to reflect on their responses, potentially leading to more thoughtful and considered feedback.

Cons:

1. Lack of Interaction: Surveys do not provide the same level of interactive discussion and immediate clarification that retrospectives do.
2. Limited Emotional Context: Written responses may lack the nuance and emotional context of verbal communication, making it harder to gauge the severity of issues.
3. Actionability: It can be more challenging to turn survey feedback into immediate, actionable steps without a follow-up discussion.
4. Engagement: Team members might feel less engaged with the process, seeing it as a formality rather than an integral part of their workflow.
5. Survey Fatigue: Frequent surveys can lead to fatigue, resulting in lower response rates and less thoughtful feedback over time.

Cadences

The recommended frequency of team retrospectives and team surveys can vary depending on the team’s workflow, project timeline, and specific needs. However, general guidelines can help balance these activities to maximize their benefits without causing fatigue.

Team Retrospectives

Recommended Frequency:

• Sprint-Based Teams (e.g., Scrum Teams): At the end of each sprint. This typically means every 1-4 weeks, depending on the sprint length.
• Kanban or Continuous Flow Teams: Every 2-4 weeks, or after significant milestones or changes in the project.

Rationale:

• Regular Feedback Loop: Frequent retrospectives ensure continuous improvement by allowing the team to reflect on recent work and make incremental adjustments.
• Timely Issue Resolution: Regular intervals help address issues promptly before they escalate.
• Team Rhythm: Establishing a consistent schedule helps integrate retrospectives into the team’s routine, making it a habitual part of the process.

Team Surveys

Recommended Frequency:

• Pulse Surveys: Brief surveys conducted every 1-2 weeks. These can quickly gauge team sentiment and identify emerging issues.
• In-Depth Surveys: More comprehensive surveys conducted every 4-6 weeks, aligned with the end of major project phases or milestones.
• Post-Project Surveys: Conducted at the end of a project or major release to gather comprehensive feedback on the entire project lifecycle. (SAFe practitioners might conduct one at the end of each PI).

Rationale:

• Regular Check-Ins: Frequent pulse surveys can provide continuous insights into team morale, workload, and emerging issues, allowing for quick adjustments.
• Detailed Insights: In-depth surveys at longer intervals provide a broader view of team performance and project challenges, enabling more strategic improvements.
• Avoiding Fatigue: Spacing out comprehensive surveys helps prevent survey fatigue and ensures that responses remain thoughtful and meaningful.

Combining Retrospectives and Surveys

To maximize effectiveness, teams can combine retrospectives and surveys strategically:

1. Pre-Retrospective Survey: Conduct a short survey before the retrospective to gather initial thoughts and identify key discussion points. This ensures that quieter team members’ views are captured and can help structure the retrospective agenda.
2. Post-Retrospective Survey: Use a quick follow-up survey to gather feedback on the retrospective process itself, identifying areas for improving the format and facilitation.
3. Periodic In-Depth Surveys: Complement regular retrospectives with in-depth surveys at major milestones to capture comprehensive feedback on overall project performance and team dynamics.

Example Schedule:

• Weekly or Bi-Weekly Retrospectives: For sprint-based teams, conduct retrospectives at the end of each sprint.
• Bi-Weekly Pulse Surveys: A short survey every two weeks to monitor ongoing team sentiment and immediate concerns.
• Monthly In-Depth Surveys: A detailed survey every month to capture broader insights and trends.
• Pre- and Post-Retrospective Surveys: Short surveys before and after each retrospective to enhance preparation and process improvement.

By balancing the frequency of retrospectives and surveys, teams can ensure continuous improvement, timely issue resolution, and sustained engagement without overwhelming team members.

	Retrospective	Survey
Scope	Performance of last sprint	Broader goals and trends
Cadence	Per Sprint	Less frequently (ex. Monthly)
Logistics	Whole team, face-to-face	Individual, Asynchronous
Interactivity	High	None
Data Aggregation	No	Yes

Conclusion

Both retrospectives and surveys have their strengths and weaknesses. Retrospectives are excellent for fostering real-time interaction, immediate problem-solving, and building team cohesion but can be time-consuming and susceptible to dominant voices. Surveys offer flexibility, anonymity, and inclusivity but may lack the depth of discussion and immediate actionability of retrospectives. Combining both approaches can leverage the strengths of each, using surveys to gather initial feedback and retrospectives to delve deeper into the issues and develop actionable solutions.

Tools

iRetro is a one-stop shop for tools that support both surveys and retrospectives in a single event. Check it out below.