# After Action Review A team directly involved in an event reviews what was planned versus what actually happened, analyzes the causes of any differences, and records clear commitments for future work. **Time:** 60 minutes. 60 minutes fits the 45-90 minute formal review standard in the source text for a single team. **People:** 4 to 15. Whole group seated facing each other, or paired reflection before whole-room recording ## Choose this exercise **Purpose:** Compare planned intent against actual performance to identify root causes and commit to concrete changes for future iterations. **Use it when:** Within 24 to 48 hours after a completed project, event, sprint, or critical incident where participants shared direct responsibility. **Skip it when:** During an active crisis, when participants lack shared direct experience, or when leaders seek individual disciplinary blame. ## Materials and tools - 1 whiteboard or flip chart stand - 4 sheets of flip chart paper - Markers in at least two colors - 1 timer or stopwatch - Sticky notes (1 pad per table) - Printed or projected summary of the original project plan, baseline objectives, and schedule ## Before participants arrive 1. Draw four columns across the whiteboard or flip charts labeled: 1. Intended, 2. Actual, 3. Why, 4. Next Steps. 2. Post the original project plan, scope, or success criteria visibly beside the chart. 3. Arrange chairs in an open circle or U-shape with no tables blocking sight lines. ## Say this to open We are here to learn from what just happened, not to assign blame. There is no rank in this room; everyone's perspective matters equally. We will focus on actions and decisions, not on individuals. We will answer four questions: What was supposed to happen? What actually happened? Why was there a difference? And what will we do next time? Please be direct about your own observations. ## How to run it ### 1. Set climate and review intent (10 minutes) Deliver the opening script and establish ground rules. Direct attention to the Intended column. Walk through the original plan, objectives, and milestones using the baseline document. Ask: 'What were we trying to accomplish?' Record agreed baseline facts under Intended. Check for full agreement before moving on. ### 2. Map what actually happened (15 minutes) Ask: 'What actually happened? Walk through the key events in order.' Capture chronological events, data, and outcomes under the Actual column. Prompt team members from different functions to describe what they saw. Enforce descriptive facts only; stop any evaluative comments or root-cause explanations with: 'We will reach causes next; let us map the facts first.' ### 3. Analyze root causes of differences (20 minutes) Identify the key gaps between the Intended and Actual columns. Take each gap one at a time. Ask: 'Why did this turn out differently than planned?' Record reasons under the Why column. Address both breakdowns and unexpected successes. Stop finger-pointing immediately by asking: 'What system, process, or missing information led to that outcome?' ### 4. Agree on next steps and close (15 minutes) Split the Next Steps column into 'Sustain' (what worked and must continue) and 'Improve' (what must change). Ask: 'What will we do differently next time, and what will we keep?' Require each item to have a named single owner and a deadline. Read the final list back to the room. Confirm where notes will be posted and how follow-up will occur. ## Debrief questions - Which difference between our plan and our reality gave us the most useful insight? - What is the single most critical habit or process we must sustain on the next project? - How well did our team maintain focus on systems rather than personal blame today? **Finished output:** A completed four-column chart documenting Intended, Actual, Why, and Next Steps, with 3 to 5 owned action items assigned to named individuals with specific completion deadlines. ## Remote Set up a digital whiteboard with four distinct columns: Intended, Actual, Why, Next Steps. In step 2, give participants 3 minutes of silent typing on digital sticky notes to place under Actual before verbal review. Facilitator calls on participants sequentially using the digital attendee list to ensure balanced speaking time. ## Hybrid Appoint one in-person team member as the hybrid liaison. Project the shared digital four-column board on the room screen. Remote participants post directly to the digital board; the liaison duplicates in-person sticky notes or verbally reads digital inputs aloud. Alternate turns strictly between one room participant and one remote participant during the Why and Next Steps phases. ## Access and participation choices - Participants may submit written notes on sticky notes or via private message to the facilitator instead of speaking publicly. - Anyone may pass on speaking during open rounds without giving a reason. - Ensure all chart notes use high-contrast marker colors and large print readable across the room. ## If the session gets stuck **A participant begins blaming a specific colleague for an error.** Intervene immediately: 'We are examining the workflow and choices, not individuals. What condition or information gap allowed that error to occur?' **The team lists broad, non-actionable next steps such as 'communicate better'.** Ask: 'What concrete action does that require? What exact message or check-in will happen, who sends it, and at what cadence?' ## Terms used here - AAR: After Action Review; a structured four-question debrief focused on performance gaps and learning. - Sustain: Behaviors, decisions, or processes that succeeded and should become standard practice. ## Sources and adaptation Observed in WorkshopBank. The source cites the method's development by the United States Army in the mid-1970s and formalization in 1993 Training Circular 25-20. Retained the four-column structure (Intended, Actual, Why, Next Steps) and ground rules from WorkshopBank. Set duration to 60 minutes for a standard comprehensive session, structuring the 5 source steps into 4 clear facilitation phases with explicit time allotments. Added concrete hybrid liaison roles and direct facilitator redirect scripts. [WorkshopBank](https://workshopbank.com/tools/after-action-review) Current run sheet: https://unitedwetransform.com/exercises/after-action-review-workshopbank/