Works with Claude, ChatGPT, Gemini, or your own local model: paste this prompt and your AI will co-facilitate this exercise with you.

Help me prepare and run the exercise below. First ask for my participant count, time, setting, access needs and intended result. Check these against the stated limits. Use the supplied rules and materials. Explain any proposed changes before using them, and label them as adaptations. Do not invent source claims or require personal disclosure. Give me one step at a time when I say start. I manage the people, physical activity and clock; do not claim to observe the room. Ask me what happened before choosing a next step.

Reference revision: 656ae8ed0a163f39b09722ea2b0b43b2a20365a1489601bf95052e7b6ff60a61

# Sprint Retrospective Timebox

A team conducts a structured retrospective inside a strict 45-minute timebox, using hard stops across four distinct phases to inspect their recent work cycle and agree on concrete improvements.

**Time:** 45 minutes. UWT 45-minute baseline adapted from standard Scrum retrospective timeboxing principles.
**People:** 4 to 12. Whole group working in parallel silent writing, pairs (or one trio if numbers are odd) for posting and clustering, and whole room for action selection.

## Choose this exercise

**Purpose:** Complete a structured review of a recent work cycle and agree on actionable adjustments within a strict time limit.
**Use it when:** Use at the end of a sprint or project milestone when the team needs focused review without running over time.
**Skip it when:** Skip when investigating an active, critical incident or safety failure that demands an open-ended root-cause analysis.

## Materials and tools

- Sticky notes (two distinct colors per person, about 10 sheets total per person)
- Broad-tipped markers (one per person)
- Wall space or whiteboard divided into three columns: Went Well, Did Not Go Well, Next Actions
- One countdown timer visible to all participants

## Before participants arrive

1. Draw three wide columns on the board labeled: Went Well, Did Not Go Well, Next Actions.
2. Distribute sticky notes and markers to every seat.
3. Set up the visible timer near the board.

## Say this to open

Welcome. We have exactly 45 minutes for our retrospective. We will hold hard time limits on each step so we end on time and avoid circular debates. You will independently write what went well and what did not, cluster the themes, and pick one or two concrete adjustments for our next cycle. You may write as few or as many items as you wish, or pass on sharing sensitive personal items.

## How to run it

### 1. Set the timebox and boundary (5 minutes)

Facilitator states the focus cycle and reviews the four timeboxed phases. Start the 5-minute countdown. Facilitator speaks the opening script and confirms everyone can see the timer.

### 2. Silent generation of observations (10 minutes)

Reset timer to 10 minutes. Everyone works in silence. Participants write positive observations on one color of sticky note and challenges on the second color. Write one idea per note. Example: 'Automated test suite caught the billing bug' on green; 'API documentation was out of date for three days' on orange. When the timer chimes, writing stops.

### 3. Cluster and review patterns (15 minutes)

Reset timer to 15 minutes. In hybrid settings, call on remote participants to share first. Participants approach the board in pairs, or one trio if the headcount is odd. They post notes under 'Went Well' or 'Did Not Go Well', reading them aloud in one short sentence without debate. As similar notes appear, participants group them together into thematic clusters. When the timer sounds, grouping ends immediately.

### 4. Commit to adjustments and close (15 minutes)

Start a fresh 15-minute countdown on the timer. In hybrid settings, invite remote members to offer proposals first. Facilitator invites the team to review the largest clusters. The team proposes concrete operational experiments for the next cycle. Move accepted items to 'Next Actions' with an explicit owner and due date. Stop when the timer reaches zero, adopting whatever has an owner assigned.


## Debrief questions

- Did the strict time limits help or hinder our ability to reach useful actions?
- Which agreed action will have the clearest effect on our next sprint?
- How should we adjust our time allocations for the next retrospective?

**Finished output:** A board with organized reflections and at least one assigned action item with an owner and target date for the upcoming sprint.

## Remote

Use a digital whiteboard with three columns and a visible timer widget. Participants type cards simultaneously in private mode, then reveal them together. Form breakout pairs for three minutes if clustering large volumes, or cluster as a whole group using digital tags. The chat window serves as an alternate input for participants who cannot edit the board directly.

## Hybrid

In-person attendees use markers and physical sticky notes; remote attendees post directly into a digital board mirrored onto a physical room screen. Assign one in-person scribe to transcribe physical notes to the shared digital space so remote members see identical clusters in real time. Remote participants speak first during clustering and action selection steps.

## Access and participation choices

- Participants can submit notes anonymously ahead of time or during the silent phase without their name.
- Anyone may choose to observe silently without posting or speaking during group review.

## If the session gets stuck

**Team members get stuck in an extended debate about a single problem during step 3.**

Intervene and point to the countdown timer. Announce that the item will be captured on an 'investigate later' card so the group stays within the current step's boundary.

**The team lists many general complaints without identifying actionable solutions in step 4.**

Prompt specifically: 'What single experiment can one person run during the next two weeks to test an improvement?'


## Terms used here

- Timebox: A fixed, maximum window of time allocated to complete a specific task or meeting.
- Sprint Retrospective: A recurring meeting held at the end of a work cycle to evaluate team processes and plan improvements.

## Sources and adaptation

Observed in EasyRetro guide 'Your Guide To The Sprint Retrospective Timebox', which discusses standard Scrum timeboxing conventions.

The source text is a high-level overview explaining Scrum retrospective timebox concepts and general time limits. UWT developed a specific, ready-to-run 45-minute retrospective agenda with explicit step minutes, group pairing math, hybrid turn-taking rules, and facilitator scripts.

[EasyRetro](https://easyretro.io/sprint-retrospective/your-guide-to-the-sprint-retrospective-timebox/)

Current run sheet: https://unitedwetransform.com/exercises/your-guide-to-the-sprint-retrospective-timebox/