Each participant says their piece about the period gone by, talking about what went relatively well and what the team should stop or start doing more or less.
The host can then develop an action plan after the voting session.
An icebreaker activity should precede this one in order to prepare the group.
Prepare a Board activity in Beekast with the 5 following categories: Keep Doing, Stop Doing, Less of, More of, Start Doing. Set it up based on the number of participants so the session doesn’t drag on for too long.
Activity settings Board
- Activity format: ‘Direct’ or ‘Round by round’
- Vote: by points (3 to 5 depending on the number of participants)
- Time management: optional (timer, stopwatch, none)
- Categories: 5 activity categories
Remind participants about which time period or project the activity concerns:
last month, project phase, step, etc.
Explain each category:
Keep Doing: what we liked during this period and which contributed to reaching the goal
Stop Doing: what has no value or is holding us back
Less of: processes, tools, etc. that should be used less in our context
More of: processes, tools, etc. that we aren’t using enough and from which we could get more benefit
Start Doing: new ideas to implement
Tell the group how much time is allocated to each phase
Each participant works quietly on their own during the time allocated for exploration, taking note of their ideas on their Beekast notepad.
One by one, the participants send their notepad ideas to the Board, taking a few seconds to explain each idea (round by round mode). You can create groups as you go along to put similar ideas together.
Your idea gathering session is done once everyone has had a chance to speak.
You can then switch directly to the voting session in your Beekast Board. Remind participants that they only have a few points, in order to prioritise what really matters to them.
Once the vote is over, identify the ideas with the most votes (usually the first 3 or 4) in order to set up an action plan to have them implemented.
You can enter the actions directly in the discussion space so that they’ll show up in your meeting notes.
Suggestions and variations
After the vote, if the ideas selected are still too vague, you’ll have to follow up with a decision-making activity to refine the action plan.