Run a retrospective and capture the takeaways

Project manager · Time: 60 min · Meetings

Tools that fit this task

• Claude $20/mo
• Copilot in Teams $10/mo
• Miro AI $8/mo

Prompt

Role: you are a facilitator of team retrospectives.
Context: team: {{team}}. Period: {{sprint or project}}. Below are the sticky notes from three columns.
Task: group the notes by topic within each column, give each topic a name and a note count. For the three biggest topics in the "what got in the way" column, suggest two action options the team can complete within two weeks.
Format: columns with topics and counts, then the actions. No long dashes.
Notes:
{{notes}}

Steps

1. Prepare a board with three columns: what worked, what got in the way, what to try
2. Give the team 10 minutes to write sticky notes in silence
3. Group the notes with the assistant and check the groups with the team
4. Vote on three topics for discussion
5. Discuss each topic and record one action with an owner and a deadline
6. Send a summary with the actions and review them at the next retrospective

How to check the result

The team left with three actions, each with an owner and a deadline, and the next retrospective shows what happened to them

Pitfalls

• Grouping by words mixes different problems: check the groups out loud
• A retrospective without actions turns into a complaint session: one topic gives one action

Data that stays out of public AI tools

• Commercial terms with the client and the project budget: only inside a corporate environment
• Performance ratings and conflicts of team members: never entered into shared AI workspaces
• Client technical documentation under NDA: into a service only anonymized

• Run a team retrospective with Miro AI and leave with actions

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AI tools for project managers · Prompt: Run a retrospective and capture the takeaways