When is it used?

Team reflection is commonly used to look retrospectively at something, and primarily to discuss what worked and what didn't, and then create initiatives based on the learnings. 

There are typically two types of scenarios, the operational and process-oriented ones like projects, monthly statuses, events, goals, etc. And the more sensitive ones like when you need to reflect on how to improve the culture, handle conflict, inappropriate behavior, teamwork, or lack of motivation. Be mindful of how sensitive and personal the reflection is to your team. 

Team reflection is all-around an excellent tool to implement as a standard thing after certain projects or processes, so you use it as a form of feedback tool to assist each other in learning and improving constantly. 

The "Operational and process-oriented" reflection:

You can reflect in numerous ways, and there isn't a wrong way to do it. It might even be fun to create your own ritual for it with your team. But a simple and very sufficient approach is the "Stop, Start, Continue" method. 

In collaboration with your team, list all the things you should "stop" doing the next time you have a similar project/process. Do the same with "Start" and "Continue," and then write down a straightforward plan everyone is aligned on and can follow based on the things you came up with together. In the end, you'll have an improved process for executing next time.

The "Sensitive subject" reflection: 

With more sensitive subjects, you need to facilitate a safe space where people can give feedback to each other without pointing fingers at anyone. That is very crucial. When difficult emotions are involved, it can quickly become a blame game if you let it. 

Here are 3 recommendations to set the scene positively: 

1. Create validation and understanding amongst your team.
   Underline that everyone can explain their experience and feelings, but without placing direct blame. Clarify that no one's feelings are invalid or wrong, but we all experience things according to our own point of view, which can create misunderstandings. Explaining this initially will develop a greater understanding of each other feelings and experiences. 
2. Be a facilitator, and shut down cruel or harmful communication. 
   Facilitate the conversation and interfere right away if a conflict emerges. You need to act as a moderator and keep a positive tone.
3. Have some guidelines for the conversation.
   Underline that everyone should speak with the intent of improving and finding a solution. So instead of people just saying what they don't like, make them always mention what they would like instead of the current situation. In that way, you collaborate on always having a solution-orientated mindset.

Team Reflection can be in whatever setting fits your team. At an office, in a park, in a break room, or in a remote environment. The importance is people's attendance, openness, and engagement.

Lastly, here is a suggested agenda and some questions to reflect on with your team in your next Team Reflection. 

An agenda could be:

1. Setting the scene (guidelines for the conversation)
2. Asking & Answering prepared Reflection questions
3. Brainstorming and other relevant input from the team
4. Determine on actions
5. Thank your team for their time and honesty

Suggested Question:

What is the purpose of this Reflection? 

What do we specifically want to improve?

What do we want to highlight or celebrate? 

Are we satisfied with the situation/project? If not, why not?

Can we do or say anything to change the outcome/situation?

What behavior might have improved the process/situation?

What have we learned from this experience?

What action(s) will we change or repeat in the future?

How can we best support each other in getting the best outcome after this Reflection? 

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Consider a more extensive workshop if you want to take "Team Reflection" to the next level. Here you can see different types of workshop techniques.