Lean Coffee (Retrospective)

Lean Coffee is an agile retrospective format that allows participants to propose and vote on the topics to be discussed. This format encourages engagement and collective decision-making while adapting to the needs of the group. It helps to structure discussions in a dynamic and effective manner, giving everyone the opportunity to contribute.

Walkthrough

1. 1

   Introduction

   5 min

   The facilitator explains the concept of Lean Coffee and its basic rules: propose topics, vote, and discuss within a limited time. They clarify that the goal is to focus on the most relevant topics for the group. "We will review the topics you propose, and then we will vote on those that interest you the most."

   Tip — Use a whiteboard or digital tool to visualise the proposals, this helps keep everyone aligned.

2. 2

   Proposing Topics

   10 min

   Participants each write one or more topics they wish to discuss on post-its. The facilitator collects these post-its and displays them on the board. "Take a few minutes to think about the topics you would like to discuss today."

   Tip — Encourage participants to be concise and clear in their formulations to facilitate everyone's understanding.

3. 3

   Voting

   5 min

   Each participant has three votes that they can allocate to the topics of their choice. The facilitator explains that votes can be spread across multiple topics or concentrated on a single one. "Use your votes to indicate the topics that you feel are most important to address."

   Tip — Use stickers or coloured markers for voting to make the process visually engaging.

4. 4

   Discussion of Topics

   30-40 min

   The topics are discussed in descending order of the number of votes. Each topic is discussed for a limited time (usually 5 to 10 minutes). The facilitator times the discussions and ensures that exchanges remain constructive. "We will start with the most voted topic. Remember to respect the time allocated for each discussion."

   Tip — Use a visible timer so that everyone is aware of the passing time, this helps maintain the pace.

5. 5

   Closure and Actions

   10 min

   The facilitator summarises the discussions and the actions decided. They ensure that each action has an owner and a deadline. "To conclude, let's review the actions we have decided upon and who is responsible for each."

   Tip — Write down the actions on the board so that everyone can see and validate them together.

Variants

• Use an online tool for proposals and votes if you are working remotely.
• Limit the number of topics discussed to delve deeper into each topic.
• Offer a brainstorming session before the vote to enrich the proposals.