How I went from Excel Retrospectives to Collaboration Boards
How I went from Excel Retrospectives to Collaboration Boards
Gamification for agile teams + Personal story (Scrum Masters)
👋 Hey, Carlos here! Welcome to “The Holistic Leader”, your weekly source of simple and honest leadership, Agile, Management & team insights.
Could you imagine doing retrospectives in EXCEL?
Yes, that was me in 2018.
I was running retrospectives with rows and columns, trying to keep the team engaged with nothing more than a spreadsheet.
Spoiler alert: it wasn’t working.
But that experience taught me some valuable lessons about innovation, engagement, and how to truly make retrospectives meaningful.
From excel to collaboration boards: adding gamification to retrospectives.
Personal Story:
When I first started as a Scrum Master, I had to run retrospectives using Excel.
Yes, Excel. Not because I thought it was the best tool, but because that’s what the company was comfortable with, and there wasn’t much interest in trying something new at that time.
The mindset was, (all about numbers, and quick) “If it works, why change it, right?”
I was running retrospectives with Senior leaders and Managers and for some reason they decided that excel was okay. (Show me how we can improve with the numbers).
Don’t get me wrong, excel is a great tool, but it wasn’t right for what the team needed. The real problem wasn’t Excel; it was that we weren’t willing to try something new.
But here’s the thing, every sprint, I struggled to make these retrospectives something the team actually wanted to participate in and kept me excited to do it.
Imagine trying to review what we did well, what didn’t work, and how we could improve, all with just numbers and rows of text. (Trying to add some color and re-create a visual board. (Wow, those were the days were I needed to be creative).
Now Imagine being the Scrum master of 3 teams from different departments.
Some of them were okay doing the retrospectives in excel but I could feel the energy drain from the room.
It was clear: excel was turning our retrospectives into a routine chore rather than an opportunity for real growth.
One day, after another monotonous retrospective, I needed to shake things up a little bit. I started exploring different tools and found digital collaboration boards that were much more visual and interactive. But I didn’t stop there.
I wanted to make these sessions not just more efficient but more fun. That’s when I decided to bring in gamification.
We began awarding points for participation, creating badges for team achievements, and even giving out small rewards for reaching our goals.
The difference was immediate.
Suddenly, the teams were more engaged, discussions were more lively, and we started seeing real, actionable improvements.
It was hard to convince Managers to try different tools, but somehow, I influenced them little by little.
Our retrospectives went from being something we had to do, to something we wanted to do.
✅ Recognize when something isn’t working:
If your retrospectives start feeling boring or routine, that’s a clear sign it’s time to make a change. Don’t be afraid to try different tools or approaches. But remember, always check in with your team and leaders before making changes to ensure everyone is on board.
✅ Keep your team engaged:
Retrospectives should be more than just another task on the list. Using visual and interactive tools like collaboration boards can keep your team engaged and make the process more effective. When your team is interested, they’re more likely to contribute meaningful insights.
✅ Add a touch of fun:
Incorporating fun elements, like points, badges, or small rewards, can turn routine retrospectives into something your team looks forward to. Gamification isn’t just about fun; it’s a way to boost participation and create a more positive atmosphere.
✅ Choose the right tools for your team:
The tools you use can significantly impact the quality of your retrospectives. Opt for tools that align with your team’s needs and preferences. Some teams like Miro over Mural or even internal tools.
✅ Small changes can lead to big improvements:
Even minor adjustments like switching to a more interactive tool or introducing a bit of gamification can have a big impact on how your team works. Sometimes, it’s these small tweaks that bring about the most significant improvements.
Final Thoughts💡
⚒ Switch to visual tools:
Start by exploring collaboration boards that fit your team’s needs. Look for ones that are user-friendly and offer visual elements to keep everyone engaged.
🗣 Introduce gamification:
Try adding small rewards, points, or badges for participation. It doesn’t have to be complicated, just a little friendly competition can make a big difference.
🏆 Create a positive atmosphere:
Retrospectives are about growth. Focus on what your team is doing well and how you can build on that, rather than just pointing out what went wrong.
👉 This week, try experimenting with a new tool or adding a fun element to your retrospectives. See how it changes the dynamic!
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Thanks for reading
See you next week!
- Carlos✌️
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