Retrospectives: A Practical Guide for Nonprofit Leaders
When nonprofit projects or key timelines wrap up, it’s tempting to move straight into the next initiative. But pausing to reflect on your team’s processes, challenges, and successes can significantly enhance future outcomes. Borrowed from Agile methodologies, retrospectives are simple yet powerful tools to improve collaboration and impact over time.
Let’s explore how nonprofits can use retrospectives to optimize fundraising campaigns, grant cycles, strategic planning, and beyond.
What Are Retrospectives?
A retrospective is a structured meeting held after a project or key timeline to reflect on:
What went well?
What didn’t go well?
What can we improve next time?
For nonprofits, retrospectives aren’t just for internal improvements—they can foster greater alignment with stakeholders, boost team morale, and identify areas where efforts could be amplified for mission-driven work.
When to Run a Retrospective
Retrospectives work well at natural project pauses or routine intervals, such as:
After a major fundraising event or campaign.
At the end of a grant application cycle.
Quarterly or monthly team check-ins.
Following program or initiative launches.
By integrating retrospectives into your workflows, you create space for continuous learning and improvement.
The Learning Curve: Start Small and Adjust
The first few times you run a retrospective, expect a learning curve. It may feel awkward or overly structured at first as you experiment with frameworks, tools, and facilitation techniques. That’s okay! Stick with it, and over time, you’ll:
Find the process that works best for your team.
Build a rhythm that makes retrospectives feel natural.
Create a shared culture of reflection and improvement.
Remember: progress over perfection. The practice itself is what makes retrospectives valuable.
How to Run a Retrospective in 6 Simple Steps
1. Prepare the Space and Team
Tools: Use a whiteboard, sticky notes, or digital tools like Mural, Jamboard, or Google Docs.
Participants: Include key team members or stakeholders involved in the project. For broad initiatives, consider small group sessions for deeper engagement.
Facilitator: Assign someone impartial to guide the discussion and keep it on track.
2. Set the Tone
Start by explaining the purpose of the retrospective: fostering improvement, not assigning blame. Ground rules like “assume positive intent” and “share openly and respectfully” help create psychological safety.
Icebreaker Idea: Ask participants to share one word that captures how they feel about the project. This sets the stage for honest discussion.
3. Reflect on the Experience
Use simple frameworks to guide the conversation. For example:
Start, Stop, Continue: What should we start doing? Stop doing? Continue doing?
Rose, Thorn, Bud: Highlight successes (roses), challenges (thorns), and areas of potential (buds).
Encourage everyone to contribute. Avoid focusing on fault; instead, identify actionable insights.
4. Identify Themes and Patterns
As participants share feedback, look for recurring themes. Are there systemic issues, like communication bottlenecks? Or specific wins, like a creative solution that worked well? Group similar ideas to prioritize key takeaways.
5. Brainstorm and Prioritize Actions
Discuss next steps based on the identified themes. Focus on:
Small changes that can have a big impact.
Strategies to address recurring challenges.
Ideas to replicate successful approaches.
Tip: Use voting or dot-sticking methods to collectively decide on priorities.
6. Document and Follow Up
Summarize the meeting with clear action items, owners, and deadlines. Ensure the outcomes of the retrospective are referenced during future planning sessions or team meetings.
Why Retrospectives Matter for Nonprofits
Retrospectives are about building a culture of reflection and improvement. When done consistently, they:
Enhance teamwork and communication.
Prevent repeating mistakes in future projects.
Celebrate wins, reinforcing motivation and commitment.
Strengthen alignment with your mission.
Take the First Step
Even a 30-minute monthly retrospective can make a difference. It’s a practice that gets easier and more effective with time. Start small, embrace the learning curve, and let retrospectives help your nonprofit thrive.
Let’s Explore Together
Want to dive deeper into how retrospectives can transform your nonprofit's work? Let’s connect! Reach out to explore how we can tailor this practice for your team and projects.
