In retrospective meetings, we allow you to configure the steps of the retrospective and the time allotted for each step. This makes it easy to plan a retrospective that will fit a specific time slot.

But as so often happens, things don’t always go as planned. Sometimes a step will run long, resulting in the meeting running long or, even worse, steps being skipped at the end because you ran out of time. Conversely, some steps may get done more quickly than expected. If you want to make full use of your time, you then need to guess how much you should go over on each of the remaining steps.

To help you run more on-time retrospectives, we’ve added an option that allows the step times to be adjusted automatically as the meeting progresses to achieve the targeted meeting duration. You can see this option on the Steps tab of the meeting editor:
meeting editor dialog

When this options is selected, the time allotted to each step will be adjusted as the meeting runs with the goal of matching the target time indicated by the selected steps and their duration. If a topic uses less time than allotted, the time saved will be distributed to the remaining topics based on their planned time; steps that are planned to be longer will get more of the re-allocated time than steps that are shorter.

For example, in the meeting steps shown above, if the meeting is running 5 minutes ahead of schedule when we enter the voting step, the adjustments would be: Voting step increased from 2:00 to 2:15, Insights and Actions increased from 35:00 to 39:25, and Review and Close increased from 3:00 to 3:20.

We hope this new functionality helps you run even better retrospectives.

If you have any questions or suggestions, please feel free to use the feedback button in the app. Also, we’re always happy to hear from you directly — just schedule a 15-minute call with us using this link:

Rick Lansky

Co-Founder / Technical Lead at Instant Agenda
Rick Lansky has a varied history in both hardware and software. He began his career as a computational physicist working in the disk drive business. After many years, he awoke one day to the realization that life as a scientist in a commodity business can be challenging. He degaussed his career and made the leap to web-based software where he’s been happily solving customer problems ever since. He’s currently the co-founder and technical lead of Instant Agenda, a project within with the CA Accelerator.

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