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AgenciesRetrospective

Agency project retrospective / post-mortem

60 minutes 6 blocks Free template

Portent's 60-minute blameless post-mortem: set the tone, recap the project and outcome, discuss for 40 minutes, leave with actions.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingThe team agrees what worked and what didn't, without blame, and leaves with actions it can carry out.

60 min · 6 blocks, drawn to scale Fits exactly
  1. Set the tone: no blame, 5 minutes 5
  2. Project recap, 2 minutes 2
  3. Outcome review, 3 minutes 3
  4. What went well and what didn't, 15 minutesBrainstorm 15
  5. Team discussion of the themes, 25 minutesDiscuss 25
  6. Actionable takeaways, 10 minutesWrap-up 10
015304560 min
  1. +0′Set the tone: no blameOne word for how this project felt?5 minCheck-in
  2. +5′Project recap2 minInfo
  3. +7′Outcome review3 minInfo
  4. +10′What went well and what didn'tWhat went well, or didn't, on this project? One point per post.15 minBrainstorm
  5. +25′Team discussion of the themesTip: Ask for laptops closed during the discussion.25 minDiscuss
  6. +50′Actionable takeawaysTip: Make each takeaway specific and agree how results will be shared.10 minWrap-up

Why it works

Built so the agency project retrospective / post-mortem ends on time, with everyone in it.

  • Every voice in the first minutes

    A 5-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • Updates stay short

    5 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Ideas from every phone

    Everyone types at once and ideas land on the shared screen together. The quiet person's idea gets the same space as everyone else's.

  • Discussion with a clock

    25 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Hold it right after the project ends, before details evaporate.
  2. 2Send a short questionnaire beforehand so people arrive with their points.
  3. 3Set a no-blame tone at the start and hold to it.
  4. 4Keep laptops closed and spend most of the hour on team discussion.
  5. 5Finish with specific, actionable takeaways and share the results afterwards.

Questions about the agency project retrospective / post-mortem

How long should a project post-mortem be?
About 60 minutes in Portent's format: 5 to set the tone, 5 to recap the project and outcome, 40 of discussion, and 10 for takeaways.
When should you hold a post-mortem?
Right after the project ends. Waiting too long means project details evaporate.
How do you keep a post-mortem blameless?
Set a no-blame tone at the start, focus discussion on what worked and what didn't, and end with actions rather than fault.

Built from

The structure, timings and tips on this page come from these sources.

  • portent.com

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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