Well, your team has the goals set that they require to hit. It can be a challenge that requires addressing or the opportunities to pursue.
You have done all the things, including calling the meeting, setting objectives, planning, and started the execution too.
Even though everything seems to be perfect when it’s on paper, the plan hit some issues. There are objectives that are more difficult to meet than you thought. It will require more people which will take more time.
Here either you can cross the fingers and hope for the best or abandon the plan. Or you can use the debriefing. It’s a simple yet one of a powerful tool to help you out in such a mess.
To know more, keep reading on the beginner guide to understanding as well as conducting debriefing for the small business.
What To Know About Debriefing?
Well, debriefing is used as a tool, as it’s a structured learning process designed to evolve the plan continuously while it’s being executed.
Debefereig originated for the military, the purpose was to learn faster about the situation and what is changing, as well as addressing any kind of mistakes on the field.
However, for the business, Debeerfing is widely used for accelerating the projects, hitting the hard to obtain objectives, and innovating better approaches.
This tool, important for bringing the team together. Also, it improves the team learning and strengthens the relationship.
Also, the team that does the debriefing has a more tight-knit relationship as compared to others. They are easy to communicate with and effective.
What Does Debriefing Look Like?
Deferring looks like something more than casual conversation and discussions. It focuses on what actions were taken and what didn’t go well.
Also, it designs deeper on the root problem to answer the whys. It helps in exploring what doesn’t work and happens, including exploring the implication in the future plans.
Here the team requires to put their egos aside and avoid doing the blame game. Debriefing requires accurate knowledge and understanding of the situation.
The team participates to understand truly what caused the root problems. It becomes helpful as people get to know about the reasons behind their success and failures which improves their future performance.
However, the conversation can get uncomfortable but it’s not something to avoid. Instead of that, it’s a discomfort of getting things to understand and minimizing the pain of doing similar mistakes in the future.
What Are The Steps To Conduct An Effective Debriefing?
To make sure that you are conducting the effective debriefing so you can gain the benefits. Also to have the results you are hoping for without wasting the hours on it.
However, there are some basic steps that you can consider to start with :
Step 1: Schedule The Time And Place
Well, make sure everyone knows when the meeting is going to happen. That’s why it should be expected, so they can adopt the mindset before the meeting starts.
When they will know that there will be debriefing afterward, they can make up their mind which makes them more attentive towards the conversations.
This helps in making better structure for the conversation. Also, they will gain their insights so when the debriefing starts they can participate more and make it efficient as well as effective.
Step 2 : Establish The Learning Environment
The next step that is important to you to establish the learning environment. After all, debriefing is about what you learn about the previous actions. It should be the most important point for your team as well.
There is an expression used by Army i.e. Leave Your Stripes At Door.
The senior leaders are required to set the tone of the room. It means when you accept your mistakes and allow yourself to be vulnerable, it allows others to do the same.
Along with this,
The key aspect that is important to focus on is to create a learning environment where there should be no pointing fingers.
This means no matter if it’s bad or good, it will be counted as team results. It should be considered as something where every single person in the team is responsible.
Step 3: Review The Important Questions
When you are doing the debriefing, knowing what you should expect and what the important points should be highlighted makes your debriefing good and effective.
The participant should have their thoughts arranged on such questions, well it includes :
- The objective that the team was trying to hit and what are those? It should be clear to everyone.
- The team should know if they successfully hit the objectives that were set or they missed.
- Also, they should know if what they did was enough or something was lacking. If there is, then what else that they need to add.
When the team has their thoughts about these questions, the debriefing will become more valuable and effective. As it serves the purpose of having the debriefing in the first place.
Step 4: Codify What Everyone learned
To make sure that the debriefing has effective results even if it ends. You require to codify the lessons that were learned during the meeting. It will help as a reference for later use.
If not then at least take notes and make sure to distribute them to all of the members of the team. This will make it easier for everyone to remember.
Also one of the biggest hurdles is when it starts especially when your office culture is not open for communication.
Well to solve this, you can pick the small projects and start the intimate team as the pilot process.
Once you start doing it, it will become easier and natural.
What Are The Rules For Debriefing?
Well to make sure that you are conducting the successful debriefing, it’s important to learn the ground rules first.
It’s helpful to conduct the meeting and structure the conversation. When you are hosting one, here are a few rules that everyone should be following.
Do Not Criticize Or Point Fingers On Someone
Debriefing is not designed to pinpoint the faulters who made the mission fail. Or showing other mistakes and criticizing their actions.
This is focused as a team, so no matter what happens it will include every single person in the team even the team leaders too.
No one is allowed to make comments on someone when the discussion is going on.
Set Rules To Behave
There should be no behaviors tolerated that are not acceptable. the debriefing should follow the civil behavior.
That’s why the team should keep their temper in check and avoid using anything that can hurt anyone.
Keep Egos And Rank At Door
There should be no rank system in debriefing, everyone should be on the same level. Also, the person should keep their egos and rank aside while having a conversation.
The aim of debriefing should be focused on finding the reason behind the mission failure, regardless of who did what. Also, it should be fearless as everyone should have the right to come up with their opinion.
Remember No One Made Mistakes On Purpose
If there is something that failed to go in the right direction and there is someone who is at fault, it should be remembered that no one made mistakes because they wanted to.
It happens due to some reasons or there must be something behind the actions. That’s why giving room to everyone so they can talk about their faults on their own.
Conduct Honest Assessment
Make sure the goal should be conducting an honest assessment of what happened. It should include all the factors and reasons behind why it didn’t work.
There should be no avoiding topics even if it makes anyone uncomfortable. If the point is something that should be discussed then it should be.
Tips For Conducting The Debriefing In Your Team
Conducting a debriefing is not that easy, it’s important to have the options in a controlled and structured environment.
When you don’t have such an environment, it can become a hassle real quick. Epsellay when the young people are included as they tend to get scattered in bad structures.
When you are conducting the debriefing, here are some of the points that you can use:
Talk With People
There is a huge difference between when you talk with people and when you talk at people.
This can be the reason why your debriefing is not well structured because you are not having conversations but ordering things.
Instead of doing that, inviting people to have the conversation. Don’t tell them what they need to know but ask their opinions about it.
Warm-Up Before Conversation
The warm-up is important, not just for a better conversation but also it helps in improving the structure and sequence of the discussion.
The team will know what to expect, so they can form their thoughts much better.
When you are conducting the meeting, here is a three-step model that will help you.
Asking What Questions
Well, start with asking questions that refer to what happened. Include the questions to highlight the problems or issues that occurred. This is also good for starting the discussion.
You can ask the questions regarding what happened that they fail to meet certain goals?
Asking So What Questions
When you are done with asking what questions and the problems are highlighted. Now it’s important to know the activity back to your goals of the programs. It also adds meaning.
It can be something like “ So what do they think about why they didn’t meet the goals ?”
With this, you can know about the reasons behind the problems which will be helpful to understand what to ignore next time.
Asking Now What Questions
This will help in discussing future behavior as well as goals. Once the problem is highlighted and the reason is known, now it’s important to focus on what can be the next step to solve the matter.
Well, it can be something like “ what does the team think about the next step to meet the goals ?”
Add Open-Ended Questions
To make sure that the conversation keeps going in the right direction, it’s important to ask questions that are open-ended.
Well, the open-ended questions are those which cannot be answered with a simple yes or no. It takes longer responses and adds information.
For successful debriefing, it’s important to have two-way conversations so it doesn’t end with awkward silence.
With this, you can get better insights and opportunities to have more participants from the team.
Use Variations In Formats For Engagements
Debriefing is not about asking the questions, it’s more than that.
This is why you need to focus on adding the variations in formats that can make you more brain engaged in conversation.
Choose the techniques which can be fun, meaningful, and interactive. It will help in keeping your group engaged and hold their attention.
Keep It Easy To Hear And See
When you are conducting the meetings, make sure it’s easier to see and hear. The ideal way is to conduct the conversation in a circle, so everyone can see and listen to everyone easily.
Not just that, look for the other factors such as the wind and sun, as it can make it difficult for others to listen or see each other.
Also, focus on not adding anything else that can make the team get distracted or find the excuse to look somewhere else.
Add The Neutral Response To Comment
Well, the people tend to develop coping skills as they don’t want to be the stupid one in the team.
Such people don’t join the conversation right away, instead, they wait to get more information and confidence.
However, some people are more initial to respond. There might be some of such people in your team who participate as soon as the meeting starts.
That’s why when you are giving a response like “ Great answer”, “ Exactly right “ etc . this will discourage the other people and they will delay their response. Or chances that they don’t respond at all.
Well, your comments show that the correct answer is already given and there is no need to share their opinion.
That way you should always give a neutral response. Ask for more opinions and thoughts even though you are having the right answers.
Change What Doesn’t Work
There is no hard and fast rule on how you should be conducting the debriefing. That’s why you need to understand what is working for you or what is not.
Change things if it’s not resulting in you any good. Adapt according to what your group is about, it can be different ages, characters, and needs.
The purpose here is not to work with something which is not suitable for you. This will waste time and you don’t get the results you are hoping for.
What Are The Benefits Of Debriefing To Your Team?
Once the project ends, either it gets successful or doesn’t. But what team does after that?
This is an important aspect that helps in determining the outcome of the mission. By debriefing can help in learning and what you achieved from the mission.
However, if the project didn’t work that well, or worse failed. Debriefing becomes crucial even if it’s difficult and uncomfortable to accept the mistakes.
Well with the help of debriefing, you can gain different aspects and benefits. To know more here are some of the benefits you can get.
Helps In Closing The Loop
A debriefing meeting can help you in closing the project officially. It also helps in drawing the final line to the last mission and clear the next one too.
It allows you to close the loop by putting all the mistakes and works you did past behind. The team can learn with this but also it will boost their growth and move on.
Capitalizing The Learning
Debriefing can also help in capitalizing the meaningful learning that can help the team to learn better.
With effective analysis and correct methods, this can be beneficial in preventing the errors in future too.
This can highlight the ways and actions that are repeating over and over again. the team can learn what not to do in the next mission to avoid the same results.
Changing What’s Not Required
When the mission fails, it always highlights the points which didn’t work. Maybe your old method is not working according to the objectives you set to meet.
The business organization might require changes in their way of working to prevent mishaps.
This can help in understanding what caused the mission failure and what needs to change. The major benefit of Debriefing is that you can find the root cause.
Dig Deeper To What Didn’t Worked
It’s not just about what made the mission fail, and what went wrong but it goes deeper than that.
It looks behind the superficial causes that show if it was luck or there is something extremely wrong in the root level.
When the root problems are not addressed, it digs much deeper and the loss becomes recurring which makes the organization suffer.
With the debriefing, the team, as well as the company, understand what are the main reasons which improve the core level.
Important Lessons Learned
It can help in learning specific and actionable lessons that the team requires to learn. This helps in upgrading the other development program, plans, training as well as steps taken for future planning.
With this, the team, as well as the organization, can improve their working, and make themselves efficient to grow and get more success rate.
Simple Approach And Rapid Improvement
You get continuous improvement through the debriefing. When the company adapts to the culture of debriefing, they start conducting the debriefing after their missions regardless of what size or long it was. It can be an individual or company
The lesson learned from every mission helps in decreasing the size of a learning curve. Also, it adds the experiences that help in taking better decisions and preventing mistakes.
Develop Learning And Openness Culture
Debeeriing includes the group, it’s not just about individual learning from their mistake but it affects the group. With this, the team members learn from each other as well as themselves.
Also, it focuses on the conversation regarding what went wrong. It analyses the aspects that failed the project instead of who caused it. Debriefing is also rankless and nameless
This encourages self-identification and areas where improvements are required. Not just it includes the team members but also the team leaders.
This helps in creating the culture of learning, being honest and open with each other. It affects team building and brings them closer to perform better.
Development In Leadership
Since the debriefing is not about the team members but the team leaders too, this helps the leaders to learn and improve the ability of their qualities that they want from a team.
With this, they can nurture their leadership trait. Apart from this, it eliminates the gap created between the team leaders and the team members by giving them an open environment where they can have conversations.
Frequently Asked Questions
The productive debriefing lasts for 10 minutes to several hours. It depends on the size as well as the scope of the event or the projects. However the optimal is 30 to 60 minutes as it is considered ideal.
Depending on the nature of work, for example, you can ask the team to defer a week so they can figure out about what worked and what didn’t in their project.
Well doing debriefing too frequently can diminish the value and fail the purpose. The team requires the time to understand what they did, but also the time to implant it.