Template type - Lean Coffee

What is Lean Coffee?

Originating in Seattle in 2009, Lean Coffee combines lean thinking with informal, participant-driven discussions. This format is simple: attendees propose topics, vote on them, and then discuss each in priority order within set timeframes.

It promotes focused conversations and maximizes the efficient use of time.

Setting up the Lean Coffee template

Access the Template

1. Navigate to your Team dashboard.

2. Click on START A RETROSPECTIVE or + or navigate to the RETROSPECTIVES tab.

3. Select LEAN COFFEE from the list of STANDARD templates.

4. Set the meeting context. Define the purpose or theme of the session to guide topic suggestions.

   

Run your meeting

• Icebreaker

• Start with a light activity or question to create a warm, welcoming environment.

• This helps participants feel comfortable and ready to contribute.

  Examples:

• “What’s one small win you had this week?”
• “If our last sprint was a weather pattern, what would it be?”

• Welcome

  • Introduce the purpose of the session and highlight the value of open, constructive, feedback.
  • Share the retrospective structure and any key topics or themes you’d like the team to focus on.
  • Remind everyone of the format, time expectations, and participation roles.

• Open actions

  • Quickly review any action items from the previous retrospective.
  • Discuss what’s been completed, what’s still in progress, and anything that needs to be carried forward.

  • This helps create accountability and sets the stage for a productive session.

    
    

• Brainstorm

• To Discuss (Topics the team wants to explore) – Ideas, questions, concerns, or themes that participants would like to bring up for group discussion.

  Encourages everyone to add topics that matter most to them, ensuring the agenda is built by the team.

• In Progress (Currently being discussed) – The top-voted topic moves here for active discussion.

  Keeps the conversation focused, time-boxed, and transparent about what’s being tackled right now.

• Discussed (Items already covered) – Topics that have been explored and wrapped up.

  Provides a clear visual trail of what the team has worked through, helping maintain momentum and accountability.

• Group

  • Group similar items together to identify common themes and streamline the conversation.
  • Use TeamRetro’s AI grouping tool or group ideas manually by dragging and dropping.

• Vote

  • Have participants vote on the most relevant or impactful items across categories.
  • Set a vote limit to help prioritize discussion.
  • The most-voted items automatically appear at the top.

• Discuss

  • Review the top-voted items from each category.
  • Ask follow-up questions to dig into why these points matter to the team.
  • Facilitate conversation around opportunities, improvements, and next steps.
  • Use the PARK feature for ideas you want to revisit later.
  • Document Action Items and use AI-suggested actions when needed.

• Review

  • Convert key insights into actionable steps.
  • Assign responsibilities and due dates.
  • Document any team agreements or decisions made.

• Close

  • Summarize Key Takeaways: Recap the main points discussed with AI summaries and the agreed-upon actions.​
  • Express Gratitude: Thank the team for their openness and participation.​
  • Plan Next Steps: Schedule the next retrospective and encourage continuous reflection.
  • Download and Share Reports: with any absent users or interested stakeholders for a quick summary.