teamsuccess.io

Team Plays

Adapted from the Atlassian Team Playbook.

Manage risk

Risk RegisterDocument, assess, and track risks before they become blockers.
60 min
  1. Brainstorm risksEach person silently lists every risk they can think of for the project.
  2. Group and deduplicateCluster similar risks together and remove duplicates.
  3. Score likelihood and impactRate each risk on a 1–3 scale for both dimensions.
  4. PrioritiseFocus on high-likelihood, high-impact risks first.
  5. Assign ownersEvery risk on the register has one person responsible for monitoring it.
  6. Define mitigation actionsFor each priority risk, agree on the steps that reduce likelihood or impact.
  7. Review regularlyCheck the register at every sprint review or project milestone.
Dependency MappingMake cross-team and cross-system dependencies visible before they delay delivery.
60–90 min
  1. List work itemsCapture everything the team needs to deliver in the planning horizon.
  2. Identify dependenciesFor each item, ask: what do we need from another team or system before we can start?
  3. Map the connectionsDraw links between dependent items on a shared board.
  4. Find the critical pathIdentify which chain of dependencies is longest — that's your schedule constraint.
  5. Flag risksHighlight dependencies with unclear owners, missing agreements, or tight timing.
  6. Negotiate handoffsSync with dependent teams to confirm timing and agree on interfaces.
  7. Track throughout deliveryReview the dependency map at each planning cycle and update it as things change.
Pre-mortemImagine the project has already failed — then prevent it.
60 min
  1. PrepCreate a board with columns for threats and strengths.
  2. Set the stageAsk the team to imagine the project has gone wrong — or gone well.
  3. Brainstorm10 minutes of silent individual sticky note writing.
  4. GroupCluster similar ideas together.
  5. Vote on threatsThree votes each to prioritise the biggest risks.
  6. Vote on strengthsThree votes each to prioritise the most important success factors.
  7. Discuss10 minutes on each top item — develop mitigation strategies.
  8. Assign actionsEvery action item gets an owner and a deadline.
Incident Post-mortemLearn from what went wrong without assigning blame — then fix the system.
60–90 min
  1. Prep the timelineBefore the session, reconstruct a factual timeline of the incident from logs and notes.
  2. Set the blameless normOpen with a reminder: the goal is to understand the system failure, not who failed.
  3. Walk the timelineReview the sequence of events together and fill in any gaps.
  4. Identify contributing factorsUse Five Whys to find root causes — technical, process, and communication failures.
  5. Celebrate what workedNote every decision that contained or shortened the incident.
  6. Define action itemsFor each root cause, agree on a concrete fix with an owner and a deadline.
  7. Publish the reportShare the post-mortem openly so the whole org can learn from it.
Escalation PolicyDefine how and when issues get escalated so decisions don't stall.
45 min
  1. List decision typesIdentify the categories of decisions the team regularly encounters.
  2. Define thresholdsFor each type, agree on what conditions trigger escalation.
  3. Map escalation pathsDocument who to contact at each level — team lead, manager, exec.
  4. Set response time expectationsAgree on how quickly each level should respond.
  5. Document and shareWrite it up, put it somewhere accessible, and walk new team members through it.
  6. Test itRun a dry run with a hypothetical scenario to confirm everyone knows the process.

Align work to goals

OKRsDefine what you want to achieve and how you'll know you got there.
60–120 min
  1. PrepShare the OKR framework and gather existing goals, roadmaps, and metrics beforehand.
  2. Define objectivesBrainstorm what the team wants to achieve this period — outcomes, not outputs.
  3. Set key resultsEstablish 3–5 measurable outcomes per objective.
  4. Create a scoring rubricDefine monthly milestones so 'on track' is unambiguous.
  5. Assign ownersDesignate someone responsible for tracking each key result.
  6. Review monthlyScore progress, document what moved, and explain why.
Vision CreationCreate a shared picture of where the team wants to go.
90 min
  1. PrepShare relevant context, strategy documents, and customer insights beforehand.
  2. Brainstorm individuallyEach person writes their version of the future state.
  3. ShareEach person presents their vision in 2 minutes.
  4. Find common themesIdentify what appears across multiple visions.
  5. Draft togetherCo-write a single vision statement the team can rally around.
  6. Stress-testCheck it against your team's current work and customer needs.
  7. CommitDocument the vision and use it to evaluate future decisions.
Goals, Signals & MeasuresGet from vague ambitions to specific, measurable success criteria.
60–90 min
  1. Set the stageConnect the project to the team's broader mission.
  2. Brainstorm goalsIndividually generate possible goals on sticky notes — focus on outcomes.
  3. PrioritizeSort goals into No / Maybe / Yes and pick the top three.
  4. Define signalsIdentify meaningful leading indicators of progress for each goal.
  5. Set measuresDefine specific, quantifiable success criteria for the planning horizon.
  6. Wrap upConfirm alignment and establish how you'll track and report progress.
DACIGet clear on who drives, approves, contributes, and is informed.
30–60 min
  1. Prep the documentSet up a DACI template in a shared tool.
  2. Assign a DriverOne person owns gathering input and running the decision meeting.
  3. Assign Approver and ContributorsIdentify who has final say and who advises.
  4. Add Informed partiesList everyone affected who should know the outcome but not decide.
  5. Document optionsFill in background, data, and all alternatives being considered.
  6. Gather input and decideShare with the team, explore all options, then make the call.
  7. Assign follow-upGive every next step an owner.
  8. Share the outcomeCommunicate the decision and reasoning to all parties.
Roles and ResponsibilitiesSurface mismatches in who owns what before they cause problems.
60–90 min
  1. PrepExplain the play to the team in advance so everyone arrives ready.
  2. List rolesEach person writes their role(s) in the shared document.
  3. Own responsibilitiesEach person lists their top 3–5 responsibilities.
  4. Guess teammates' responsibilitiesWrite your understanding of what each colleague owns.
  5. ClarifyReview feedback on your own role and accept or push back on what others listed.
  6. Fill gapsIdentify responsibilities that fall between or outside existing roles.
  7. Align and documentUpdate the shared document with agreed assignments.
Trade-off SlidersMake quality constraints explicit so scope decisions stop being arguments.
45–60 min
  1. List constraintsIdentify the key quality attributes for this project — scope, time, quality, cost, etc.
  2. Position privatelyEach person places sliders before anyone reveals their choices.
  3. Reveal and compareDisplay everyone's positions and discuss where they differ.
  4. NegotiateWork toward team consensus on where each slider sits.
  5. DocumentRecord the agreed positions and use them as a reference for future scope decisions.
Stakeholder Communications PlanPrevent surprises by designing your communication strategy upfront.
30–60 min
  1. PrepCreate a table documenting the project name, goals, and communication strategy.
  2. List stakeholdersIdentify contributors (active in the work) and beneficiaries (affected by the outcome).
  3. Fill the tableSpecify each stakeholder's information needs, preferred channel, and update frequency.
  4. Set up channelsAdd contacts to your project management tool and create a dedicated communication channel.
  5. Open the channelAnnounce the initiative and clarify how stakeholders should engage.
Network of TeamsMap how teams depend on each other and surface gaps before they become blockers.
60–90 min
  1. Map your teamIdentify your team's goals, work outputs, and key interfaces.
  2. Identify connectionsList every team that gives you inputs or receives your outputs.
  3. Build the networkVisualise who depends on whom — use a shared whiteboard.
  4. Spot gaps and tensionsFind unclear handoffs, missing connections, and duplicated effort.
  5. Agree on normsEstablish how cross-team collaboration will work at each connection point.
  6. Follow upSchedule regular touchpoints with key partner teams.
Priority MappingGet team consensus on what to work on first.
45–60 min
  1. List everythingCapture all tasks, features, or initiatives on separate cards.
  2. Set up the gridDraw a 2×2 matrix — commonly Impact vs. Effort.
  3. Map collaborativelyPlace each card on the grid together and discuss where people disagree.
  4. FocusStart with high-impact, low-effort items.
  5. DocumentRecord the final map and communicate priorities to the team.

Plan & track work

Project KickoffAlign everyone on why this project exists before the work starts.
60–90 min
  1. Identify rolesConfirm who is the sponsor, lead, core team, and stakeholders.
  2. Draft vision and missionWrite a destination statement the team can rally around.
  3. Sponsor welcomeHave the sponsor open the meeting with context and why this matters.
  4. Set ground rulesAgree on how to collaborate and make decisions together.
  5. IcebreakerRun a short activity to focus and connect the group.
  6. Refine statementsBreak into groups to sharpen the vision, then reconvene and vote.
  7. Recap next stepsAssign someone to maintain the project poster and summarise commitments.
Project PosterOne page that captures what you're building, why, and how you'll know it's done.
30–60 min
  1. Define the goalWrite one clear statement of what success looks like.
  2. List stakeholdersIdentify who is affected and who has decision authority.
  3. Document backgroundCapture what led to this project and why it matters now.
  4. Describe the approachOutline how the team will work and what constraints apply.
  5. Set measuresAgree on how you'll know it's done — specific, checkable criteria.
  6. Commit to milestonesEstablish key checkpoints and review dates.
  7. Review togetherShare the draft with all stakeholders and get written alignment.
Working AgreementsMake implicit norms explicit so the team can actually follow them.
90–120 min
  1. Facilitator prepCreate a template and share it before the session.
  2. Team prepEach person contributes preferences on hours, channels, feedback style, and personal context.
  3. Leader prepDraft the communication channels and escalation process sections beforehand.
  4. Set the stageOpen with purpose, ground rules, and a round of introductions.
  5. Edit communication channelsAlign the team on how and where to communicate.
  6. Define meeting normsAgree on when to meet synchronously vs. async.
  7. Refine escalationReview the leadership draft together and adjust until the team agrees.
  8. Plan for updatesAgree when and how to revisit these agreements.
Team PosterA one-page snapshot of who the team is and what they're working toward.
60 min
  1. Gather inputsCollect team goals, values, and roster beforehand.
  2. Write the missionDraft one sentence on why this team exists.
  3. List the teamAdd names, roles, and how to reach each person.
  4. State your goalsDocument three to five outcomes for the current period.
  5. Share itPost the poster where it's visible to the team and stakeholders.
  6. Revisit quarterlyUpdate it when goals, people, or priorities change.
Stand-upsKeep everyone aligned without burning time on a status meeting.
15 min daily
  1. Same time, same place15 minutes maximum, every working day.
  2. YesterdayEach person shares one thing they completed.
  3. TodayEach person shares one thing they'll work on.
  4. BlockersEach person flags anything stopping their progress.
  5. Park itMove any detailed discussions to a separate call — protect the time box.
Weekly Team UpdatesKeep everyone informed with async updates instead of a status meeting.
15–30 min to write
  1. Choose a formatPick a simple template — what happened, what's next, blockers.
  2. Schedule itPick a consistent day and time so the team knows when to expect it.
  3. One author per updateRotate or assign a single person to write each week.
  4. Keep it briefOne short paragraph per area — resist the urge to over-report.
  5. Make it asyncPost to a shared channel; don't read it aloud in a meeting.
  6. Act on blockersThe update's purpose is to surface issues, not just report status.
Page-Led MeetingsReplace slide decks with a written page that everyone reads first.
45–60 min
  1. Write the pageDocument the context, decision, or discussion topic before the meeting.
  2. Distribute in advanceSend to all attendees at least 24 hours ahead.
  3. Start with silent readingBegin the meeting with 5–10 minutes of quiet reading.
  4. Discuss, don't presentSkip the slides and go straight to questions and decisions.
  5. Document outcomesUpdate the page with decisions and action items in real time.
  6. Close with next stepsEnd with clear owners and due dates.
User ManualHelp teammates understand how to work with you before friction builds.
60 min
  1. PrepShare the user manual template before the session so people can complete it in advance.
  2. PresentEach person walks the group through their manual — 5–10 minutes each.
  3. Q&ATeam asks clarifying questions about preferences and working styles.
  4. SaveStore all manuals in a shared space everyone can access.
  5. RevisitAgree to update manuals whenever circumstances or preferences change.
Icebreaker ActivitiesBuild early trust and connection in a new or reformed team.
10–15 min
  1. Pick the right activityMatch the icebreaker to the group size and context.
  2. Keep it short10–15 minutes maximum — protect the agenda.
  3. Go firstThe facilitator participates to model openness.
  4. Make it low stakesAvoid anything that could feel embarrassing or overly personal.
  5. Connect it to workChoose prompts that reveal something relevant to how you'll collaborate.
  6. Debrief brieflyNote anything surprising and link it to the session ahead.
Capacity PlanningMake sure the work actually fits in the time available.
60 min
  1. List all upcoming workCapture every task and project for the planning period.
  2. Estimate effortAssign rough time estimates to each item.
  3. Map availabilityDocument each person's available hours for the period.
  4. AllocateAssign work items to people based on available capacity.
  5. Spot gapsIdentify overloaded people and unassigned work.
  6. RebalanceAdjust scope or assignments to fit realistic capacity.
IT Project PosterA lightweight brief that aligns business and technical stakeholders on IT initiatives.
30–60 min
  1. State the problemOne clear sentence on what's broken or missing.
  2. List stakeholdersIdentify business owners, technical leads, and affected users.
  3. Document constraintsCapture budget, timeline, compliance requirements, and dependencies.
  4. Define successMeasurable criteria for a successful delivery.
  5. Outline the approachHigh-level plan and key technical decisions.
  6. Track progressSchedule regular reviews against the poster throughout delivery.
End-to-End DemoShow the whole experience, not just the feature you built this sprint.
60 min
  1. Define scopeDecide what workflow the demo covers and who needs to see it.
  2. Write a user scenarioCreate a realistic story that exercises the full end-to-end flow.
  3. RehearseRun through it once internally to catch gaps and rough edges.
  4. PresentWalk stakeholders through the complete experience live.
  5. Capture feedbackNote questions and reactions during the session.
  6. Assign follow-upsGive every open item an owner and a due date.
Complex Software ProjectsNavigate large, multi-team software efforts with high uncertainty and many dependencies.
Ongoing
  1. Map the complexityIdentify all teams, systems, and dependencies involved — make it visible.
  2. Decompose ruthlesslyBreak the project into independently releasable slices.
  3. Assign clear ownershipEach slice has one team and one decision-maker.
  4. Define integration pointsDocument every API, handoff, and shared assumption upfront.
  5. Set a short feedback cycleRelease something real every two weeks, no matter what.
  6. Run weekly cross-team syncs30 minutes maximum, focused on blockers only.
  7. Review and adaptHold a lightweight retrospective at every major milestone.

Solve problems

RetrospectiveReflect on what happened and agree on what to improve next.
90 min
  1. Set the toneOpen with a reminder that this is about improvement, not blame.
  2. Gather feedbackCollect what went well and what didn't — use 4Ls, Sad/Mad/Glad, or open discussion.
  3. Find patternsLook for recurring themes across the feedback.
  4. Create action itemsConvert insights into concrete changes with owners and deadlines.
  5. CloseThank the team, recap commitments, and end on time.
Health MonitorGet an honest read on how the team is doing across eight dimensions.
90 min
  1. PrepShare the eight team health attributes with the team before the session.
  2. Rate privatelyEach person rates each attribute: Green / Amber / Red.
  3. RevealDisplay all ratings simultaneously and discuss where ratings diverge most.
  4. Celebrate greensAcknowledge what the team is genuinely doing well.
  5. Focus on reds and ambersChoose 1–2 attributes to actively improve this sprint.
  6. Agree on actionsAssign concrete steps with owners and a review date.
Problem FramingDefine the real problem before jumping to solutions.
45–60 min
  1. PrepSet up a four-quadrant board (who, what, why, where) and share relevant data.
  2. Set the stageClarify that the goal is to understand the problem, not solve it.
  3. Brainstorm10 min to add ideas across all four quadrants.
  4. Write the problem statementCraft one concise statement covering who is affected, what the problem is, why it matters, and where it occurs.
Five WhysKeep asking why until you reach the root cause.
30–45 min
  1. Define the problemWrite one clear problem statement the whole team agrees on.
  2. Ask whyIdentify the immediate cause of the problem.
  3. Ask why againDig one level deeper into that cause.
  4. Keep goingRepeat until you reach the root cause — typically around five levels deep.
  5. Address the rootDesign a fix that targets the actual cause, not a symptom.
  6. DocumentRecord the chain of whys and assign an owner to the fix.
Disruptive BrainstormingGenerate more and better ideas by deliberately disrupting your thinking.
90–120 min
  1. PrepSet a brainstorming theme and prepare Disrupt cards.
  2. Set the stageEmphasise quantity over quality — all ideas are valid.
  3. Brainstorm (round 1)Two groups generate as many ideas as possible in 10 minutes.
  4. CutEach group silently removes non-viable ideas from the other's list.
  5. DisruptSwap one member between groups; each team draws a Disrupt card.
  6. Brainstorm (round 2)Generate ideas guided by the Disrupt card.
  7. Cut againRemove weak ideas from the other group's list.
  8. Final roundSwap members, draw new cards, brainstorm one more time.
  9. Final cutMake aggressive cuts — keep only the strongest ideas.
Mind MappingExplore a topic visually and surface connections you didn't expect.
45 min
  1. Central topicWrite the main subject in the centre of a blank canvas.
  2. First branchesAdd main themes radiating outward from the centre.
  3. ExpandBranch each theme into sub-ideas and connections.
  4. Free-associateKeep adding without filtering — quantity first.
  5. ReviewStep back and look for unexpected patterns and connections.
  6. PrioritiseIdentify the strongest branches for follow-up action.
Learning MatrixA structured retrospective that focuses on what to carry forward.
60 min
  1. Set up the gridFour quadrants: Did Well / Learned / Ideas / Action Items.
  2. Silent brainstorm10 minutes for everyone to add sticky notes to each quadrant.
  3. GroupCluster similar items together as a team.
  4. VotePrioritise the most important items in each quadrant.
  5. ActionAssign owners and deadlines to the top action items.

Understand your users

Customer InterviewLearn what customers actually experience — not what you assume they do.
60–90 min
  1. PrepDefine scope, recruit participants, and prepare your interview questions.
  2. HousekeepingWelcome the customer, get recording consent, assure confidentiality.
  3. Warm-upAsk easy questions to build rapport.
  4. Core questionsRun through the main interview script while staying flexible for follow-ups.
  5. Observer questionsLet silent observers ask deeper reflective questions.
  6. Flip itGive the customer space to ask your team questions.
  7. CloseThank them and arrange follow-up if needed.
  8. DebriefHuddle immediately after to capture key insights while they're fresh.
Customer Journey MappingVisualise the end-to-end experience from the customer's perspective.
90–120 min
  1. Define the personaAgree on which customer segment you're mapping.
  2. Identify stagesList the main phases of their experience with your product or service.
  3. Map touchpointsDocument every interaction in each stage.
  4. Add emotionsNote how the customer feels at each touchpoint.
  5. Spot pain pointsHighlight where the experience breaks down or creates friction.
  6. Find opportunitiesIdentify where small improvements would have the biggest impact.
  7. PrioritiseAgree on which improvements to tackle first and assign owners.
Empathy MappingGet inside the head of your user before you design for them.
60–90 min
  1. PrepareSelect personas and set up empathy map templates.
  2. Set the stageBrief the team on the goal and review shared information about the personas.
  3. DemoWalk through an example persona to show the process.
  4. Fill the mapsSmall groups complete empathy maps for their assigned personas.
  5. PresentEach group shares their map and top insights.
  6. Next stepsIdentify actionable insights and assign follow-up tasks with owners.
Experience WalkthroughWatch a real user navigate your product — without stepping in to help.
60 min
  1. RecruitInvite a user or customer to walk through a specific task.
  2. ObserveWatch without intervening, guiding, or reacting.
  3. Take notesRecord every hesitation, error, and moment of delight.
  4. DebriefAsk open-ended follow-up questions about what they felt and thought.
  5. SynthesiseGroup insights by theme and prioritise the top improvements.
SparringGet honest, structured feedback on work-in-progress before it ships.
45–60 min
  1. PrepShare work materials in advance and set up a feedback document.
  2. Set the stageDescribe your work, goals, audience, and how the feedback will be used.
  3. Gather feedback10 minutes of written comments on strengths and areas to improve.
  4. DiscussReview feedback themes together as a group.
  5. Wrap upThank participants and share your next steps and timeline.

Make AI part of the team

AI Solo BrainstormingUse AI to get unstuck and organise your own thinking — before involving the team.
75 min
  1. Create your working pageSet up a document for the problem or project you're stuck on.
  2. Record your thoughts aloudTalk through the problem for 10–15 minutes using a video or audio tool.
  3. Ask AI to organisePrompt an AI tool to structure and summarise what you said.
  4. Edit with your own judgmentRefine the AI output — remove the generic parts and add your context.
  5. Decide what the draft drivesDetermine what you'll do with the polished page next.
  6. Make it a ritualIdentify when this workflow will help you gain clarity again.
AI Team KickoffSet shared norms for how AI fits into the team's actual way of working.
60 min
  1. Share contextBrief the team on the AI tools available and what they can do.
  2. Map opportunitiesIdentify where AI could assist current workflows and reduce friction.
  3. Agree on normsEstablish when and how AI will be used — and when it won't.
  4. Choose a pilotPick one low-risk use case to try together first.
  5. Set a review dateSchedule a follow-up to evaluate what's working and adjust the norms.
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