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Meeting Reflection Template

Exchange learning experiences and introduce fresh perspectives to promote team growth and development.

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About the Meeting Reflection Template

Meeting reflections provide your team with a chance to discuss how they approach their work. The Meeting Reflections Template creates a space for meaningful conversations where team members can express their thoughts, feelings, and the reasoning behind their work—going beyond basic project management tasks.

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What is a Meeting Reflection?

A meeting reflection is a session led by "learners," where team members share stories or experiences with the rest of the team. The learner can either present a topic or story, followed by a Q&A, or the session can be set up as a live, interactive question-and-answer session between the learner and the team.

Typically, one team member assumes the role of the learner and shares a recent experience that could benefit the group. The rest of the team actively listens, asks questions, and makes connections between the learner's experience and their own work, aligning it with broader business values or initiatives.

When to Use the Meeting Reflection Template

A meeting reflection is useful for exploring how your team acquires new skills, documenting key observations, and identifying ways to build on those skills for future growth.

Use the template when team members want to share insights about a client’s business, an internal initiative, or problem-solving techniques. It’s also a great opportunity to recommend valuable resources like books, podcasts, or movies.

These reflections encourage colleagues at all levels to actively participate in each other’s professional development and foster a culture of continuous learning.

How to Use the Meeting Reflection Template

To get started, add the Meeting Reflection Template to your board and follow these steps to personalize the session:

Start with an Icebreaker
Begin with an icebreaker to set a relaxed and creative tone. Encourage unstructured communication to help everyone get comfortable and connect with one another.
Have the "Learner" Share Their Experience
Ask the learner to share what they've recently learned. While they present, encourage the team to jot down observations on sticky notes. These can be categorized into grids (e.g., “what have you missed?”) to guide follow-up questions and deeper insights.
Respond with Questions, Observations, or Advice
After the learner’s presentation, ask each person to share an observation or a question to further explore the story. Specific feedback leads to better insights. Nominate a note-taker to capture the key points and keep the discussion on track.
Decide on Follow-Up Actions
Conclude by having the note-taker summarize the session. The learner can add any final thoughts. As a team, decide if there are any follow-up actions or ideas worth exploring further. You might also consider scheduling future meetings to give others a chance to share their experiences, turning this into a regular practice for team-building and knowledge sharing.