Playbook

Use this play for initiatives where people need to stay aligned and adapt as work moves. The main outcome is steady progress, fewer surprises, and clear next steps after each cycle. Most teams use a 1-to-2-week cycle. 

What it is

This play is a simple cycle of planning, doing the work, sharing updates, and reflecting on what to improve.

At the start of each cycle, the team decides what work to take on, how big it is, and who will do it. During the cycle, team members share progress and raise issues early so the team can respond quickly. At the end, the team reviews what worked, what did not, and what to change next time. 

View full size image of An example whiteboard shows work tasks in three stages: planning, work and updates, and work completed.

This creates a steady rhythm of work and feedback. Over time, the team gets better at estimating work, staying aligned, and adjusting as needed.

Use this play for work that needs shared planning and regular coordination. You can start with one initiative and expand from there. Do not use it for very small efforts where people are already working closely and do not need added structure. 

How to use it

Who you'll need

• One facilitator or person responsible for this work
• Everyone doing the work 

What you'll need

• A list of initiatives, problems to solve, or work items
• Time for planning and reflection
• A simple place to capture notes, decisions, and feedback 

Steps

1. Plan the cycle.

   • Start by describing the work in plain language. Break large work into smaller pieces the team can finish in one cycle.
   • Choose a cycle length. Many teams use 1 to 2 weeks. Use the shortest time that still feels workable.
   • Meet as a team to decide what work to take on and who will do it. Do not try to get this perfect. You will improve over time. 

   A simple pattern:

   • Meet once at the start of the cycle to plan the work
   • Choose a small, realistic set of items to complete 

2. The work.

   Team members work on what they agreed to. Stay in touch and raise issues early so the team can adjust.

3. Share updates.

   • Set a regular time for short updates. This could be daily or a few times per week.
   • In each update, each person shares:
     • What they finished
     • What they are doing next
     • What is getting in the way
   • Use these updates to unblock work and adjust plans if needed.

   A simple pattern:

   • Short, regular check-ins (often 10 to 15 minutes)
   • Focus on progress and blockers, not detailed discussion 

4. Reflect and adjust.

   • At the end of the cycle, meet as a team to review the work. Talk about:
     • What went well  
     • What did not go well  
     • What to change next time  
   • Capture a small number of improvements to carry into the next cycle.

   A simple pattern:

   • One short meeting at the end of the cycle  
   • Agree on 1 to 3 changes to try next time 

You're done when

• The team has completed planning, work, updates, and reflection for one cycle.
• The team has a clear record of what was completed, blocked, or moved forward.
• The team has agreed on what to start, stop, or keep doing next cycle.
• The next cycle can begin with a clearer plan than the last one.

Resources

• Kanban board (SharePoint example) (City staff only)
  A board-style list to track work across stages. Use it to manage tasks and move work forward over time.
• Digital whiteboard (reflect and adjust) (City staff only)
  A Microsoft whiteboard for team reflection. Use it to review what worked, what didn't, and plan changes together.
• Document (reflect and adjust) 
  A simple document to guide reflection. Use it to write down what worked, what didn't, and next steps on your own or with a team.