[{"data":1,"prerenderedAt":761},["ShallowReactive",2],{"/en-us/blog/how-we-used-gitlab-to-automate-our-monthly-retrospectives":3,"navigation-en-us":37,"banner-en-us":464,"footer-en-us":481,"Sean McGivern":726,"next-steps-en-us":740,"footer-source-/en-us/blog/how-we-used-gitlab-to-automate-our-monthly-retrospectives/":755},{"_path":4,"_dir":5,"_draft":6,"_partial":6,"_locale":7,"seo":8,"content":16,"config":27,"_id":30,"_type":31,"title":32,"_source":33,"_file":34,"_stem":35,"_extension":36},"/en-us/blog/how-we-used-gitlab-to-automate-our-monthly-retrospectives","blog",false,"",{"title":9,"description":10,"ogTitle":9,"ogDescription":10,"noIndex":6,"ogImage":11,"ogUrl":12,"ogSiteName":13,"ogType":14,"canonicalUrls":12,"schema":15},"How we use GitLab to automate our monthly retrospectives","How one engineering team is using GitLab CI to automate asynchronous retrospectives, making collaboration across four continents a breeze.","https://res.cloudinary.com/about-gitlab-com/image/upload/v1749670529/Blog/Hero%20Images/automate-retrospectives.jpg","https://about.gitlab.com/blog/how-we-used-gitlab-to-automate-our-monthly-retrospectives","https://about.gitlab.com","article","\n                        {\n        \"@context\": \"https://schema.org\",\n        \"@type\": \"Article\",\n        \"headline\": \"How we use GitLab to automate our monthly retrospectives\",\n        \"author\": [{\"@type\":\"Person\",\"name\":\"Sean McGivern\"}],\n        \"datePublished\": \"2019-03-07\",\n      }",{"title":9,"description":10,"authors":17,"heroImage":11,"date":19,"body":20,"category":21,"tags":22},[18],"Sean McGivern","2019-03-07","\n\nAs an [Engineering\nManager] at GitLab I spend most of\nmy working day using GitLab for a variety of tasks – from using [issue boards](https://docs.gitlab.com/ee/user/project/issue_board.html) for team assignments, [epics](https://docs.gitlab.com/ee/user/group/epics/) for tracking longer-term initiatives, and [todos](https://docs.gitlab.com/ee/user/todos.html) and notifications to manage my own workflow.\n\nWe also use GitLab in a number of unconventional ways, so I wanted to share with you one interesting use case we've been experimenting with.\n\n[Engineering Manager]: https://handbook.gitlab.com/handbook/engineering/management/\n\n## GitLab stage group retrospectives\n\nEach [stage group](/stages-devops-lifecycle/) at GitLab has its [own retrospective], which then feeds into the\n[GitLab-wide retrospective] we have for each monthly release.\n\n[own retrospective]: https://handbook.gitlab.com/handbook/engineering/management/group-retrospectives/\n[GitLab-wide retrospective]: https://handbook.gitlab.com/handbook/engineering/workflow/#retrospective\n\nThe [Plan team](https://handbook.gitlab.com/handbook/engineering/devops/dev/plan/) is fairly widely\ndistributed: we have people on four continents, and only two members of the team\nare even in the same country as each other. We wanted to try [asynchronous\ncommunication] wherever possible, so we used GitLab issues for [our\nretrospectives], too.\n\nA quick note on terminology: we say [team] to refer to a manager – like me – and\ntheir reports. We say [stage group] to refer to the people who work on a\nparticular [DevOps stage], even across multiple teams. The Plan stage group is\neven more widely distributed.\n{: .note}\n\n[team]: https://handbook.gitlab.com/handbook/company/structure/#team-and-team-members\n[stage group]: https://handbook.gitlab.com/handbook/company/structure/#stage-groups\n[DevOps stage]: https://handbook.gitlab.com/handbook/product/categories/#devops-stages\n[asynchronous communication]: https://handbook.gitlab.com/handbook/communication#internal-communication\n[our retrospectives]: https://gitlab.com/gl-retrospectives/plan/issues?label_name[]=retrospective\n\n## Automating retrospective issue creation\n\nCreating the retrospective issue was fast, but adding links to notable\nissues that we shipped or that slipped was time consuming and\ntedious. In the spirit of [xkcd 1319], I decided to automate it, so I\ncreated the [async-retrospectives] project. This project makes\nretrospective issue creation a hands-off process:\n\n[xkcd 1319]: https://xkcd.com/1319/\n[async-retrospectives]: https://gitlab.com/gitlab-org/async-retrospectives\n\n1. It uses [scheduled pipelines] to create an issue on the 1st of each\n   month. As our [development month] runs from the 8th to the 7th, this\n   is a little early, but it allows the team to jot down any thoughts\n   they have while they are still working on the release.\n\n   ![](https://about.gitlab.com/images/blogimages/how-we-used-gitlab-to-automate-our-monthly-retrospectives/scheduled-pipelines.png){: .shadow}\n2. The issue is created using the standard [GitLab API], using a [protected\n   variable] to hold the credentials.\n3. When we create the issue, we use [quick actions] to add the correct\n   labels and due date in a convenient way. (This is also possible\n   without quick actions, but quick actions are more convenient for me\n   personally.)\n4. Another scheduled pipeline runs on the 9th of each month to update\n   the existing issue's description with the lists of issues (slipped,\n   shipped) I mentioned above.\n\n   We make our retrospectives public after we conclude them, so you can see this\n   in action on the [11.8 Plan retrospective]:\n\n   [![](https://about.gitlab.com/images/blogimages/how-we-used-gitlab-to-automate-our-monthly-retrospectives/11-8-plan-retrospective.png){: .shadow}][11.8 Plan retrospective]\n\n[scheduled pipelines]: https://docs.gitlab.com/ee/ci/pipelines/schedules.html\n[development month]: https://handbook.gitlab.com/handbook/engineering/workflow/#product-development-timeline\n[GitLab API]: https://docs.gitlab.com/ee/api/\n[protected variable]: https://docs.gitlab.com/ee/ci/variables/#protected-variables\n[quick actions]: https://docs.gitlab.com/ee/user/project/quick_actions.html\n[11.8 Plan retrospective]: https://gitlab.com/gl-retrospectives/plan/issues/22\n\nI only intended this for use in Plan, but a nice thing about a company where we\n[give agency] to people to solve their problems is that people like me are able\nto try out things that might not work globally, like this.\n\nAs it happened, it's also been [picked up by other teams and groups]. We\nconfigure the creation in a [YAML file], just like GitLab CI is configured, to\ntry to make it as easy as possible for other managers to contribute and set this\nup for their team.\n\n[give agency]: https://handbook.gitlab.com/handbook/values/#give-agency\n[picked up by other teams and groups]: https://gitlab.com/gitlab-org/async-retrospectives/merge_requests?state=merged\n[YAML file]: https://gitlab.com/gitlab-org/async-retrospectives/blob/master/teams.yml\n\n## Our experience running asynchronous retrospectives\n\n### What works\n\nWe've had a lot of positive experiences from these asynchronous\nretrospectives. In particular:\n\n1. No one is disadvantaged because of their time zone. If we had a video call\n   with our time zone spread, we'd have some people on that call in the middle of\n   their night, or missing out completely.\n2. Because they are written down from the start, and because comments in GitLab\n   are linkable, we can very easily refer to specific points in the future.\n3. Also, because they are written down, the comments can include links to\n   specific issues and merge requests to help other people get the same context.\n\n### What needs improvement\n\nAsynchronous retrospectives aren't perfect, of course. Some of the downsides\nwe've noticed are:\n\n1. Video calls are simply better for some things. In particular, the discussion\n   does not flow as smoothly in text as it can in a verbal conversation.\n\n   We also conduct our [engineering-wide retrospective] in a [public video\n   call], so we retain some opportunity for synchronous discussion.\n2. Similarly, team bonding is slower in text than in video calls.\n3. Participation can be lower if it's something you don't have to do right now,\n   but can always defer to a later date. We are continually [looking for ways to improve\n   this].\n\nOver all, we don't intend to go back to video calls for retrospectives,\nand we're really happy with the results. You can see all public\nretrospectives from the teams and groups at GitLab in the [GitLab\nretrospectives group on GitLab.com].\n\n[engineering-wide retrospective]: https://docs.google.com/document/d/1nEkM_7Dj4bT21GJy0Ut3By76FZqCfLBmFQNVThmW2TY/edit\n[public video call]: /2017/02/14/our-retrospective-and-kickoff-are-public/\n[looking for ways to improve this]: https://gitlab.com/gitlab-org/async-retrospectives/issues/12\n[GitLab retrospectives group on GitLab.com]: https://gitlab.com/gl-retrospectives\n\nPhoto by [Daniele Levis Pelusi](https://unsplash.com/photos/Pp9qkEV_xPk?utm_source=unsplash&utm_medium=referral&utm_content=creditCopyText) on [Unsplash](https://unsplash.com/search/photos/automation?utm_source=unsplash&utm_medium=referral&utm_content=creditCopyText)\n{: .note}\n","engineering",[23,24,25,26],"CI/CD","collaboration","inside 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