Introduction to RoleModel Software: Pioneers in Custom Software Solutions

RoleModel Software, with over 25 years in custom software development, serves industries like healthcare and manufacturing. Known for their dedication to quality and craftsmanship, their team includes skilled developers and designers at all experience levels. Guided by values of character, collaboration, and craftsmanship, RoleModel Software is committed to excellence as it builds solutions that enhance client operations and stand the test of time. Their commitment to continuous improvement drove them to seek tools that enhance their processes and empower their teams to deliver high-quality software.

Mitch Fernandez is an executive leader with over 25 years of experience in strategic planning, technology management, and innovation across diverse sectors, including technology, government, and biotechnology. Known for driving operational excellence and strategic growth, Mitch excels at leading large, complex organizations and fostering a culture of continuous improvement. With a forward-thinking approach and a talent for bridging technical and non-technical communication, he is recognized for his integrity, vision, and collaborative leadership.

Here is their story…

Before adopting TeamRetro, we faced several challenges that prompted us to seek out a better solution for our retrospectives and team health tracking. First, we wanted to ensure consistency across all our projects by conducting regular retrospectives, ideally one every two weeks. Retrospectives are critical to our process, as they allow us to reflect, learn, and improve, but ensuring this cadence across all teams was a challenge.

In addition, we were looking for a way to gather meaningful metrics about project health. Collecting team feedback through a structured, reliable, and insightful process was key for us, and we needed something that could handle this systematically.

TeamRetro’s Team Health Check feature allowed us to run quick surveys, providing a pulse on how our teams felt about aspects like communication and workload.

Another significant factor was cost. We wanted a solution that provided all the features we needed but at a more competitive price compared to other tools we had evaluated. Finding a tool that was cost-effective without sacrificing functionality was important for us as a company with multiple projects and team members.

Moreover, we wanted a tool that was engaging and enjoyable to use, not just another checkbox in the process. Retrospectives should allow teams to express their thoughts openly; a dull or cumbersome tool could inhibit participation.

TeamRetro’s interactive and intuitive design made the retrospective process both fun and insightful, enhancing team engagement.

Finally, ease of use—both internally and with our customers—was a top priority. We needed a tool that was simple enough for our internal teams to adopt without extensive training, but also easy for our clients to interact with during joint retrospectives. TeamRetro struck that balance by offering an interface that was accessible to all, from project managers to external stakeholders. This user-friendly experience encouraged full participation and made our retrospectives more effective overall.

In summary, our primary challenges were maintaining consistent retrospectives, collecting valuable team metrics, finding a cost-effective and user-friendly solution, and ensuring the tool was fun and easy to use for both internal teams and customers. TeamRetro addressed all of these challenges seamlessly.

We discovered TeamRetro through a simple Google search. At the time, we were using another tool for our retrospectives, but we found that it didn’t align with our budget over the long term. We needed a solution that offered similar functionality but at a more affordable price, especially as our team scaled. This led us to TeamRetro, which immediately stood out due to its more cost-effective pricing plans.

Cost wasn’t the only factor, though. One of the things that really impressed us was how TeamRetro matched—and in some cases exceeded—the features we were accustomed to. We were pleased to find that TeamRetro offered the same key capabilities for running retrospectives, including structured templates, anonymity options, and easy-to-use interfaces. It gave us everything we needed without having to sacrifice any of the functionality we had come to rely on.

Beyond the tool itself, TeamRetro’s customer support played a big role in our decision. From the very beginning, their team was responsive, attentive, and willing to listen to our specific needs. In fact, after we started using the tool, we made a feature request, and not only did TeamRetro take it seriously—they actually implemented it. This level of customer care and responsiveness is rare and was a significant factor in solidifying our decision to not only stick with the tool but also to upgrade our plan to take advantage of even more features.

We chose TeamRetro because it was cost-effective, packed with all the features we were used to (and more), and backed by excellent customer support.   

The responsiveness of their team, especially in implementing customer feedback, made us feel like we were more than just users—we were partners in the development of a tool that continues to help us improve our retrospectives.

Our process for retrospectives is structured, methodical, and designed to ensure that we get the most out of every session. While we already had a process in place before adopting TeamRetro, the tool has not only supported this process but has also enhanced it in meaningful ways.

We begin each retrospective with a custom 10-question health check. This has become a crucial part of our process because it allows us to take a snapshot of team morale, project challenges, and general well-being at the start of each session. The health check results are seamlessly transformed into project metrics that align with the historical data we’ve collected, giving us a way to track progress over time and identify areas that may need attention. TeamRetro’s built-in health check feature has been an invaluable tool for collecting this information efficiently.

While we initially enjoyed using the icebreaker feature to help team members feel comfortable and ease into the retrospective, we’ve recently opted to streamline our meetings and have paused using this feature. That said, we found the icebreakers to be excellent, and we may consider reintroducing them in the future as time permits.

The core of our retrospective is where TeamRetro really shines. We like to mix things up, so we regularly switch between different retrospective templates to keep things fresh and engaging for the team.

The flexibility of rotating through different templates keeps retrospectives fresh and engaging, tailored to our team’s evolving needs.

TeamRetro offers a wide variety of retrospective templates, so it’s easy to find something that fits the specific needs of each session. Whether we want to focus on what went well, opportunities for improvement, or even more creative approaches, the tool provides plenty of flexibility.

Once we’ve selected a template, we begin by spending 5 minutes allowing each team member to write down their comments, with anonymity maintained to ensure everyone feels comfortable sharing openly. TeamRetro’s anonymity feature is crucial for fostering honest feedback and participation.

Afterward, we move into a comment-grouping phase. While the team is free to group comments manually, we often take advantage of the AI-driven feature that helps organize related comments quickly and accurately. This has been a huge time-saver for us.

Next, we spend a few minutes voting on which topics to prioritize for discussion. The voting feature in TeamRetro allows us to quickly identify the most pressing issues.

Once the voting is complete, we focus on the top three topics, discussing each for around five minutes. The built-in timer helps us stay on track, but we allow flexibility if the team agrees that a particular topic requires more time.

While some team members find the timer a bit loud and obnoxious, we’ve taken a lighthearted approach to this. We’ve turned it off for the most part but occasionally use it when we want to gently nudge people into finishing quickly. It’s become more of a running joke within the team, and we’ve adapted our use of it to suit our style.

During these discussions, we use reactions and comments to engage further and add action items in real-time. This way, we can immediately begin to address the issues raised during the retro.

At the end of the retrospective, we review the action items we’ve created and then rate the retrospective itself using TeamRetro’s built-in rating feature. We conclude by downloading the session summary as a PDF and sharing it directly to the project’s Slack channel, ensuring that everyone stays informed and accountable.

Something we’ve recently identified as an area for improvement is reviewing open action items at the start of each retro. While we haven’t been consistent in doing this, we plan to experiment with it to close the feedback loop more effectively.

TeamRetro provides a structured yet flexible framework that aligns perfectly with our process, making our retrospectives smoother and more productive.

The tool’s customizable templates, AI-driven features, and integration with our communication channels have made our retrospectives smoother, more productive, and more engaging for everyone involved.

Our team has experienced several key benefits from using TeamRetro that have improved both the retrospective process and our overall workflow.

One of the most important benefits we’ve seen is the consistency in how we collect project health metrics. By using the health check feature at the start of each retrospective, we now have a clear and regular way to track key indicators across all of our projects. This has made it easier to spot trends, identify potential issues early, and ensure that we stay on top of the overall health of our teams and projects.

Rather than just identifying problems, we’re now consistently coming up with ways to address them, which has increased the effectiveness of our retrospectives.

Next is the ease of use. This means that no time is wasted figuring out the tool, and everyone can focus on sharing valuable insights and feedback.

The fact that TeamRetro serves as a shared platform has also been a significant advantage. It creates a central hub for our retrospectives, where all team members can contribute, see each other’s feedback, and stay aligned on action items. This shared space ensures consistency and keeps everyone on the same page, both during the retrospectives and afterward, as we review progress.

Retrospectives have also become a powerful platform for problem-solving. We frequently use these sessions to identify challenges, brainstorm potential solutions, and then put those solutions into action. This proactive approach has led to measurable improvements in our projects and processes. Rather than just identifying problems, we’re now consistently coming up with ways to address them, which has increased the effectiveness of our retrospectives.

Additionally, TeamRetro has had a positive impact on team dynamics. Although our team doesn’t typically have a lot of grievances or complaints, the retrospectives have created a safe and open environment where everyone feels comfortable sharing their thoughts and challenges. Team members know their voices will be heard and that their concerns will be taken seriously. This has fostered a culture of trust and transparency, which is vital to maintaining a healthy and productive work environment consistent with our core values.

The ability to identify and address problems in real-time has been a standout benefit with TeamRetro, making our retrospectives proactive and action-focused.

Having a dedicated space for tracking and referencing action items means that nothing is forgotten or overlooked. Team members can easily revisit these items in subsequent retrospectives, ensuring accountability and follow-through.

The feedback from both team and leadership on TeamRetro has been overwhelmingly positive, especially for its cost-effectiveness and user-friendly experience.

We have encountered a few minor technical issues, such as when two people try to update the title for a group of topics simultaneously, this creates a conflict. That said, these issues are rare and haven’t significantly disrupted our workflow. TeamRetro’s robust features have allowed us to navigate these minor hiccups with ease, and we’re confident that future updates will only improve the experience.

The platform has also helped to enhance team camaraderie. We use retrospectives not just to tackle problems but also to celebrate our successes. TeamRetro gives us the opportunity to congratulate ourselves when things go well, and we even engage in some friendly teasing, which lightens the mood and makes the retrospectives something the team looks forward to. This balance between addressing serious topics and having fun has made the retros more engaging and has brought our team closer together.

On the more positive side, one feature that everyone loves is the ability to use reactions. It’s a simple but effective way for the team to engage during discussions, adding a layer of fun and interactivity to the retros. It’s these small touches that make the retrospectives more engaging and dynamic, helping to break up the more serious discussions with moments of levity.

Leadership, in particular, has been pleased with the results. They are glad to see that we’re conducting retrospectives on a regular basis and that we’ve been able to do so in a cost-effective manner. The consistency of the retros, enabled by TeamRetro, has provided valuable insights into our projects and teams that leadership appreciates.

From a customer perspective, TeamRetro has given them insight into how we work and has provided a valuable opportunity to address any problems they’ve encountered.

Including customers in our retrospectives through TeamRetro has strengthened our client relationships by fostering a collaborative and transparent atmosphere.

This level of transparency has strengthened our relationships with clients and has fostered a collaborative atmosphere where both parties work together to continuously improve the project.

Looking ahead, we aim to build on these successes by continuing to refine our process and deepen our engagement with both our teams and our customers. We’re excited about the possibilities that TeamRetro offers and are confident that it will continue to play a crucial role in helping us achieve our goals of consistent improvement, stronger collaboration, and a more engaged team.

Overall, TeamRetro has helped us streamline our retrospectives, promote transparency, and ensure that problems are addressed promptly, all while keeping the process simple and efficient for everyone involved.

When it comes to running retrospectives and health checks, my top piece of advice is to establish consistency. Teams may initially resist frequent retros, but once it becomes a habit and part of the standard approach to project management, people not only get used to them, they sometimes even start looking forward to them. Retros become an opportunity for team members to share their thoughts openly and get things off their chest, knowing they’ll be heard.

One area of mixed feedback has been the frequency of the retrospectives. Some team members question whether having retros every two weeks is necessary, especially when there isn’t much to discuss. However, leadership and I agree that the regular cadence is valuable. Even on quieter weeks, having the retrospective on the calendar ensures that we’re ready to address issues when they do arise, and it creates a sense of preparedness across the team.

The key is to make retrospectives a regular occurrence, not something you run only when issues arise. If you’re always waiting for a reason to hold a retro, you’ll end up reacting to problems rather than proactively managing your projects. Having a consistent cadence helps you stay ahead of potential issues and fosters continuous improvement.

To keep things fresh, take advantage of the features that TeamRetro offers. Using Icebreakers and reactions adds an element of fun, which helps teams engage more fully. Respect team members’ privacy by keeping comments anonymous; this encourages more open and honest feedback. At the same time, make sure to guide the team on the purpose of the retrospective—it’s not just for addressing problems but also for celebrating wins and accomplishments.

Don’t be afraid to mix things up by rotating through different retrospective templates. If you have a specific reason to use a particular template, go for it—but also familiarize yourself with the options so you can keep the retros interesting and aligned with your team’s needs. Creating custom templates and health checks tailored to your organization is another way to ensure the retros are meaningful. By asking the right questions, you can generate insights that matter and help your teams grow.

It’s also essential to stay consistent with health checks. By using the same set of questions across projects, you’ll be able to compare results over time, identify trends, and truly gauge how your teams and projects are evolving. And don’t forget about the importance of internal and customer-facing retrospectives—both play a valuable role. For internal retros, consider setting up a separate team to keep sensitive discussions private. We use one team for all of our internal retros to save on costs, but this setup works well for us, as we can still maintain confidentiality.

Lastly, take full advantage of TeamRetro’s integrations, like Slack, to share results efficiently. Always share the findings from each retro and health check with the team—it keeps everyone informed and accountable. If you ever need to close a team, be sure to export and download your results for historical reference, so you don’t lose valuable insights.

Consistency, engagement, and variety are the keys to running successful retrospectives with TeamRetro, leading to meaningful improvements in our projects.

RoleModel Software’s experience demonstrates how TeamRetro can help teams enhance their retrospective process, engage participants, and streamline project health tracking—all while staying budget-friendly. If you’re ready to see how TeamRetro can make a difference for your team, start your journey with TeamRetro today.

Try TeamRetro today to transform your retrospectives!