Bring a short timeline
Choose a specific launch, handoff, or difficult week. Gather the original plan, two or three turning points, and the actual result. At the meeting, agree on what happened before discussing why. Make room for what worked and should happen again. AHRQ’s guide to team debriefing also asks teams to review successful actions and opportunities for improvement without assigning blame.
Leave with an agreement you can check
Suppose a neighbouring team receives work without acceptance criteria and sends it back for clarification. For the next five handoffs, the sender records the criteria in the work item and the receiver confirms them before starting. Two weeks later, the project lead compares returns with the previous five handoffs and the team decides whether to keep the agreement.