no team member …

indispensableIn one of the responses in an ongoing discussion in LinkedIn, I saw the following sentence:

no team member should be indispensable. That’s a *team* problem, not an individual’s problem.

The discussion was related to the availability of a team member during a Sprint phase, and the above-mentioned was just one sentence in the lengthy discussion.

It really captured what I’ve tried to portray in an earlier post:
What secret agents can teach us about Project Teams

Many thanks to Paul Oldfield who made this comment

What should I do now? A bedtime story about dialogue mapping

Reblogged from Eight to Late:

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It was about half past eight in the evening a couple of weeks ago; I was sitting at my computer at home, writing up some notes for a blog post on issue mapping.

“What are you drawing?” asked my eight year old, Rohan. I hadn’t noticed him. He had snuck up behind me quietly, and was watching me draw an IBIS map.

Read more… 1,172 more words

Kailash's post on dialogue mapping is excellent. It makes it easy to understand the concept of this technique.I recommend that you take 7 minutes from your busy schedule to read the above mentioned post.

PMBOK or PRINCE2 ... which one is better?

Reblogged from Project Management in Practice:

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I often see debates on project management forums on LinkedIn, blogs and even at the water cooler around the office regarding what project management methodology is best. I have often wondered about the wisdom of such discussions. The two that are always compared are PMBOK (Project Management Body of Knowledge) and PRINCE2 (Projects in Controlled Environments…

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How do I influence to get the desired behaviour?

Reblogged from Project Management in Practice:

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I attended a training by an industrial psychologist Keith McGregor covering topics on why people behave the way they do and how to use strategies to get the outcome that you desire. For the first few hours, I was thinking this is a total waste of time. By the end of the second day, I had changed my mind. While I am still not convinced about the entire content of what was presented, I did take away some strategies to help me get the outcomes I want from my project team members.

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Shoaib Ahmed, a friend of mine who wites an excellent blog on Project Management, wrote a post after he attending a training course given by an industrial psychologist. I really enjoyed the post and want to reblog it here.

How should a “Perfect” Search project be run?

What follows is a post that I recently published on AIIM’s site as an “Expert Blogger”. (The original can be read here)

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How should a “Perfect” Search project be run?

It was Friday evening, and Charlie was meeting his friends for a drink. They all worked in IT and had, between them, years of experience, especially in the area of enterprises and enterprise search, and liked to get together to catch up with what each was doing.

After a few pints and small talk, Charlie said “Guys, what do you all reckon would be the best way to construct a large-scale enterprise search project?”

Martin, who had had quite a lot of experience in this area, looked up and said “The main thing is that you shouldn’t underestimate what is required to get the best from a search investment.”

Charlie nodded in agreement. “But how can we help the client understand what sort of a commitment is needed?”

Ken suggested using an Agile/Scrum approach for the analysis of what the client needed as well as the development of the search UI.

“Hear hear” called out the others. Otis took the chance to follow that up with “you need someone who really understands what search is all about”. Martin glanced at him, and nodded. Otis carried on. “Someone who cares about search metrics, and knows what changes need to be made to improve them.”

Jan chimed in “I agree with you on some points. You‘ve got to make sure that you include all the stakeholders, and also educate the customer. Get everyone in the same room, and start with a big picture, narrowing it down to what is actually required. And, yes, create demo’s of the search system using “real data”. It helps the customer understand the solution better.” “However,” he continued. “I’m still careful about forcing a Scrum approach on a customer that might be unfamiliar with it.”

Stephanus put down his glass. “I’ve just finished a Phase I implementation at a client. The critical thing is to make sure you is that you set the client’s expectations and get buy-in from their technical people. Especially in security and surfacing. And I agree with Jan. There are still a lot of companies that don’t use Agile, or Scrum, at the moment.”

Sitting next to Stephanus was Helge. He began to speak. “There are a few important things. Make sure you’ve got Ambassadors – people who really care, and promote, the project. And ask the important question – ‘How can the search solution support the business so that they can become more competitive?’ It might be necessary to tackle this department by department. Get the business users and content owners together, but as Stephanus just said, don’t forget IT. And also make sure that the governance of the system is considered.

Stephanus smiled. “Yes – the workshop idea is a definite must.”

Gaston, who was sitting next to Charlie, said “An Agile approach has worked for me in the past. Creating prototypes is important. Most clients don’t know what they want until they see something tangible.” “Ok” said Charlie, “how has that worked?”

Gaston continued “Build a small team consisting of  a UI designer, a developer, a search engineer, someone from the IA team, and no more than two of the business users. Having someone there from QA is also handy. Start with a couple of couple of day long workshops to go over project objectives, scoping and requirements gathering. Use one week sprints, and then aim to produce workable prototypes. At the end of the week, schedule a time where the prototype can be demo’d. The point is to get feedback about what is working, and what the goal for the next sprint should be.

Mike, the last one in the group, looked around at everyone, and then back at Charlie, and said. “Charlie – there’s a lot of great advice here. One important thing to remember is that you have to work with the client to ensure that the search solution is part of the strategy. As the others have already mentioned, work with the client and educate them. Getting all the stakeholders together for some common education, collaboration and planning can really go a long ways towards getting the necessary buy-in and commitment needed for a successful project. It also is great for setting expectations and making sure everyone is on the same page.”

Charlie was impressed. He had some pretty smart friends. “Thanks guys. You’ve all had some excellent points. Let me buy you all another round”.

The above “conversation” was all based on a discussion in LinkedIn. (Click here to read it).
Many thanks to the contributors in that discussion who graciously allowed me to write this post:

SCRUMMaster Training – my impressions

In my earlier posts (here, here, or here) you can read how I have recently “discovered” Agile/SCRUM.

Having seen the challenges that can be encountered with the Waterfall, or PRINCE2, model, I am keen to learn more about this alternative approach. To that end, I sent myself off on a SCRUMMaster course.

In this post I want to give my impression of the training course – what was good about it, what worked, what didn’t, and what was wrong with the course.

Before I do, I need to clarify that these are my own opinions and not those of my anyone else that I have regular, or irregular contact with.

Also, please note that I won’t be going into the merits, or shortcomings of SCRUM. I won’t be entering into the “discussion” taking place in the Project Management community surrounding the SCRUM Master Certification. Nor will I be giving a blow-by-blow account of the 2 days.

Course Appraisal

Course Name: Certified ScrumMaster Course

Course Provider: Collabnet – a reasonably large company that specializes in collaboration software development. Agile training is also part of their offerings, and they give courses in multiple locations in North America and Europe.

Good

Training Location

The training course was help in a conference room in a Marriott hotel. This meant that there were excellent refreshments, and a great lunch. (Always an important factor when attending such an event.)

Trainer

For this course, the trainer was Rafael Sabbagh Armony.

I was very impressed with his style of teaching he used. The training material he gave us seemed to be merely a formality as not once did Rafael refer to it. His style was more an interactive one. Through a series of “group exercises” he created an environment of learning through exploration, questioning, and peer-learning.

Obviously, a group exercise is a very contrived event and has very little resemblance to a “real world” equivalent, but in the process of working through the exercise, it encourages one to relate it to other situations (perhaps ones that are based in the real-world). This fostered further questioning, and discussion (both within the group, and within the whole class.

Rafael seemed very knowledgeable in his subject (Agile) and drew upon real-life situations that he had been involved in, when discussing SCRUM, both in answering individual questions, or contributing to one of the many class discussions.

Course Content

On the understanding that the course was focused on a SCRUM Master, and was not an overview of Agile, or even SCRUM itself, I did feel that, at the end of the course, I had a far-better understanding of this Framework.

One interesting thing was that, after registering for the course, I received access to a collection of on-line SCRUM training material. This included a SCRUM quick-reference guide, and a series of training videos, that took me through the fundamentals of SCRUM.

Knowing very little about SCRUM at this point, I found these resources to have a lot of value. It also meant that, during the training course itself, time was spent with “group exercises” (see above), and discussion, rather than going through the basics.

Could be better

Classroom Material

On the first day of the class, we were each given the course notes. These were in color (always helps), but had a thermal bind cover on them. While keeping the pages together in a very tidy fashion, it meant that for you to lay the “book” open fully, you had to damage the spine and binding material.

Bad

Left hand oblivious to what the right hand is doing

While Collabnet describe themselves as “The Leader in Agile Development in the Cloud” they came across as a organization made up of business units that seemed to have absolutely no idea what the other business units were doing. They also didn’t appear to have a coördinated approach to dealing with customers.

My point in case is this: On the 6th of December, I registered, and paid, for this course, and immediately received a confirmation from the department that handles course registration. This was as expected. However, on the 12th of December (less than a week later) I received a promotional e-mail from Collabnet offering me a 40% discount if I “book now!”

I was furious. A 40% discount was quite a lot (especially when I was, indirectly, paying for the course myself). I contacted Collabnet and asked why I wasn’t told about this when I first registered, and requested the same discount. The response I got was a simple “Sorry – we can’t retroactively apply the discount”! Unbelievable! (Maybe I was asking the wrong person, but then I would have expected my e-mail to be forward to the correct person, and to get a response from them.)

And to make matters worse, I still receive “promotional” announcements on a regular basis.

Socially Aware

One would expect any company that is involved with the “Cloud” to be socially aware. They do have a Twitter account (@Collabnet), but seem to use this merely as a “hey – look at us” type of account. I sent out a tweet about the 40% discount “complaint” I had, and even included “@Collabnet”. Did I get a reaction? No. This gave me the impression that Collabnet were not responsive to their customers.

Spelling. Grammar, Images

The training notes were full of typographical errors.

At the time, this did not cause too much concern (My recommendation is to check out something that most businesses that provide material to customers, and the public – a spellchecker. It doesn’t take long to do it, and, in many cases can be initiated by just clicking on a menu item.

The fact that there were many, many spelling mistakes is, in this case, not of too much concern. As I mentioned above, Rafael delivered the course without referring to the notes, and did it in such a way that the real value came from what he was saying, rather than what we were reading.

However, having words incorrectly spelt (especially in your course material) does send a poor message. And it does not take long to run a spell check over the content before “publishing” it.

With regards “images” – I have only one small complaint – make sure the images used don’t cover up the text (especially when they are being used on a page that discusses “transparency”).

Summary

Overall, I was satisfied with the course.

Having the pre-course training material available was excellent. I was really happy with that.

The classroom training, as delivered by Rafael, was also very good. I did not walk away at the end it feeling unsatisfied. The method of delivery was great, Rafael didn’t just “read from the book”

However, the “Bad” points I mentioned are worth thinking about. Collabnet came across as a Big Company that didn’t really care about its little customers.

Working with Global Teams: Not all in the same room

This is part of the Working with Global Teams series

Previous Post: Working with Global Teams: Pesky Time Zones Revisited

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A friend of mine,Shoaib Ahmed, has an excellent blog on Agile, and Project Management. 

He’s based in New Zealand, and as New Zealand is literally so far away from “the rest of the world” (said with a cheeky wink), he has a pretty good idea of some of the challenges that are met when working in a globally dispersed group.

Shoaib’s latest post goes into this in more detail. He mentions things such as time difference, culture, and reporting lines. Click here to read what he says.

Related posts:

 

Different Systems and Different Silos – A Real-life Disaster

What follows is a post that was recently published on AIIM’s site as an “Expert Blogger”. (The original can be read here)

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Different Systems and Different Silos – A Real-life Disaster

Discussions had been going on for months. Plans had been drawn up. Even though the main tasks had been itemized, there was agreement that these would still have to be refined further into the project.

Nothing had been done to assign owners to the tasks, but there was a mutual agreement that whoever could, would work on each task as they saw appropriate.

In any case, the goal, and the timeline, was clear. There was no disagreement there.

Over the weeks, considerable time and resources were committed to working through the various items that made up the project task list, and the necessary information was diligently recorded, and documented.

Progress was regularly reported to the various parties involved. This was done verbally. It involved the person who took ownership of the task describing what had been done, along with what else had to be done, and any impediments that they had encountered. If they felt it was necessary the task “owner” could describe a plan of action to overcome the impediment. The other parties involved could ask for more information, or give suggestions.

Communication was informal, but each party were confident that they were apprised of task activities, and that they knew the status of the project.

Then, one day, everyone involved, got together to “walk through” the progress of the project. This involved visiting the various locations where the tasks were done. It was, essentially, an internal, informal “audit”, and a complete day was scheduled. As is necessary for such an event, all “distractions” were removed. Everyone was asked to turn off their mobile phones, Blackberries, or similar handheld devices. An extended dinner was planned. Everyone had been working hard, and this would allow them to relax, and discuss the results of the audit, as well as talk about whether the project goal was still valid, or whether it needed to be modified.

The walk through of the first task went well. The recorded information was double-checked (obviously by someone other than the task “owner”). Everything looked good. Everyone was happy. The walk-through of the second task (identifying potential candidates for future sub-tasks) also went well.

But then, major issues were starting to appear. And these were not to do with the actual data, or even with the tasks themselves.

It turned out that each party had used their own system for recording information. This meant that the data, although present, was stored in two different systems. And in each case, the data had been recorded in a way that “suited” the person entering it. This meant that there was no “common” structure, and different metadata. And there was no way to simply “merge”, or import, the data from one to the other.

Further to this, because there was no real management of the tasks (as mentioned, it was a very informal process), it turned out that there was a duplication of activities. It appeared that some of the “unassigned” tasks, had been worked on by one party without knowing that others were also working on them. Result – a duplication of data. And, with the data recorded in two disparate systems.

To fix the “problem” would involve deciding which system would be the “master” system, and then manually entering all the data, from the unwanted system, into it. It was going to be a big job, and there was a lot of tension. The elaborate dinner that was planned was called off.

At this point, I turned to my wife, and suggested that the next time we were going to move house we need to make sure that we write everything down on the same notepad, instead of each of us having our own…

Based on true-life events.


Getting from A to B with Kanban

Matthias Marschall made a comment on my post “SCRUM – are there actually any rugby balls to be seen?” where suggested that there is a movement to replace SCRUM with Kanban.

there is a movement to replace SCRUM with Kanban

I plan to look into this more. In fact Matthias  also shared a link with me titled “SCRUM vs. Kanban“. While it is still on my “to read” list, it certainly bought my attention to “Kanban“.

Then today, I saw this cartoon at the blog site of Crisp Consulting, a company that is really into Agile. (I recommend you check out their other blog articles.)

Having looked at this I’ve started wondering….

 

My first impressions of…Scrum

I’ve signed up for a SCRUM course. Yeah – I want to learn more about it…

There is some pre-course “reading” to be done (actually some training videos). Now, I actually like the whole idea of SCRUM. That is – you can’t get users to define all their requirements at the beginning of a project. In the cases of new technology, users don’t know what they want until they see it, so asking them for their “clearly defined” requirements at the beginning means a world of pain once you get further done the line.

So, it was with a lot of enthusiasm that I sat down, and watched the training videos.

While I still agree with the principle of SCRUM, the “names” given to “normal” things, made me smile.

In fact, it made me think of me think of Jordan Bortz’s excellent post “Howto: Create and Promote a new (but popular) Agile Methodology“. In this he takes a slightly irreverent look at this methodology.

Also Software Maestro hit the nail on the head with this one – “SCRUM Master Jar Jar

Other useful links