innotech - real-world agile porjects: how to structure your meetings

Authored by Darrel Raynor, PMP, MBA

Managing Director, Data Analysis & Results, Inc.and the Data Analysis & Results Team

www.DataAnalysis.com DARaynor@DataAnalysis.com

Knocking the Stupid Out of ™

Real-World Agile Projects: How To Structure Your Meetings

An Agile & Integrated ™ Approach Seminar!

AGENDA• Introduction & Why Meetings?• The 6 (or 4 & 2 halves…) Types of Agile

Meetings

1. Sprint (Iteration) Planning2. Task Planning

3. Daily Stand Up

4. Collaboration

5. Demo

6. Retrospective• Takeaways!

Introduction & Expectations

I. IntroductionsII. Why Meetings?III.Planning Your Meeting

Processes Pays Off Big Time...IV.Takeaways You Will Come Away

With Today

IntroductionsFacilitator & Primary Author of

Agile & Integrated ™ Business Analysis, Project Management, and Leadership Courses and Consulting

ServicesDarrel A. Raynor, PMP, MBAPresident/CEO, Data Analysis & Results, Inc.Director, St. Edward’s PE Project Management, Business Analysis, & Leadership Programs

Author of the forthcoming book, "Agile & Integrated Project Management™

- Knocking the Stupid out of ™ Project Management"

Agile & Integrated Project Management, A&I PM are trademarks of Data Analysis & Results, Inc.

Unanticipated Offer: High-Powered Intern/Temp!Trained in:

•Project Management•Business Analysis•ITIL

PM/BA/Lead for Technology Projects•Infrastructure, Networks, MCSE•Software Dev•Any type of Tech

Want to hear more? See me after...

Why Meetings?Even in Agile, people have to talk...

Meeting of the minds!

Persuasion to buy into processes and commit to using & honing

processes

Remove blockers, predict & get ahead of issues & sponsor asking for

help and advice

Planning Your Meeting ProcessesPays Off Big Time

•Too Many Tasks & Priorities•Too Many People to Please•Talkers vs. Quiet Ones…•Runaway Meetings•Low Value Meetings•Missed Expectations•Take Too Long

What about Meetings drives you crazy?

Document Best Practices→ Reduce Duplication ←

WEDIAKPO2! TM

•Create All Documents at start of project•*No Versions•No Meeting Minutes•No Email w/Content•No Email Attachments•Update Documents in Meetings•Traceability•Robust set of Project Logs

I ™ B

*Except baselines...

[Vote for WEDIAKPO2!™ as bonus topic if we have time at end…]

Agile: Quick Visual

A&I™ Best Practice

I.Why Meetings Are Importantto Plan, Document Processes, & Hold

II.How To Plan & Negotiate the 6 (or 4 & 2 halves…) Agile Meetings

III.How To Motivate People & Hold Productive Agile Meetings

Takeaways

The 6 (or 4 & 2 halves…)

Types of Agile Meetings1. Sprint (Iteration) Planning2. Task Planning3. Daily Stand Up4. Collaboration5. Demo6. Retrospective

Sprint (Iteration) Planning

Sprint (Iteration) Planning1st Iteration (Sprint)

• Start with prioritized list of features And Processes• Estimate using Planning Poker or any other method that works for

you• Use ROM (Rough Order of Magnitude) preferably L, M, H

Each Iteration Including 1st Sprint• Estimate New Features And Processes, Defects, Changes• Ensure Priority Set considering Estimates

2nd Iteration through Last Iteration• Use Rolling Average of Hours/L, M, H to increase accuracy without

increasing time or hassle[Vote for Rolling Average as bonus topic if we have time at end…]

Sprint (Iteration) PlanningEvery Iteration

•Ensure Right People (Product Owner/Business Analyst/Customer), (Developers/Testers/IT), (Scrum Master/Project Manager/Lead)

•Ensure Priority Set considering Estimates

•With your ‘Bucket of Hours’ in mind, Select, not Commit, to the number of Features/Stories/Items from the top of your Product Backlog that ‘fit in your Bucket’...

•Move them to your Task Backlog

[Vote for Bucket of Hours as bonus topic if we have time at end…]

Task Planning

Task Planning•Ensure Right People (Product Owner/Business Analyst),

(Developers/Testers/IT), (Scrum Master/Project Manager/Lead)

•Discuss Each Feature/Story/Item and break it down into all Tasks needed for 100% completion including testing/migration/turnover…

•Estimate using Planning Poker or any other method that works for you

•Use ROM (Rough Order of Magnitude) preferably L, M, H

•With your ‘Bucket of Hours’ in mind, Commit, to the number of Tasks from the top of your Task Backlog that ‘fit in your Bucket’...

Cast a Wide Net

Make sure you take into account

all formal and your informal activities too!

Daily Stand Up

Daily Stand UpI. Set Aside Time to meet, Daily, full

team 11 minutes or less - Blocks, Issues, Will Work, Did Work...

II. Book 45 Minutes just in case someone needs you to Collaborate...

III.Force yourself to Stick to Time every Daily Meeting

[Vote for Daily Meeting Process as bonus topic if we have time at end…]

Collaboration

Collaboration•Any team member may request to

meet with 1-2 people on their topic(s)

•Formally after Daily Stand Up Meeting, and really any other time

•Bake Requested Collaboration Meetings into your estimates, remember they may not be called by you!

•Scrum Master owns scheduling, but need not always attend

Demo•Everyone is from Missouri(Show Me, don’t tell me…)

•Code is run•Documents are shown•Tables/Config are shown•Test Results are shown & possibly walked through

“I can’t show you” is simply not acceptable

Retrospective

RetrospectiveMeeting to improveTemplates & Process

Soooooo…Don’t talk about anything you are unwilling to document in either a

Template or a Process…

Then update your Templates & Processes one at a time

Tools to House Your Process

Simple and inexpensive (some even free) tools to help you:

•Microsoft Office•Google Docs / Google Drive•Microsoft SharePoint• Jira•Asana•Rally• Microsoft Project•LinkedIn•EverNote, OneNote•and many more...

WEDIAKPO2!Everything Online

No Handwritten Papers,Stickies, Lists

Multiple Device Access, Always

Business Analysis & Business Skills Courses

For Austin courses https://seupec.secure.force.com/pmtx For information on Data Analysis & Results

www.DataAnalysis.com

Project Management Courses

Attend our next PM/BA Preview for a more in-depth lookPlus Project Management & related Consulting & Staff

Placement

Increase Your WorthVote for the below as I call them out...

• WEDIAKPO2!™

• Rolling Average• Daily Meeting Process• Bucket of Hours• ? Your Suggestion

*Of course, contact us!

A&I™ Best Practice

I.Why Meetings Are Importantto Plan, Document Processes, & Hold

II.How To Plan & Negotiate the 6 (or 4 & 2 halves…) Agile Meetings

III.How To Motivate People & Hold Productive Agile Meetings

Takeaways

A&I ™ Courses & SupportResearch & Register Courses

https://seupec.secure.force.com/pmtx

A&I ™ Consulting & Course Information onwww.DataAnalysis.com or Contact

Info@DataAnalysis.com

Consulting: Contact us for customized, lean, project consulting

512-850-4402 / Info@DataAnalysis.com

To subscribe to The Management Advisor™ blog/column see website or visit

http://www.TheManagementAdvisor.net/

The 6 (or 4 & 2 halves…)Types of Agile Meetings

1. Sprint (Iteration) Planning2. Task Planning3. Daily Stand Up4. Collaboration5. Demo6. Retrospective

The 6 (or 4 & 2 halves…)Types of Agile Meetings

1. Sprint (Iteration) Planning2. Task Planning3. Daily Stand Up4. Collaboration5. Demo6. Retrospective

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