User story mapping facilitators toolbox

Story Mapping Workshop - in an Agile Hoshin Kanri Manner
Facilitator’s Guide

Purpose & Alignment
❖ share a common vision for the next release

❖ set up the user stories for each teams

❖ highlight and challenge dependencies

❖ valid working agreement between
development and business

❖ consolidate program roadmap

Agenda (to stay “agile”, time/duration may vary, depending on demand)
Monday

January 30th
Tuesday

January 31st
Wednesday

February 1st
Thursday

February 2nd
Friday

February 3rd
Morning

9.00 – 12:30
8-9:30

Welcome & Organizing

(by Pierre Neis & Scrum Masters)

9:30 -10:00

Ice Breaker: Count to 33

9-9:30

Daily Standup (team)

(by Scrum Master)
9-9:30


(by Scrum Master)
9-9:30


(by Scrum Master)
Program Roadmap

(by Pierre Neis, Scrum Masters &
Visual Recording)

• Building our joint Roadmap for
the first release.

• Understanding dependencies
and impediments

• Roles, Tasks & Responsibilities
11-12:30

Draw How to Make a Toast Game

Story Mapping &
Grooming on Team level
Story Mapping &
Story Mapping &
Afternoon

13.30 – 18:00
Kick Off (by Managers)

Visioning / Definition of
Done for Go-Live

On Theme/team level (by
Story Mapping &

Story Mapping &
Roadmapping &
Dependencies on Team
Level
13-15:00

Program Roadmap

(by Pierre Neis, Scrum Masters &
Visual Recording)
Consolidated

Visioning / Definition of
Done for

17:30-18:00

Scrum-of-Scrum

(by Pierre Neis)

16:30-18:00

Scrum-of-Scrum /
Status / Retro
remaining 2 days

(by Pierre Neis)
17:30-18:00

Scrum-of-Scrum

(by Pierre Neis)
13-15:00

Wrap-Up

(Finger-)food & Drinks
All
Theme/Team Level
ONLY HIGH LEVEL AGENDA HERE. TEAMS ARE FREE TO USE THEIR OWN WITHIN THE MAIN AGENDA CONTAINER

Before Start
Welcome & Organizing (8:00 – 9:30)
Arriving & Setting Up the Stage
Who What
Pierre Main Room
Pierre –Check the videoprojector
TBD –Check for coffee etc
Each Scrum Master Team Room
–Put the posters on the walls
–Put pens, paper etc available
Ice Breaker: Count to 33 (9:30 – 10:00)
Who What
Pierre Main Room
DAY 1

Getting Inspired
Draw How to Make a Toast Game (10:00 – 12:00)
Who What
Pierre Main Room
Each Scrum Master
`- Ensure that everyone has paper, pen and sticky notes
- co-facilitate by supporting
DAY 1

Welcome & Kick Oﬀ
Welcome (13:30 – 14:00)

Introduction & Welcome
Kick Oﬀ (14:00 – 14:30)

❖ Pierre introduce the Scrum Masters Team
❖ Scrum Master raise up their Hand when spelling their name
❖ Pierre give the Agenda of the Bootcamp and how we will proceed:
❖ Agenda will be draw on a poster (so people can see progress)
❖ Rules of the “game” will be draw on posters
DAY 1

The visioning workshop (14:30 – 16:00)
1.Who: each Scrum Master of each team
2.Scrum Masters are setting up the teams:

❖ existing teams + BPO + Experts
❖ PROCESS:
❖ The Scrum Master are attending their dedicated team location
❖ They invite the team and their stakeholders to join
3.Once everybody is installed, ask this question to start the conversation: « THINK WE ARE NOW JANUARY 1ST
2018 AND WE WENT LIFE. AT YOUR TEAM LEVEL WHAT MEANS « DONE FOR GO LIVE»?
1. TIME BOX: 1 hour
2. PROCESS:
1. use the paper board to start drawing or writing the DoD (the use of sticky notes also welcome) by collecting the individual guesses (15 min),
2. then consolidate the outcome all together (30 min),
3. then refine and validate (15 min).
3. Delivery: 1 poster of team’s Definition of Done (see Definition-of-Done board in appendix)
4. TIP: the « Draw Toast Game » should be an inspiration for this activity. Ensure that team dynamic is kept safe.
4.Debrief and Summarise
DAY 1SCRUM MASTERS
TO FACILITATE

Consolidated Visioning / Deﬁnition of Done (16:15 – 17:30)
Every single team will show the result of their own Deﬁnition-of-Done

• Use the “Definition-of-Done” poster
• Show & Tell in front of all the attendees (can be hold in front of team´s space)
• An explain the WHY
Audience can ask questions to clarify the vision (Pierre or team´s Scrum Master will facilitate this)
When all team are passed, then ask to build a “single vision for the solution” in a collective manner. (Pierre to
facilitate)

• Expected outcomes

• Dependencies
• Alignment of a common purpose (vision)
• Conversation
• Needs facilitation to avoid interferences
DAY 1
SCRUM MASTERS
TO FACILITATE

Daily Stand Up (9:00 – 9:30)
Debrief on yesterday´s work: what happened yesterday?

• Review roughly the day before
• Did you like it? Capture feelings and feedbacks
• How could we do better? Gather improvements
Explain agenda of the day: that´s the plan of today
DAY 2
SCRUM MASTERS
TO FACILITATE

Story Mapping & Grooming on Team level (9:30 – 17:30)
Based on the Deﬁnition-of-Done at team level

1. Broaden the scope from looking at one user: who is
going to use the solution?
2. Allocate a User Role for available Business People
3. Ask by example: As Olaf what functionality to you need
to reach the Definition-of-Done or the Vision we co-
created?
❖ Outcome: ex. as Olaf I need a solution than does this so that I can do that (it´s an user story)
❖ Alternative: use the stories the team can provide and refine them
4. Put all the User stories on a wall and try to find
common attributes
5. Re-organize the stories
6. Verify that all stories have at least 3 acceptance
criteria: if more than slice the story into sub-stories
7. If a Story as sub-stories, this story is called an Epic.
DAY 2
SCRUM MASTERS
TO FACILITATE

Scrum-of-Scrum (17:30 – 18:00)
Debrieﬁng in a SoS mode:

• Each team has 2 people coming to explain (Scrum Masters to ask who is willing to represent the
team):
• What has been done during the day?
• What is blocking progress?
• What dependencies has raised up? (Dependencies are collected in the Dependency Board – Patrick to lead here & facilitate to
ensure adequate follow up of dependencies solving activities)
• What they plan to do for the next day?
PIERRE OR SCRUM
MASTERS TO FACILITATE DAY 2


DAY 3
PIERRE OR SCRUM
MASTERS TO FACILITATE

Story Mapping & Grooming on Team level  
(9:30 – 17:30)
Continue and Improve the work of Day 2

1. Add missed stories
2. Re-organize the stories
3. Verify that all stories have at least 3 acceptance criteria: if more than slice the
story into sub-stories
4. If a Story as sub-stories, this story is called an Epic.
5. Get the Business Value: use Business Value Board to estimate the business
value with BPOs: each stories should have a different value in an ordered manner
6. Group the epics into Themes
7. Sequence the Themes so that you start to design an initial Roadmap running from one theme to another: ask your
Business PO (customer) what theme is the most valuable.
8. Development Team will analyze the user stories and run a planning poker session (complexity estimation in story
points)
SCRUM MASTERS
TO FACILITATE DAY 3

Scrum-of-Scrum / Quick Retrospective (17:30 – 18:00)
Debrieﬁng in a SoS mode (15 min):

• Each team has 2 people coming to explain (Scrum Masters to ask who is willing to represent the team):
• What has been done during the day?
• What is blocking progress?
• What they plan to do for the next day?
Quick Retrospective (use the Feedback board “Starﬁsh”) (15 min): :

• Ask the audience to push sticky notes on the feedback board (10 min)
• Read loud the results and ask for feedback for the improvements (5 min)
DAY 3
PIERRE OR SCRUM



ATTENTION: THIS WILL BE THE LAST OF THE TEAM LEVEL WORK

REMIND THE EXPECTED DELIVERABLES:

• Team Roadmap
• Dependency Board
• Working agreement
• Definition of Done
DAY 4
SCRUM MASTERS TO
FACILITATE
Team Roadmap
Working Agreement
Dependency Board
DoD Board

Story Mapping & Grooming on Team level (9:30 – 12:00)
• Complete the work left

• Outcome should be made visible as a
Roadmap
SCRUM MASTERS TO
FACILITATE
DAY 4

Roadmapping & Dependencies on Team Level (13:30 – 16:00)
Based on the Roadmap

Highlight all the dependencies showing up (like in the days before)
❖ Indicate the dependency with a red lightning and link the related stories with a thread.
Point of attention

❖ If a dependency is not under team´s roadmap (another team as ex.), create a ticket for the main
Dependency Board
❖ Try to solve as much dependencies as possible and highlight the assumptions
❖ Dependencies which sounds not being solvable during this workshop will take place at the bottom of
the product backlog with the intention to find a solution until the end of the release
SCRUM MASTERS TO
FACILITATE DAY 4

Outcome Fair (16:00 – 18:00)
Fair process:

• At Team´s corner, each team selects 2 representatives to explain the
outcome of their work (Scrum Masters to ask who is willing to represent the team):
• What is the team release plan until 01.05.2017?
• What is the story map?
• What is they working agreement plan?
PATRICK & SCRUM
FAIR



ATTENTION: THIS WILL BE THE LAST OF THE TEAM LEVEL WORK
DAY 5
SCRUM MASTERS TO
FACILITATE

Building the Joint Roadmap (9:00 – 10:00)
Draw a time scale using tape. Make it large enough so that all data can be gathered.

Monthly milestone can be add with sticky notes (has to be removable)

The team bring the developed Team Roadmap and stick it on a wall in main room

• Team members explains how they want to proceed to deliver the solution during
the Release
• Proposition: having 2 representative one from IT and one from Business could
be great.
The next team build its Roadmap on the ﬁrst team

And so on until all the teams have stick their roadmaps.

Ask to review for consistency:

• Is this solution realistic?
• What could we refine here?
PIERRE OR SCRUM

Understanding dependencies (10:00 – 11:00)
Ask the teams to review the “big” roadmap and make all
dependencies visible:

• Use again lightning and threads
• Facilitate the discussion to solve this dependencies
• Improve the roadmap so that the release starts with quick
wins with dependencies starting at mid-release
Review the dependency board :

• Is there dependencies that haven´t been resolved until
now?
• What solution could be found?
• (let people discuss in a grooming / problem solving manner)
PIERRE OR SCRUM
DAY 5

Roles, Tasks & Responsibilities (11:00 – 12:00)
Team representative will show oﬀ the results of their Working
Agreement discussion.

Identify common patterns (Pierre):

• There will be common patterns through the teams and we can
presume that this could be a part of the solution
• Discuss on the exception
• Make hands-up voting to fix the common agreement
• Create a board paper to summarise this global agreement
• Note: scrum organisational matrix should be part of the this
solution
PIERRE OR SCRUM

Review and closing the workshop part & get the Release  
DoD (12:00 – 12:30)
Pierre will ask the audience i.e. Management what is the Deﬁnition-
of-Done for the Release.

Review roughly all the decisions taken as closing agreement.

Explain that this will start by now:
PIERRE OR SCRUM

team level
Business Value Board -
Every User Story has a Business Value (BV).
BV is defined with BPO with ITPO & Dev. Team.
Process:
• Put the 1st US under a number from “999” to “0”, most to less valuable
• Add the other US accordingly so that each US has a single value.
• Once all the stories are sticked on the board you should find a perfect
sequencing
SM to
draw

team level
Team Dependency
Board
This is a central board to share the dependencies
crossing over teams.
Dependencies are highlighted with a lightstorm in
team roadmap and with a red ticket in the
Dependency board.
Process:
• Dependency highlighted in team´s roadmap
• Ticket created in dependency board
• A team member should look at the board to see if a dependency is
related to team´s work and try to find a solution at team level to fix it:
ticket is taken in the team for fix.
• Expectation: dependencies fixed and not only highlighted
SM to
draw

team level
How to work together –
TEAM LEVEL
In this picture, content is given as example.
Poster should be empty and people have to put
sticky notes as suggestion of working agreement.
Process:
• Take time on day 4 to clear up this agreement
• This poster will be show up as team outcome the last day
SM to
draw

team level
Team Mood –TEAM
LEVEL
Daily check in board
Process:
• Names on clothespins
• At daily stand up, people are moving their clothespin on the scale to
indicate their daily mood
SM to
draw

team level
Global Feedback for
Facilitator - CENTRAL
Weather Mood

In the morning all participants are putting a sticky
note on board according personal weather:
• Sunny: I´m fine
• Cloudy: I´m so so
• Storming: I´m angry
SM to
draw

team level
Check out Starﬁsh –
TEAM LEVEL
Daily check out board
Process:
• Team members are giving their feedback with sticky notes at day´s end
• Scrum master collect this information and adapt daily based on this
information
SM to
draw

team level
Deﬁnition of Done
Board – TEAM LEVEL
Building a common Definition of Done
The board is empty of information: given here for
example.
This is a deliverable for Thursday.
SM to
draw

team level
Law of 2 feet
This poster gives the freedom of movement and
drives commitment.
SM to
draw

team level
Whover comes
Another agile rule with the meaning that every voice
is welcome.
SM to
draw

team level
Parking Lot – TEAM
LEVEL
It´s like an impediment list:
• Put all the stuff blocking the conversation
progress
• Fix it at least at the end of the day
SM to
draw

team level
Agenda - Pierre
Agenda should be made available in all team areas.
SM to
draw

DELIVERABLES
BU I L D T H E P RO D UCT V I SI ON
1
GET T H E P RO D UC T D EF IN I T I O N -O F -D O NE
2
COLLECT USER STORIES
3
VALIDATE THAT ALL « USER R OLES » ARE COVERED
4
T E M P L AT E S T O F I L L
3 8

STORY MAPPING WORKSHOP(SUMMARY)
STORY MAPPING (BRAINSTORMING) MEETING.
• Customer, developers, anyone who understands a product’s intended users
• Everyone grabs a stack of cards (provided of through online solution)
• Write role names on cards
• As fast as possible and with no judgment
• No turns
• Place card on table
• Call out role name as you place it
DE FINE THE V ISION
WR I T E RE QU I RE ME NT S I N
U SE R ST O RY F OR M AT
U SE R ST O RI ES ARE
RE FI N ED C OL L EC TIVELY
USER STORIES ARE
SORTED IN A
ROADMAP
STORIES ARE ESTIMATED
IN BUSINESS VALUE
On both team and
project level. This is
called Agile Hoshin
Kanri.
3 9

ORGANISATION ROADMAP
KICKOFF
KICKOUT
1 2 3 4 5
C RO S S P O L LI N AT ION
IMPROVED&ALIGNEDCOMMON
VISION
VIS ION= WH Y? WH EN ?WHO? +
DEFINITION OF DONE
attendee=persona
1
U SE R ST O RI ES
GEN ER AT I O N
As « persona »,
I need… so
that… I can
+ acceptance
criteria
C O MM O N
ATT R I BUT E S
Re-sort the US on
emerging common
attributes
EP I C S
Slice the user stories
and regroup them to
create Epics and not
the other way around.
2 3 GENERATE INITIAL
TEAM ROADMAP
Align Epics on
a timeline and
define the
sequencing
4 GENERATE INITIAL
PRODUCT ROADMAP
All teams brings their
Roadmaps as a piece
from the main. Team
roadmaps should be
improved through to fit
smoothly into main
roadmap.
5
4 0

ORGANISATION ROADMAP
KICKOFF
KICKOUT
VISION
FARNEAR
SOLUTION
A L L T H E M E A L L
SH ARED
VIS ION
T H EM E
VI S I O N
CHALLENGED
VISION
IMPROVED & FINAL
VISION
4 1

COLLECTIVE
VISIONING
WORKSHOP
h o w t o r u n t h e

DAY 1
KICKOFF
KICKOUT
VISION
D AY 1 :
• WA R M U P G A M E ( > T E A M B U I L D I N G )
• « H O W T O D R AW T O A S T » G A M E ( > E X P L A I N H O W W E W I L L P R O C E E D )
• S E T U P T H E P R O J E C T V I S I O N ( > S TA RT W I T H T H E V I S I O N )
WA R M U P +
A G E N D A
D R AW T O A S T V I S I O N I N G
9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00 4 3

DAY 2
KICKOFF
KICKOUT
VISION
D AY 2 :
• G E T T H E T E A M / T H E M E L E V E L V I S I O N
• C O L L E C T F I R S T U S E R S T O R I E S
WA R M U P +
A G E N D A
V I S I O N I N G ( D R AW T O A S T ) S T O RY M A P P I N G
9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00
( ! )
T E A M
L E V E L
O N LY
4 4

DAY 3
KICKOFF
KICKOUT
VISION
D AY 3 :
• C O L L E C T L E F T U S E R S T O R I E S
• R O A D M A P P I N G
WA R M U P +
A G E N D A
S T O RY M A P P I N G R O A D M A P P I N G
9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00
( ! )
T E A M
L E V E L
O N LY
4 5

DAY 4
KICKOFF
KICKOUT
VISION
D AY 4 :
• E X P O S E T E A M R E S U LT S T O O T H E R S T E A M S
• D R AW T H E W H O L E P R O J E C T P I C T U R E W I T H T E A M O U T C O M E S
• C H A L L E N G E T H E I N I T I A L V I S I O N & R E F I N E
WA R M U P +
A G E N D A
R E V I E W S O F T E A M O U T C O M E S I N S P E C T & A D A P T I N I T I A L R O A D M A P, R E S H A P E
9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00
A L L
4 6

DAY 5
KICKOFF
KICKOUT
VISION
D AY 5 :
• R E V I E W T H E C H A L L E N G E D R O A D M A P
• VA L I D AT E T H E I N I T I A L R O A D M A P
• S E L E C T U S E R S T O R I E S T O F I L L T E A M S / T H E M E S P R O D U C T B A C K L O G
• S E T U P A G E N D A F O R N E X T W O R K S H O P ( I N 3 M O N T H S )
• K I C K O U T
WA R M U P +
A G E N D A
R O A D M A P VA L I D AT I O N & P R O D U C T
B A C K L O G C R E AT I O N
P R O D U C T B A C K L O G C R E AT I O N & K I C K O U T
9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 5:00
A L L
4 7

FACILITIES
TEAM WALL IN SQUAD ROOM
TOWN HALL SETUP FOR A DEMO
TEAM ROOMS
Primary team collaboration space with a desk
area, a lounge area, and a scrum room for stand-
ups, Kanban. Lots of wall and whiteboard space
for collaboration
TOWN HALL
Large area with video conferencing facilities for informal,
meetings e.g. lunches, live demos of working software, new tools
and techniques
IMMERSION ROOMS
Customer collaboration
rooms in lieu of a Customer
Lab
IMM ERSION ROOM POLLING CUSTOM ER S
4 9

TOOLS AND LOCATION
1 MAI N R O OM F O R « AL L I N » M EET IN GS
1 R OO M F O R EA C H TE A M
2
2 PAPER ROLLS FOR EACH
TEAMS
3
T E M P L AT E S T O F I L L
1
4 STICKY NOTES
& PENS
5 2 FLIP CHARTS PER ROOM
5 0

W W W. A G I L E S Q R . C O M
Pierre E. Neis
pierreneis@agilesqr.com
5 1
agile

User story mapping facilitators toolbox

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