Addressing Disengagement: How to Run a Value-Driven Virtual SAFe Problem-Solving Workshop
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The importance of the Inspect & Adapt ceremony In SAFe™ cannot be understated. It enables every Agile Release Train (ART) to improve every Program Increment (PI), maintain its overall health and deliver business value. This ceremony is made up of 3 parts: PI System Demo, Quantitative/Qualitative Measurement, and Problem-Solving Workshop. The Problem-Solving Workshop, a two-hour event, where all members of the ART typically participate in person, creates an unparalleled opportunity for people to collaborate and learn across teams. But what happens when, due to public health concerns or other travel limitations, not everyone can be in the same room? Conducting a virtual Problem-Solving Workshop may result in a lack of engagement on the part of participants due to distractions or inability to implement best practices. This could lead to suboptimal outcomes that fail to address the real problems teams need resolved to deliver value. Join us for this action-oriented webinar, where you will learn to do more with less by breaking through the barrier of virtual impediments. In this session, you will learn: *From prep to close, how to convert an in-person Problem-Solving Workshop into an interactive engaging virtual event *Best practices to mitigate the pitfalls and challenges of running a virtual Problem-Solving Workshop *Suggestions for virtual collaboration tools and activities to conduct the workshop successfully
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Addressing Disengagement: How to Run a Value-Driven Virtual SAFe Problem-Solving Workshop
- 1. ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 2. Addressing Disengagement: How to Run a Value-Driven Virtual SAFe Problem-Solving Workshop ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 3. OUR SPEAKER RITA EMMONS, Agile Transformation Consultant, Cprime • 20+ years of experience in the SDLC, Agile software development, product agility, and business agility • Evangelist of Lean-Agile principles and methods, working with all levels of the Enterprise • Winner of the 2017 Polaris Award, a regional Client-nominated award given to a Professional recognized as a North Star for Agile values and principles • Has coached Agile and Digital transformations in a variety of industries including retail, insurance, energy, oil & gas, and healthcare ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 4. OUR SPEAKER ANTHONY CRAIN, Agile Transformation Consultant, Cprime • A business agility, lean portfolio, and enterprise agile transformation consultant focused on culture changing techniques to create high performing teams • 20+ years of experience in organizational change consulting • Has led some of Cprime's largest scaled agile transformations • Highly rated speaker who has been a speaker/keynote to thousands at conferences such as ADC EAST, ADC West, Path to Agility, IEEE, IBM Interconnect, Rational European Innovate, etc. ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 5. ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission. AGENDA 01 RECOMMENDED PREP WORK AND REMOTE GUIDANCE 02 WALK THROUGH OF A VIRTUAL PROBLEM-SOLVING WORKSHOP 03 ACTING UPON THE WORKSHOP OUTCOMES 04 CONTINUE THE CONVERSATION / Q&A
- 6. Remote Guidance – Prep Work
- 7. • What is zoom fatigue? • What are some causes? • We’re zooming all day every day • Cognitive scaffolding • Virtual orientation is taxing • Looking at yourself (or being looked at) is stressful • Hyper self-awareness – mannerisms, tells • How can you mitigate? • Extend the timebox for ‘buffer’ time – agree to no zoom or tech free 30 min bookends • Incorporate regular breaks – 7 minutes every hour (be merciless to take them) • Encourage to walk away – don’t use your computer – full screen clock • Common backgrounds (a common ART background, team background) ZOOM FATIGUE ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 8. • Create a pre-read if you split the problem-solving workshop from PI Demo System and Quantitative Measures • Remember the lanyards we had during in person PI Planning? Make virtual badges of who people are • Rename – 1-Rita Emmons-PO • Stylized background for roles / teams / ART level • Arrive early to test audio and video VIRTUAL CONSTRAINTS ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 9. • Mural setup: • Teams add team number to each post-it to distinguish each table's work. • What went well board • Top Issues board 3 areas • Issues (Not Ideas) • Top 4 issues • Restated issues • 4 fishbone diagrams • Zoom setup: • 4 issues, 4 facilitators, 4 personal zoom links • Use personal zoom so we can come and go with a single link if possible. • Drop 4 links into the mural by the issue they are working on. • MS Teams setup: • Borrow existing Team Channels and use Channel Meet • Create pre-populated breakout roster OR use free zoom to autogenerate breakout rooms • Break out rooms currently planned for Oct 2020 in MS Teams VIRTUAL TOOLS ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 10. Step By Step Walk Through Of A Virtual Problem-Solving Workshop
- 11. TIMEBOX – 120 MIN (100 PLAN, 20 VARIABILITY) 1. 10 min: Results from Last Time 2. 5 min: What went well 3. 5 min: What went well readout 4. 5 min: Find your table’s top issue 5. 15 min: Readout: Top issue per table 6. 10 min: Dot Vote, Break and Find the ART’s top 3-4 issues 7. 20 min: Find the Biggest Root Cause and Restate Your Problem 8. 20 min: Brainstorm solutions and define actions 9. 10 min: Identify improvement backlog items ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 12. 1/8: RESULTS FROM LAST TIME – 10 MIN • Summary of what we did due to last time’s PSW ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 13. 2/8: WHAT WENT WELL? – 10 MIN • What went well (5 min) • In your breakout group, identify what went well on a post-it • Share your thoughts with each other • Pick a single favorite to share with the ART • Readout (5 min) • Option 1: Less than 25 ideas: Read them out in 5 minutes • Option 2: Way too many to read in 5 minutes • Everyone raise hands virtually • Read one group’s favorite observation • If your favorite observation is like the group that just read, lower your hands • Proceed until done or bored with the process ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 14. 3/8: FIND YOUR GROUP’S TOP ISSUE – 5 MIN • Identify one ART issue in your group using an “all voices” technique • Example: everyone writes ideas, dot vote 1/3rd the total to find the winner • NOTE! ISSUES NOT IDEAS • “The RTE needs to come to our stand-up meetings” – Bad. Idea, not an issue. • “We don’t get enough time with the RTE” – Good! Issue. • NOTE! CLEAN SIMPLE ISSUE ON A POST-IT NOTE • Failure to keep the issue clear will reduce the votes you attract • It will also cause the readout to take longer ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 15. 4/8: READOUT: TOP ISSUE PER GROUP – 15 MIN • Share your group’s top issue • For the ideas that didn’t make the “group top-1” • Please make sure they are clear and add a contact name to the post-it note • No name means if we don’t understand it, we will have to toss it L • The ART Trio will reference these for possible resolution as well ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 16. 5/8: DOT VOTE, BREAK, TOP 4 ISSUES – 10 MIN • Dot vote on the winners to select the top four • Take a break while everyone votes • Tally the votes to find the four winners during the break • After the break • Identify a facilitator for each idea and bring the post-its to a fishbone • Break into four groups based on interest in the issues ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 17. 6/8: FIND BIGGEST ROOT CAUSE TO RESTATE PROBLEM – 20 MIN • Use your new group’s fishbone – five whys • Complete the left side: steps 1-4 in 20 minutes 1: Original Problem 2: Root Cause Analysis (people, process, tools, environment, etc) 3: Biggest Root Cause (dot vote or discussion) 4: Restate the problem • Reserve 3 minutes (of the 20-minute timebox) • Well formed problem: what, when, where, impact • Return to the main room when you have your restated problem • Readout: Share the original problem and your restated problem • Change which group you want to re-join based on interest in the restated problem ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 18. 7/8. BRAINSTORM SOLUTIONS – 20 MIN • Use your same or new group’s fishbone to brainstorm solutions • Continue down the right side of your hanging fishbone diagram • Complete steps 5, 6: 5: Brainstorm solutions • Use a power-of-all-voices technique • Post it notes, dot votes, etc 6: Identify the Action(s) for the next PI • Bad: improve requirements • Better: hold story refinement meetings with both the PO and PM every Wednesday at 2p • Better: schedule a collaboration with our coach on how other companies clarify requirements in an agile manner ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 19. 8/8: CONVERT TO ART BACKLOG ITEMS – 10 MIN • Categorize your action as a task, story or feature. Typically an enabler. • If feature: • Description • Benefit hypothesis • Acceptance criteria • If story: • A user can or As a <role> I want to <goal> so that I can <reason> • Acceptance criteria • If task: just give it a clear description ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 20. FINAL STEP: PUT IT INTO YOUR AGILE TOOL! • Don’t let us lose these valuable ideas. Ensure they go into our agile management tool. ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 21. KEY TAKEAWAYS ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission. • Up to 125 people are counting on you – do your prep work • Keep in mind zoom tricks such as virtual badges • If you don’t create ART backlog items, you may as well skip the problem-solving workshop • Keep tight timeboxes with a visible timer • Dedicate at least 30 minutes to crafting the solution strategy
- 22. KEEP THE CONVERSATION GOING… • CONNECT: • Rita Emmons: https://www.linkedin.com/in/ritaemmons-agilecoach/ • Anthony Crain: https://www.linkedin.com/in/anthonyrc/ • Check out Cprime upcoming webinars, read our blog, download whitepapers/case studies & more: • www.cprime.com/resources • Share with us what topics you are interested in, ask us questions or give us feedback! • learn@cprime.com • Follow us on Social Media, share in the conversation & keep updated on thought leadership, events & more. ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 23. QUESTIONS? ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.
- 24. THANK YOU ©2020 Cprime, Inc. All rights reserved. Do not copy without express written permission.