Transitioning to Scrum is not easy, and for many, distributed teams are the most difficult to manage. In trying to make Scrum work with a geographically dispersed team, increasing efficiency requires adjustments to processes and effective communication and collaboration.
This webinar will provide guidance for proper planning and managing, in order to get your distributed teams working smoothly throughout the scrum processes. Dr. Kevin Thompson, cPrime’s Agile Practice Lead, will address key issues such as:
• How to have scrum meetings for distributed teams (daily scrum, sprint planning, sprint review, retrospective)
• How to cope with time-zone differences
• How to cope with language differences
• Best practices for collaborating in a distributed team
• Best practices for tools that mitigate distributed team impact
1. Managing Distributed Teams
Instructor: Kevin Thompson, Ph.D., PMP, ACP, CSP
4100 E. Third Ave, Suite 205, Foster City, CA 94404 | 650-931-1651 | www.cprime.com
The leader in training and consulting for project management and agile development
2. What is an Agile Process?
In principle:
Any process that adheres to the principles
of the Agile Manifesto
“We are uncovering better ways of developing software by doing it and
helping others do it. Through this work we have come to value:
Individuals and interactions over processes and tools
Working software over comprehensive documentation
Customer collaboration over contract negotiation
Responding to change over following a plan
That is, while there is value in the items on the right,
we value the items on the left more.”
Manifesto for Agile Software Development, www.agilemanifesto.org
The concepts arose in software project management, BUT…
Change “software” to “products” or “deliverables” to apply more generally
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3. Principles behind the Agile Manifesto
1. Our highest priority is to satisfy the customer through early and continuous delivery of
valuable software.
2. Welcome changing requirements, even late in development. Agile processes harness
change for the customer's competitive advantage.
3. Deliver working software frequently, from a couple of weeks to a couple of months, with a
preference to the shorter timescale.
4. Business people and developers must work together daily throughout the project.
5. Build projects around motivated individuals. Give them the environment and support they
need, and trust them to get the job done.
6. The most efficient and effective method of conveying information to and within a
development team is face-to-face conversation.
7. Working software is the primary measure of progress.
8. Agile processes promote sustainable development. The sponsors, developers, and users
should be able to maintain a constant pace indefinitely.
9. Continuous attention to technical excellence and good design enhances agility.
10.Simplicity--the art of maximizing the amount of work not done--is essential.
11.The best architectures, requirements, and designs emerge from self-organizing teams.
12.At regular intervals, the team reflects on how to become more effective, then tunes and
adjusts its behavior accordingly.
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4. Principles behind the Agile Manifesto
1. Our highest priority is to satisfy the customer through early and continuous delivery of
valuable software.
2. Welcome changing requirements, even late in development. Agile processes harness
change for the customer's competitive advantage.
3. Deliver working software frequently, from a couple of weeks to a couple of months, with a
preference to the shorter timescale.
4. Business people and developers must work together daily throughout the project.
5. Build projects around motivated individuals. Give them the environment and support they
need, and trust them to get the job done.
6. The most efficient and effective method of conveying information to and within a
development team is face-to-face conversation.
7. Working software is the primary measure of progress.
8. Agile processes promote sustainable development. The sponsors, developers, and
users should be able to maintain a constant pace indefinitely.
9. Continuous attention to technical excellence and good design enhances agility.
10.Simplicity--the art of maximizing the amount of work not done--is essential.
11.The best architectures, requirements, and designs emerge from self-organizing teams.
12.At regular intervals, the team reflects on how to become more effective, then tunes and
adjusts its behavior accordingly.
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5. Adaptive Spectrum Drives Process Selection
All processes have their “sweet spots”
Based on scope, effort uncertainty
PREDICTIVE REACTIVE
Predictive Predictive Adaptive Reactive
Processes Plan-Driven Scrum Kanban
Waterfall XP
• Emphasize
SDLC CBPM The Agile Zone
Efficiency
• Perform poorly Adaptive processes Reactive processes
when
uncertainty • Emphasize adaptability to • Don’t require planning
is high rapid change • Handle unpredictable work
• Enable detailed planning well
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6. Feedback Loops are Critical for
Agile Processes
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7. What Processes are Agile?
In practice, these: In practice, not these:
• Scrum • Waterfall
• Extreme Programming (XP) • Software Development
• Kanban Lifecycle (SDLC)
• Commitment-Based Project • Rational Unified Process
Management (CBPM) (RUP)
• Others • Information Technology
DSDM, FDD, Crystal Infrastructure Library (ITIL)
Is PMBOK Agile?
Could be: It’s a collection of practices (tools & techniques),
not a process definition
Not necessarily: Contains no explicitly agile content (up
through V4)
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8. Three Views of How Work Gets Done
• Plan-Driven
• Often phase-oriented, delivers results at the end
SDLC, Waterfall, RUP, PERT, Critical Chain, Prince2
• Agile with Planning
• Planning and execution are epicyclic, repeated at different
scales for nested time horizons
Scrum, XP, CBPM
• Agile without Planning
• Processes unpredictable requests efficiently, for types of work
where planning is not possible or required
Kanban
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9. Linear Plan-Driven: Project Lifecycle
Initiating Closing
Processes Processes
define, deliver,
authorize Planning & Executing review, shut
initial scope Processes alternate to down
completion
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10. Agile with Planning: Project Lifecycle
Inception Termination
phase phase shuts
prepares for down
start of Scrum
process Implementation phase plans,
executes, and delivers for multiple
time scales
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11. Unplanned Agile Project: Kanban Lifecycle
Work items arrive in a
steady stream, are
prioritized daily
Kanban
(Signboard):
Literally, a signal
indicating that an
action should be
performed
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12. Agile Essentials
Adaptability
• Expects the
unexpected and
adjusts gracefully
• “Inspect and
Adapt”
Collaboration
• Team members
self-organize
Members define,
allocate tasks
Continuous Improvement
• Self improvement through reflection, learning from past experience
• Stable Team membership increases domain knowledge and
productivity over time
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13. Scrum: Our Reference Process
Scrum
• Arose in software engineering
• Not tied to any subject domain
• Planning is iterative
• Execution is iterative
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14. Select Process: Scrum Summary
Product Owner provides ranked requirements, as short
narrative descriptions (“Stories”), or bug-fix requests. Set
of unscheduled requirements is the “Product Backlog.”
Each requirement is a Product Backlog Item (PBI).
Small Teams (3—9 people) work in short “Sprints” (2—4
weeks) to implement stories in rank order.
• Requirements frozen when Sprint starts—no change requests allowed!
Teams self-organize to best apply member skill sets (coding,
test development, testing, etc.).
• ScrumMaster does not assign tasks
• SM focuses on planning, tracking, mentoring, and issue resolution
Schedule rules: Don’t extend Sprint to finish incomplete
Stories
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15. The Defining Characteristics of Scrum
• Three roles Three artifacts
• Team • Product Backlog
• ScrumMaster • Sprint Backlog
• Product Owner • Burndown chart
Five Time Boxes
• Sprint
• Sprint Planning
• Daily Scrum Meeting
• Sprint Review (Demo) Meeting
• Retrospective Meeting
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16. The Time Boxes of Scrum
Sprint Planning Meeting: < 8 hrs
Plan work to be done in Sprint
Sprint:
2—4 weeks Daily Stand-Up Meeting: 15 min
Review status and issues
Implement
requirements
in rank order Sprint Review Meeting: 1 hour
Product Owner reviews deliverables
Retrospective Meeting: 1 hour
Learn from experience
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18. Sprint (Each Day’s Major Activities)
Purpose: Implement PBIs in Sprint Backlog
• ScrumMaster monitors work, facilitates issue resolution
• Team members swarm to implement PBIs in rank order
• Ask Product Owner to clarify requirements
• Ask ScrumMaster to resolve issues the Team cannot resolve
• Team members update status of each task
• On starting, finishing, revising “to-do” effort, …
• Team members don’t start PBIs they can’t finish in Sprint
• Maintain discipline of finishing what is started!
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19. Sprint Planning Meeting
Purpose: Assign PBIs to Sprint Backlog
• ScrumMaster facilitates, enforces selected time box
• E.g., 1 hour, if Team has reviewed PBIs carefully in advance
Agenda
• For each Product Backlog Item (PBI), in rank order
1. ScrumMaster reads PBI to Team
2. Team discusses, asks Product Owner to clarify details
3. ScrumMaster facilitates & records Planning Poker estimation
4. ScrumMaster adds PBI to Sprint Backlog
5. Planning is finished when Sprint Backlog is filled to capacity
After:
• Team creates Task Breakdowns for Sprint Backlog items
Revise scope of Sprint Backlog based on Task estimates
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20. Daily Scrum Meeting
Purpose: Promote common understanding of Sprint status,
and identify issues to be resolved
• ScrumMaster facilitates, enforces 15-minute time box
• Team members, ScrumMaster, Product Owner attend
Agenda
1. ScrumMaster shows burndown chart, describes progress
2. Each Team member describes
What I’ve done since the last Daily Stand-Up meeting
What I plan to do before the next Daily Stand-Up meeting
What issues I’m facing that I need help to resolve
In meeting:
• Decide who will collaborate to resolve each issue after the
meeting (“sidebar discussions”)
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21. Sprint Review Meeting
• Purpose: Confirm acceptability of implementations
• ScrumMaster facilitates, enforces selected time box
Agenda
1. Team demonstrates finished PBIs to the Product Owner
• Team members decide who will do the demonstrations.
One person does all; round-robin style; etc.
2. Product Owner provides final decision on whether
implementations are acceptable for release
• If not, then they are not released
Should be rare, since PO monitors & evaluates throughout Sprint.
After:
• Product Owner writes Stories for changes to implementations
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22. Retrospective Meeting
Purpose: Learn from experience, and improve
• ScrumMaster facilitates, records, enforces time box
• Say, 60 minutes total: 30 for recording, 30 for discussion
Agenda
1. Review status of work items from previous Retrospective
2. Team members, Product Owner, ScrumMaster answer
What went well, that we should do again?
What needs improvement?
What specific improvements should we make?
3. Specify follow-up actions
1. Prioritize improvements
2. Select top few to address
3. Select owners to drive improvements
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23. Agile Collaboration by Swarming
How many people can work
on Story #1?
They swarm on #1.
How many people can work
on Story #2?
They swarm on #2.
How many people can …
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24. Agile Manifesto Principles Affected by Geographic
Distribution
Business people and developers must work together
daily throughout the project.
The most efficient and effective method of conveying
information to and within a development team is face-
to-face conversation.
Agile processes promote sustainable development.
The sponsors, developers, and users should be able to
maintain a constant pace indefinitely.
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25. Why Co-Location is Preferred
• Members work together easily throughout day
• Proximity encourages interaction
• Information propagates rapidly
• Communication is Osmotic
• Members absorb information from questions, answers in
background
• Members can chime in if they have something to contribute
• Agile projects favor in-person communication over
documentation
• Co-location encourages and enables good communication
• Distribution impairs it, requires more documentation
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26. Distributed Teams: Best Case
• Scrum Teams are
distributed
• Scrum Team members
are co-located per Team
• Compared to total co-
location
• Intra-Team communication
is the same
• Cross-Team
communication somewhat
more difficult, but not hard
• Cross-Team work synced
via “Scrum of Scrums”
meetings
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27. How to Implement Cross-Team Requirements
• Synchronize with “Scrum of Scrums” meetings
• Purpose: Identify & address cross-Team issues
• Frequency: As needed (daily, weekly,… )
• Participants:
• One from each team
Team Member, ScrumMaster
• Facilitator
• Agenda:
• Each person describes
What my Team is doing that may affect other Teams
What issues my Team needs help to resolve
• Resolve issues in meeting, if possible
• Identify follow-up actions and owners Diagram by Clinton Keith,
www.gamasutra.com
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28. Distributed Teams: Other Cases
• Members of Scrum
Team are
distributed
• Compared to co-
location
• Communication
latency increases
with
fragmentation,
time-zone
separation
• Productivity
decreases
• Non-overlapping
time zones make
collaboration
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difficult
29. Best Practices for Meetings
Working Sprint Daily Sprint Retro- Comment
Time Planning Stand-Up Review spective
Full overlap All attend All attend All attend All attend Co-located
Full overlap All attend All attend All attend All attend Distributed
Partial All attend All attend All attend All attend
overlap
Adjacent All attend All attend All attend All attend
Far apart All attend Sub-groups, Rotate Sub-groups, One SM
SMPs meet. demo to PO SMPs meet. proxy (SMP)
SMPs, SM among sub- SMPs, SM per sub-
provide all groups provide all group
findings to findings to
full Team. full Team.
Full Team Sub-group
meets twice nearest to
/ week PO demos
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30. Distributed Agile Case Study: S Corp.
• Three Teams
• ScrumMaster in CA
• Product Owner in PA
• 1/3 Team members in
CA
• 1/3 Team members on
East Coast
• 1/3 Team members in Shanghai, China
• Adaptations
• One proxy for ScrumMaster in Shanghai
• 15 min Daily Stand-Ups Twice-weekly 30-60 minute
meeting/Team
• Sprint Planning meetings One for US, one for Shanghai
• Sprint Retrospectives One for US, one for Shanghai
• ScrumMaster in all meetings
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31. Distributed Agile Case Study: Z Corp.
• SixTeams
• ScrumMaster in CA
• 3 Product Owners in CA
• 1/6 Team members in
CA
• 5/6 Team members in
Beijing, China
• Adaptations
• One proxy for ScrumMaster in Beijing
• Six 15 min Daily Stand-Ups Sun-Thur, 8-10 PM PST
• Sprint Planning meetings One per Team, staggered so POs
can attend all, with POs facilitating
• Task Breakdowns Drafted in Beijing, reviewed in CA
• Sprint Retrospectives One for all in CA, one for all in Beijing
• ScrumMaster in all meetings
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32. Case Study: Xebia Corp (Jeff Sutherland)
• Three Distributed Teams
• Across The Netherlands
& India (3 hrs separation)
• One Product Owner
• Three ScrumMasters
• Adaptations
• Start small, then grow
• Start co-located team, members from all locations
• Later seed distributed teams with experienced members
• All Scrum meetings Video-conferenced via Skype, except for…
• Sprint Review meeting Held in The Netherlands
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33. Best Practices for Engaging & Aligning People
1. Start small and co-located
• Members come from all locations
• Work together for 3 Sprints
2. Spread the wealth
• Seed new Teams in other locations with seasoned members
3. Understand cultural differences
• ScrumMasters provide safe environment, encouragement to
enable people from hierarchical cultures to adjust to Agile
culture of egalitarian collaboration
4. Build personal relationships face to face
• Encourage travel to other offices
• Socialize with the visitors
5. Use video in all meetings
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34. Closing Thoughts
• Distributed Agile projects are not desirable
• Distributed Agile projects are possible
• Technology and common sense adaptations reduce but
do not eliminate pain
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35. The Most Important Thing to Remember
The process exists to help the people succeed
“Build projects around motivated individuals. Give them
the environment and support they need, and trust them to
get the job done.”
Individuals
Processes
Interactions Tools
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Notas do Editor
** Notebook Question 1Describe balance between left side (soft skills) and right side (hard skills). The Manifesto says the left takes precedence, but we need both.Going all the way to the left works for the “three people in a garage startup company,” which has zero to one customers, but leads to chaos and gridlock when we try to scale up.Going all the way to the leads to cumbersome, slow-moving, documentation-heavy projects that take a very long time to deliver the wrong thing.
Highlighted principles are impacted by geographic distribution.
Highlighted principles are impacted by geographic distribution.
** Notebook Question 7This slide shows typical feedback loops for a Scrum process, involving internal people who work together to make things, and external people (stakeholders, customers) who want things made. The terminology is from Scrum, but the concepts are common to Agile processes in general.Internal PeopleIn a Scrum process, the Product Owner writes requirements, the Team members implement requirements and test the implementation.External PeopleStakeholders and customers want things made.Feedback LoopsTop Level: Work is done in iterations, not in a long, continuous process. Every few iterations, the Product Owner meets with Customers and Stakeholders to show what has been accomplished and what is planned, and get feedback regarding how well the completed or planned work aligns with their needs. Middle Level: Requirements specifications are called Stories, and are implemented and tested by the Team members. At the end of each Iteration, the Team members demonstrate completed Stories to the Product Owner, for approval or decision that re-work is required.Bottom Level: In real time, as needed, Team members call on the Product Owner for guidance about requirements, to ensure that deliverables will meet the Product Owner’s expectations.
** Notebook Question 8-10
SDLC: Software Development Lifecycle. An “umbrella terms” for plan-driven approaches to software projects.Waterfall: The classic phase-oriented model described by Winston Royce in 1970. For software projects.RUP: Rational Unified Process. A comprehensive framework for building iterative phase-oriented SDLCs.PERT: Dependency-oriented planning. For any kind of project.Critical Chain: Resource-oriented planning. For any kind of project.Prince2: A process framework that addresses process stages at a relatively high level. It leaves a lot of freedom for customization at the tactical level. For any kind of project.Scrum and XP are discussed in detail in following slides.CBPM (Commitment Based Project Management) is an agile process optimized for hardware projects, and used in microelectronic component design.Kanban is discussed in detail in following slides.
This is the classic PMI view of how a process works for a project. Process Groups may or may not represent sequential phases. They may, in the simplest case, but in complex projects may overlap, alternate, or both.
Epicyclic:Consisting of nested cycles. Scrum, XP, and CBPM are epicyclic. These processes are used for environments where uncertainty about requirements and effort is high, and especially when useful production capabilities can be delivered incrementally.Summarize different phases and cycles.Inception: Includes startup work that must be done before the specified process can start. Inception occurs when starting a new product or service from scratch. It is not a part of the (iterative) work of creating multiple releases of a product over time. Vision: Define concept for product.Roadmap: Long term plan, for one to a few years. Includes major milestones at a summary level, and spans multiple Releases or Projects.Release or Project:A medium-term (weeks to months) span of time, at the end of which results are delivered to customers. Includes fine- to medium-grainedy specifications of product functionality.Iteration: A short term (1-6 weeks) period spent developing functionality, for which all requirements are fine-grained and directly implementable in this span of time without further decomposition.Day: A single day may have any activities, as required, and involves fluid and dynamic collaboration among Team members to get work done.Termination: This refers to all activities associated with shutting down a Project. It is the same thing as the PMI Closing Process Group.====Note: Inception and Termination are rare occurrences in agile / Scrum projects, because the default mode of working is to continue adding capabilities and deliverables to an existing set, not to start and finish distinct projects frequently.
Kanban omits planning, and focuses on prioritization, tracking, and optimizing throughput. It is commonly employed in production support, Information Technology departments, hospital Emergency Rooms (as “triage”), and in any environment where work items are not known in advance.Kanban originated in manufacturing, and was adapted for software development. “Kanban” is a Japanese word meaning “signboard,” and in manufacturing refers to a signal indicating that some action should be performed. The use of signals to request action is consistent with the “pull” nature of projects or processes in which Kanban is generally employed.A Kanban project has no phases associated with starting or ending a project. All work is handled the same way, as tasks that flow through states.
Adaptability: “Inspect and Adapt” is a Scrum motto. It means that we do not rely on or invent process solutions to all problems. Instead, we use process solutions when they make sense, but emphasize looking at where we are right now, and identifying the best way to proceed.Collaboration: Teams should have all skills needed to implement work, from customer-facing aspects on down. Team members self-organize by owning the responsibility to (A) define tasks needed to implement requirements, and (B) deciding which Team members will do which tasks, in what order, and how, with the goal of minimizing implementation time.Continuous Improvement: For teams to become highly productive, they need stable membership over time, and a commitment to improvement. Stable teams will gradually gain or lose members, but will not be formed or disbanded frequently. Teams may be disbanded for good reasons, but resource managers should plan for Teams to last at least six months, and preferably longer.Teams learn how to improve all the time, informally, but the formal mechanism for continuous improvement is the Retrospective meeting (which is discussed later), which occurs at the end of every iteration. The Retrospective meeting captures information about what did or didn’t work well in the last iteration. Then Team members select top items requiring improvement, and decide who will work on them. The next Retrospective meeting will start with a review of how the last set of improvements worked out (or didn’t), before capturing more information about the most recent iteration.
Most agile processes include planning, but not all. The most popular agile process is Scrum, which is an iterative process that divides the calendar into short iterations called Sprints. In each Sprint, a Team starts and finishes implementation and testing of several small requirements. Scrum is not tied to any industry, and can be used for any project for which its characteristics are well-suited.Scrum is used in environments where plan-driven processes are inappropriate, because they have high uncertainty around requirements and effort which make plan-driven schedules unreliable. Instead of defining scope and estimating schedule, Scrum defines schedule (such as a Sprint) and estimates the scope that fits into it. Scrum optimizes risk mitigation (through completing work quickly) over efficiency.A Scrum process does not have planning and execution phases. Planning (for future Sprints) is done in parallel with implementation work (in the present Sprint).
** Notebook Question 6
Key Points:Activities recur at fixed intervals on the calendar, e.g. every two weeks for a two week Sprint. So if a Sprint Planning meeting occurs next Monday morning at 8 AM, there will be another Sprint Planning meeting every two weeks after that, also at 8 AM on Mondays.The purpose of the Sprint is to implement Backlog Items, but some time must be allocated to the various activities, leaving less time for work. The sample schedule shows that overhead due to meetings takes up 11 hours, leaving 29 hours to implement Backlog Items.
ScrumMaster ResponsibilitiesThe ScrumMaster has well-defined responsibilities for facilitating meetings and estimating Team velocity, but also exercises soft skills a lot. He talks to Team members informally, reviews status information throughout the day, and generally maintains situational awareness that the more focused Team members generally don’t have. He looks for issues that are not being addressed, and brings them to the attention of Team members who can address them. He keeps an eye out for Team members who are having problems, and helps them work through the problems. He is the escalation path for any problem Team members can’t handle on their own, whether task-related or personal.[Instructor should give examples from personal experience.]Example: “The dog ate my laptop.” Action: ScrumMaster does what is needed to get Team member a new laptop.Example: “I don’t know how to do X.”Action: ScrumMaster says, “Joe in IT knows how to do X. Let’s go talk to him and see if he can help.”Example: ScrumMaster is sitting at his desk when a Team member comes by. Team member says, “The second floor is being re-modeled, so everyone there is on our floor, and we’re doubling up in our cubicles. Marcie, from Marketing, is in my cube. She chews bubble gum all day long, and pops her bubbles. I can’t get any work done, because the popping is driving me crazy, and I can’t think.”Action:ScrumMaster does whatever is needed to solve the problem. This could include talking to Marcie, talking to her manager, seeing if it is possible to move people around so the problem goes away, etc.Product Owner ResponsibilitiesThe Product Owner must be available for discussions about requirements, and to review work-in-progress when Team members have something to show. From the Team’s perspective, the Product Owner is the final authority for all requirements-related questions. However, the Product Owner may consult with customers and stakeholders to resolve questions, as needed.Team member ResponsibilitiesTeam members are responsible for estimating Stories, creating Task Breakdowns and Task Estimates, getting the work done, updating task status in the tracking system, and collaborating with the Product Owner in real-time (or close to it) for clarification of requirements.
** Notebook Question 7-8
** Notebook Question 9-10
** Notebook Question 11
** Notebook Question 12In practice, each item is often a “Story,” which is used as a generic term for any requirement to be implemented via Scrum, XP, or Kanban. The goal is to finish each item as quickly as possible, to minimize risk of non-completion (risk mitigation is more important than efficiency). We do this by maximizing resources applied to each Story, via Swarming.
** Notebook Question 15
We don’t need to go through the slide in detail, especially as the Scrum meetings have not been described yet. We do want to point out that the importance of having everyone present varies across different meetings. Sometimes everyone must be present, even when this is inconvenient (e.g., Sprint Planning). Sometimes it is acceptable to have sub-groups have separate meetings (e.g., Daily Stand-Up) or even have just one sub-group hold the meeting (e.g., Sprint Review).