Designing a process for Scrum event using Technology of Participation Design Eye

1. Before we “launch”
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● Share some of your challenges in facilitation in next page

2. Your main challenge in facilitation

3. Process Design
for Scrum Events
Wan Siew Onn
Nov 25 2020

4. Agenda
● What is Process Design?
● Special consideration for Scrum events
● Introduction to ToP Design Eye
● ToP Design Eye - an example
● Design exercise - Scrum Events

5. What is Process Design?
● “The planning, preparing and implementing of group
experiences that are goal-oriented and collaborative.”
● “Process design (or re-design) confirms what the process
produces (its outputs), what it requires as inputs, and
the parameters which equate to success (the targets and
accompanying measures). It also defines “how” the work
gets done, and determines how the process will be
supported by its two enablers: people and technology.”

6. Special consideration for Scrum events
● Scrum values
● Scrum theory
● Repetition, e.g. daily, weekly
● Wide range in duration from 15 mins to >120 mins
● Diverse background of participants from business to
engineering

7. Introduction to ToP Design Eye
Technology of Participation Design Eye by ICA Canada
Source : chapter 10 “The ToP Design Eye” of the book “Getting to the Bottom of Top”, Wayne; Nelson, Jo

8. ToP Design Eye Canvas
Focus: What
are we trying to
achieve?
1)Key change
factors and
image shifts
2)Practical
results
3)Experiential
aims
4)Central
question
5)Contradictions
to be addressed
Working
design: What
processes will
enable the group
to achieve this
result
1)Record the aims
and central
question
2)Arrange the flow
of process and
tools
3) Plan the
detailed
procedures
4) If the
consultation will be
complex, create a
simple design map
Current Situation - What do
we need to address?
● The organization
● Topic and current concerns
● History, trends and forces
● Stakeholders and
participants
● Desired results or the
presenting request from the
client
Change Dynamics – What
fundamental change needs to
happen?
● Key challenges
● Group struggle
● Operating images
● Required breakthrough
Images of the
future – How will
this work be carried
forward
● External impact
● Changes in the
group
● Follow-through
● Design factor
Bi-directional information flow uni-directional information flow
Source : chapter 10 “The ToP Design Eye” of the book “Getting to the Bottom of Top”, Wayne; Nelson, Jo

10. ToP Design Eye Canvas
Example : Resolving a conflict
Focus:
What are we
trying to
achieve?
(1)Practical
results - final
technical
design,
short-term
plan
(2)Experientia
l aims - open
communicatio
n
(3)Image shift
- from a group
to a team
Working
design:
What
processes
will enable
the group to
achieve this
result
(1) ORID for
technical
design and
short-term
plan
(2) Design
alliance for
team
dynamics
Current Situation - What do we
need to address?
● Decide on a technical design
amidst conflicting views
● Plan for next few steps
Change Dynamics – What
fundamental change needs to
happen?
● Currently the voice of tech lead
is “dominating”. Need to allow
weaker voices to be heard.
Images of the
future – How will this
work be carried forward
● Need to help the
team to be a team
rather than a group
of specialists
Bi-directional information
flow
uni-directional information
flow
Source : chapter 10 “The ToP Design Eye” of the book “Getting to the Bottom of Top”, Wayne; Nelson, Jo

11. Sample Design Eye Template for Scrum Events(2020)
Daily Scrum Sprint Planning Refinement Sprint Review Sprint Retro
Practical results 1)Probability in meeting
sprint goal
2)Decision whether to
have more discussions
on Sprint’s work
Planning for next Sprint
goal/product increment
1)why this sprint goal
2)what are committed items
3)how to develop
Refinement on backlog
items, e.g updated
product goal
1)Review on product
increment, e.g. DoD done?
2)Any adjustment to
Product Backlog
Scrum team
improvement plan
Experiential Results
(Desired
Experiences)
1) Scrum values
2) Confidence in
meeting sprint goal
3) Collaboration
4) Self-Managing
5) Continuous
improvement
1) Scrum values
2) Collaboration
3) Self-Managing
4) Continuous improvement
1) Scrum values
2) Collaboration
3) Self-Managing
4) Continuous
improvement
1) Scrum values
2) Collaboration
3) Self-Managing
4) Continuous
improvement
1) Scrum values
2) Collaboration
3) Self-Managing
4) Continuous
improvement
Current situation
Change dynamics
Images of future More confident Next version of the product in
the eyes of customer
Probable versions of
the product in the eyes
of customer
Better version of the
product in the eyes of
customer
Team in next level
Design input from
other Scrum events
Previous Daily Scrum Sprint Review, Sprint Retro Sprint Review
Focus Risk assessment Planning Backlog housekeeping Evaluation (product
increment + marketplace)
Retrospect (main)
/ introspect
(minor)

12. Design exercise - Scrum Events
● Scenario #1 : “Silent” group. No response
after multiple attempts. How ?
● Scenario #2 : Ineffective event, e.g time
overrun, no committed outcome or decision,
no follow-up

13. Design exercise - Scrum Events
● Scenario #3 : What if the group has decided
on a decision that is “against” Agile Manifesto
or Scrum Guide?
● Scenario #4 : ???
● ...

14. Practical results
Experiential Results
Assessing the current situation
Understanding the change dynamics
Clarifying images of the future
Design input from other Scrum events
Discerning the focus
Creating a working design
Process Design Template #1

15. Practical results
Experiential Results
Assessing the current situation
Understanding the change dynamics
Clarifying images of the future
Design input from other Scrum events
Discerning the focus
Creating a working design
Process Design Template #2

16. Practical results
Experiential Results
Assessing the current situation
Understanding the change dynamics
Clarifying images of the future
Design input from other Scrum events
Discerning the focus
Creating a working design
Process Design Template #3

17. Recap
● Purposes of ToP process
design
○ Phenomenological inquiry
○ Neutrality
○ Reverse engineering
● Focus of facilitation
● Consistent practice using
sample template

18. Takeaways