agile portugal 2016 - daily meetings, more than just standing up and sharing
TRANSCRIPT
Daily Meetings – More Than Just Standing Up and SharingMarco António SilvaSolutions [email protected]
Who is Marco António Silva?
This Talk Was Based On…
• Jason Yip’s paper – “It's Not Just Standing Up: Patterns for Daily Stand-up Meetings”;
• Some other books and articles I’ve read…
• My personal experiences and learnings
The Three Bains
Robert Maurer, Leigh Ann HirschmanThe Spirit of Kaizen: Creating Lasting Excellence One Small Step at a Time
Kaizen
Kaizen, Japanese for "improvement." When used in the business sense and applied to the workplace, kaizen refers
to activities that continuously improve all functions and involve all employees from the CEO to the assembly line
workers. […]
Source: wikipediahttps://en.wikipedia.org/wiki/Kaizen
The format for this talk
There is no one size fits all solution or approach… and nothing will work
forever…
You need to always be in a learn and adapt cycle
Definition of Daily Meeting / Stand-up Meeting
“The whole team meets every day for a quick status update. We stand up to keep
the meeting short.”
Stand-ups are a mechanism to regularly synchronise so that teams...•Share understanding of goals. •Coordinate efforts. •Share problems and improvements. •Really become a team.
Deciding who attends (and who doesn’t)
All Hands Meeting
All Hands MeetingPros:• Great to reduce
additional status update meetings
• Great to create, drive and bring everybody on-board
• Puts the responsibility on everyone to seek out the information they need
All Hands MeetingCons:• People not directly
involved can disrupt the meeting
• People outside the team may not know the rules
• Outsiders may feel the need to get involved and to share like everyone else… although they shouldn’t
• 1-1 discussion may arise
• Too many questions due to not being a regular at meetings
Work Items Attend
Work Items Attend“if the stories are so important to the project, they
ought to be the ones speaking in the stand-up”
Brian Marick, "Latour 3: Anthrax and standups“http://www.exampler.com/blog/2007/11/06/latour-3-anthrax-and-standups/
Work Items AttendPros:• Keeps the meeting
focused on the work and not on reporting what each has done
• Task blockers are more likely to be raised and handled
• People are more focused on the committed backlog
Work Items AttendCons:• Introverts may not
share their problems or views
• Some problems may stay hidden for some time
• Risk of becoming a meeting where the Scrum Master just goes through the backlog
Visual Studio – Kanban / Scrum Board
How to Present in a DM…
The Three Questions1. What did I accomplish yesterday?2. What will I do today?3. What obstacles are impeding my
progress?
The Three QuestionsGoals• Minimum set of
structure to achieve the Goal of the DM
• Defer from discussions that are outside the scope of the DM
• Keep things fast• Avoid waste
The Three QuestionsSometimes ends up being about:• Reporting to the Scrum
Master and not the team…• I’m only there to share
what I did and I don’t care what the others are doing…
• I need to make it look like I’m very busy…
Reorder The Three Questions
1. Any impediments in your way?2. What are you working on today?3. What have you finished since
yesterday?
Olve Maudal, "Daily Stand-up Meetings - Perhaps the third question should go first?“
https://olvemaudal.com/2008/05/15/daily-stand-up-meetings-perhaps-the-third-question-should-go-first/
Make them Motivating1. What you did to change the world
yesterday2. How you are going to crush it today3. How you are going to blast through any
obstacles unfortunate enough to be standing in your way
Answering these types of questions completely changes the dynamic of the stand-up. Instead of just standing there and giving an update, you are now laying it all the line and declaring your intent to the universe.
Jonathan Rasmusson, The Agile Samurai: How Agile Masters Deliver Great Software
Why only three questions?1. What did you complete yesterday?2. What do you commit to today?3. What are your impediments/obstacles?
4. What Code Smell/Missing Unit Test/… did you spot yesterday?
5. What improvement did you make to the code yesterday?
Mark Levison, "Daily Stand-Up Variations“https://agilepainrelief.com/notesfromatooluser/2011/01/daily-stand-up-variations.html
Remember the Kaizen Philosophy
Do we need the first question?1. What did I accomplish yesterday?2. What will I do today?3. What obstacles are impeding my
progress?
Visual Studio – Dashboards
Visual Studio – Dashboards
Who talks Next?
Round RobinPros• Simple rule to execute
Round RobinCons• There’s always the
question of who starts• It’s very predictable and
may lead to people only really listen to the person that talks before them…
Last Arrival Speaks FirstPros• Simple rule to decide who
starts• Everyone knows that if
you’re late, everyone is standing up waiting for you to arrive
Last Arrival Speaks FirstCons• Probably the last person
to arrive is the least prepared…
Pass the TokenPros• You could use a
bouncing ball, pen or toy
• Can be used to add a random factor to the order
• Keeps people on their feet during the meeting
• Helps remove side-conversations
• Helps keep the pace of the meeting
Pass the TokenCons• With big teams it can
be tough to memorize who has spoken already
• If seen from outsiders could discredit the importance of the meeting
Split The Subjects“Another issue with the conventional format
is that tasks or workstreams aren't discussed coherently; instead, each
subject comes up briefly depending on the order in which team members
speak. This can make it hard to tell what's really going on.”
Dave Nicolette, "An alternative format for the daily stand-up“https://dzone.com/articles/alternative-format-daily-stand
Split The SubjectsPros• People will retain
easier each subject• People will pay more
attention to others on working on the same subject
• It will make meetings faster and more streamline
Split The SubjectsCons• Meeting setup will
become more complex• People will tend to only
pay attention to their subject and disconnect for others
• You may eventually question if you shouldn’t divide the team into a scrum of scrums…
Walk The WallPros• Self managed process• It’s visual
Walk The WallCons• You need a Kanban
Board• This tends to become a
Reporting to the Leader meeting
• With large teams this can become too long
How do we keep the Energy Level Up?
The problem that I frequently see crop up is that people have a tendency to treat the Daily Stand-up as simply individual reporting. “I did this . . . I’ll do
that”—then on to the next person. The more optimum approach is closer to a football huddle.
[…]I want teams emerging from that meeting saying things like, “Let’s nail this. Let’s do this.” The
team needs to want to be great.
Jeff Sutherland, Scrum: The Art of Doing Twice the Work in Half the Time
Football Huddle• Bring everyone
closer• Breaks
psychological barriers
• People pay more attention
Stand Up• Prevent People
from Storytelling• Having one’s
back against a wall is not standing up…
• Everyone should be able to tell the team that meeting is taking too long
15 mins or Less• Your brain will
wander after 15mins
• Time your meeting
• Publish the times
• Time is a proxy for energy, attention, and pace
Take it offline• Everyone should
be attentive to this and interrupt people’s discussions or storytelling
• Use a simple phrase like “Take it offline”
The 2 Hands Rule...if anyone thinks the current conversation has
gone off topic, or is no longer effective, then they raise a hand. Once a second person
raises a hand then that’s a sign to stop the conversation and continue with the rest of the
stand up. Those speaking can continue the conversation after the stand up has finished.
Benjamin Mitchell, "Stuck in an overlong Agile stand up? Try the two hands rule“
https://blog.benjaminm.net/2012/02/23/overlong-agile-stand-up-two-hand-rule/
End Strong• Signal the end of
the meeting• Have a war cry!!• Use each others
energy to uplift the team everyday
How to encourage Autonomy?
Tag a Teammate In• Swap the meeting
facilitator• Keep people more
attentive and conscientious
• At some point you may lose the need for the facilitator
Break Eye Contact• Use this to remind
the speaker that he should be addressing the team
• Move around if needed to re-enforce this
What should I do Next?
I endured regular stand-up meetings for three years. What made the meetings most painful was my boss (I'll
call him Wally). His main reason for the stand-up meeting was not to increase efficiency or embrace XP
as much as it was to shorten human interaction beyond anything directly related to the work
product. ... For Wally, however, the stand-up meeting (like the 7 a.m. Monday meeting and the 5 p.m. Friday meeting) was a loyalty test designed to reinforce the
employer- employee relationship.
Phillip A. Laplante, "Stand and Deliver: Why I Hate Stand-Up Meetings"
Identify when your DM is going PoorlyLook out for symptoms like:• Focused on the Runners, not
the Baton
Identify when your DM is going PoorlyLook out for symptoms like:• Focused on the Runners, not
the Baton• Reporting to the Leader
Identify when your DM is going PoorlyLook out for symptoms like:• Focused on the Runners, not
the Baton• Reporting to the Leader• People are Late• Stand-up Meeting Starts the
Day... Late
Identify when your DM is going PoorlyLook out for symptoms like:• Focused on the Runners, not
the Baton• Reporting to the Leader• People are Late• Stand-up Meeting Starts the
Day... Late• Socialising
Identify when your DM is going PoorlyLook out for symptoms like:• Focused on the Runners, not
the Baton• Reporting to the Leader• People are Late• Stand-up Meeting Starts the
Day... Late• Socialising• I Can't Remember
Identify when your DM is going PoorlyLook out for symptoms like:• Story Telling
Identify when your DM is going PoorlyLook out for symptoms like:• Story Telling• Problem Solving
Identify when your DM is going PoorlyLook out for symptoms like:• Story Telling• Problem Solving• Low Energy
Identify when your DM is going PoorlyLook out for symptoms like:• Story Telling• Problem Solving• Low Energy• Pay attention to Obstacles• Obstacles are not Raised• Obstacles are not Removed• Obstacles are Only Raised in
the Stand-up
Remember the Kaizen Method• Small changes• Don’t spook the mid
brain• Be pacient
Marco António [email protected]
© Copyright Microsoft Corporation. All rights reserved.