Try, try again

Posted: June 23, 2014 in Agile, Scrum
Tags: , , , ,

77fb900d0923c2cdff00ab346fa453abOnce upon a time there was a team called the Kanban team. But they didn’t do Kanban. They had a task board and they tracked their work, but that was it. The Kanban team also had a new agile coach. This new coach wasn’t very familiar with Kanban, but did some research and realised that the team was missing some basics. The team met and did some exercises and reviewed their processes and board and made some changes – changes supporting Kanban basics. But these changes didn’t stick. And the team didn’t really like the new board. And the team didn’t feel empowered to improve on the new board. The fact that the lanes were taped onto the whiteboard also meant it was hard to change things on the fly, so in some cases the team could also not be bothered.

The agile coach was frustrated. The team was not learning and they were not growing. Their environment was changing and they were not adapting. They didn’t actually want to do Kanban. They had a broken information radiator. The agile coach decided to watch and wait. The more she watched the more she realised what the gaps were – where the team needed feedback – but she was at a loss as to how to resolve those gaps. She had conversations with certain key team members and stakeholders. She shared her concerns and observations. She created awareness through conversation. However, the team were not yet ready to tackle these things. They needed some guidance and direction. So she waited. And researched. And discussed. And watched some more. And then another agile coach recommended she read “Lean from the Trenches”. And she realised that this was what she had been searching for.

Having learnt from the first attempted iteration of the board, the agile coach decided on a different approach to presenting the changes. Thankfully these changes could coincide with a team reshuffle: the Kanban team would be no more. There would be a new team – a mix of old and new team members. And the incoming team members were familiar with Scrum and simple task boards. This provided a ‘good excuse’ to advocate some changes to the information radiator. So what she did was:

  1. Use the ideas from “Lean from the Trenches” together with her observations of how the team worked and the type of work that they tackled to draft a new task board. She made sure that the new task board still included the information the team found valuable on the current board – even where it was currently hidden or somewhat confusing. She also included some basic changes she hoped would help generate feedback to guide team-driven improvements.
  2. She shared her board with team members individually. She asked them what their thoughts were. She asked them for questions and feedback. She was happy to see that they quickly connected the new and the old and found the new version simpler to understand.
  3. She shared that she was going to remove the permanent lines. The lines would be drawn with whiteboard markers. It would be easy to change the board. Things would be more flexible.

Eventually the big day arrived. The agile coach and one of the analysts mapped the existing stories and tasks to the new board and then the hard work of ripping down the old board began. Come Monday morning, the new board was ready for stand-up. There were still some questions and some of the stories/tasks moved a bit during the session, but even from day one the process was working better:

  1. The team solved discrepancies on the board themselves. With the previous board iteration, they had turned to the agile coach when they had a question or weren’t sure how to use their information radiator instead of finding a solution for themselves.
  2. There were already suggestions from the team around how to tweak the board. They were already taking on ownership of their information radiator.
  3. It was VERY visible that work-in-progress was piling up on one of the key stories – and that there were in progress stories or tasks that were not currently being worked on by anyone.

The key take-aways?

  • Don’t be afraid to try something new.
  • Be ready for failure – ideas won’t always work the first time round, but that’s how one learns.
  • Persevere: if at first you don’t succeed; try, try again.
  • And once it’s initiated, let it go – ultimately the team needs to own the change.

What changes have you struggled then succeeded to make in your team recently? What techniques eventually led to your success?

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