Innotech 2016 - Knocking the Stupid Out of Real-World Agile Projects: How To Structure Your Meetings

© 2004-2015
Authored by Darrel Raynor, PMP, MBA
Managing Director, Data Analysis & Results, Inc.
and the Data Analysis & Results Team
www.DataAnalysis.com DARaynor@DataAnalysis.com
Knocking the Stupid Out of™
Real-World Agile Projects: How To Structure Your
Meetings
An Agile & Integrated ™ Approach Seminar!

© 2004-2015
AGENDA
• Introduction & Why Meetings?
• The 6 (or 4 & 2 halves…) Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
• Takeaways!

© 2004-2015
Introduction
& Expectations
I. Introductions
II. Why Meetings?
III. Planning Your Meeting Processes
Pays Off Big Time...
IV.Takeaways You Will Come Away
With Today

© 2004-2015
Introductions
Facilitator & Primary Author of
Agile & Integrated ™ Business Analysis, Project Management,
and Leadership Courses and Consulting Services
Darrel A. Raynor, PMP, MBA
President/CEO, Data Analysis & Results, Inc.
Director, St. Edward’s PE Project Management, Business Analysis, &
Leadership Programs
Author of the forthcoming book, "Agile & Integrated Project Management™
- Knocking the Stupid out of ™ Project Management"
Agile & Integrated Project Management, A&I PM are trademarks of Data Analysis & Results, Inc.

© 2004-2015
Why Meetings?
Even in Agile, people have to talk...
Meeting of the minds!
Persuasion to buy into processes and
commit to using & honing processes
Remove blockers, predict & get ahead
of issues & sponsor asking for help and
advice

© 2004-2015
Planning Your Meeting Processes
Pays Off Big Time
• Too Many Tasks & Priorities
• Too Many People to Please
• Talkers vs. Quiet Ones…
• Runaway Meetings
• Low Value Meetings
• Missed Expectations
• Take Too Long
What about Meetings drives you crazy?

© 2004-2015
Document Best Practices
→ Reduce Duplication ←
WEDIAKPO2! TM
• Create All Documents at start of project
• *No Versions
• No Meeting Minutes
• No Email w/Content
• No Email Attachments
• Update Documents in Meetings
• Traceability
• Robust set of Project Logs
A&I™BestPractice
*Except baselines...
[Vote for WEDIAKPO2!™ as bonus topic if we have time at end…]

© 2004-2015
Agile: Quick Visual

A&I™ Best Practice
© 2004-2015
I
I. Why Meetings Are
Important
to Plan, Document Processes, &
Hold
I. How To Plan & Negotiate the 6
(or 4 & 2 halves…) Agile Meetings
II.How To Motivate People & Hold
Productive Agile Meetings
Takeaways

© 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Sprint (Iteration)
Planning

© 2004-2015
Sprint (Iteration) Planning
1st Iteration (Sprint)
• Start with prioritized list of features And Processes
• Estimate using Planning Poker or any other method that works for you
• Use ROM (Rough Order of Magnitude) preferably L, M, H
Each Iteration Including 1st Sprint
• Estimate New Features And Processes, Defects, Changes
• Ensure Priority Set considering Estimates
2nd Iteration through Last Iteration
• Use Rolling Average of Hours/L, M, H to increase accuracy without
increasing time or hassle
[Vote for Rolling Average as bonus topic if we have time at end…]

© 2004-2015
Sprint (Iteration) Planning
Every Iteration
• Ensure Right People (Product Owner/Business Analyst/Customer),
(Developers/Testers/IT), (Scrum Master/Project Manager/Lead)
• Ensure Priority Set considering Estimates
• With your ‘Bucket of Hours’ in mind, Select, not Commit, to the
number of Features/Stories/Items from the top of your Product
Backlog that ‘fit in your Bucket’...
• Move them to your Task Backlog
[Vote for Bucket of Hours as bonus topic if we have time at end…]

© 2004-2015
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Task Planning

© 2004-2015
Task Planning
• Ensure Right People (Product Owner/Business Analyst),
(Developers/Testers/IT), (Scrum Master/Project Manager/Lead)
• Discuss Each Feature/Story/Item and break it down into all Tasks needed
for 100% completion including testing/migration/turnover…
• Estimate using Planning Poker or any other method that works for you
• Use ROM (Rough Order of Magnitude) preferably L, M, H
• With your ‘Bucket of Hours’ in mind, Commit, to the number of Tasks
from the top of your Task Backlog that ‘fit in your Bucket’...

© 2004-2015
Cast a Wide Net
Make sure you take
into account all
formal and your
informal activities
too!

© 2004-2015
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Daily Stand Up

© 2004-2015
Daily Stand Up
I. Set Aside Time to meet, Daily, full team
11 minutes or less - Blocks, Issues, Will
Work, Did Work...
II. Book 45 Minutes just in case someone
needs you to Collaborate...
III. Force yourself to Stick to Time every
Daily Meeting
[Vote for Daily Meeting Process as bonus
topic if we have time at end…]

© 2004-2015
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Collaboration

© 2004-2015
Collaboration
• Any team member may request to
meet with 1-2 people on their topic(s)
• Formally after Daily Stand Up Meeting,
and really any other time
• Bake Requested Collaboration
Meetings into your estimates,
remember they may not be called by
you!
• Scrum Master owns scheduling, but
need not always attend

© 2004-2015
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Demo

© 2004-2015
Demo
• Everyone is from Missouri
(Show Me, don’t tell me…)
• Code is run
• Documents are shown
• Tables/Config are shown
• Test Results are shown &
possibly walked through
“I can’t show you” is
simply not acceptable

© 2004-2015
Retrospective
Meeting to improve
Templates & Process
Soooooo…
Don’t talk about anything you are
unwilling to document in either a
Template or a Process…
Then update your Templates &
Processes one at a time

© 2004-2015
Tools to House Your Process
Simple and inexpensive (some even
free) tools to help you:
• Microsoft Office
• Google Docs / Google Drive
• Microsoft SharePoint
• Jira
• Asana
• Rally
• Microsoft Project
• LinkedIn
• EverNote, OneNote
• and many more...

© 2004-2015
Business Analysis & Business Skills Courses
For Austin courses https://seupec.secure.force.com/pmtx
For information on Data Analysis & Results www.DataAnalysis.com

© 2004-2015
Project Management Courses
Attend our next PM/BA Preview for a more in-depth look
Plus Project Management & related Consulting & Staff Placement

© 2004-2015
Increase Your Worth
Vote for the below as I call them
out...
• WEDIAKPO2!™
• Rolling Average
• Daily Meeting Process
• Bucket of Hours
• ? Your Suggestion
*Of course, contact us!

A&I™ Best Practice
© 2004-2015
I
I. Why Meetings Are Important
to Plan, Document Processes, &
Hold
I. How To Plan & Negotiate the 6 (or 4
& 2 halves…) Agile Meetings
II.How To Motivate People & Hold
Productive Agile Meetings
Takeaways

© 2004-2015
A&I™ Courses & Support
Research & Register Courses
www.DataAnalysis.com
A&I ™ Consulting & Course Information on
www.DataAnalysis.com or Contact Info@DataAnalysis.com
Consulting: Contact us for customized, lean, project consulting
512-850-4402 / Info@DataAnalysis.com
To subscribe to The Management Advisor™ blog/column see
www.DataAnalysis.com

Innotech 2016 - Knocking the Stupid Out of Real-World Agile Projects: How To Structure Your Meetings

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Innotech 2016 - Knocking the Stupid Out of Real-World Agile Projects: How To Structure Your Meetings