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18 Apr 2018

Agile Coach Toolkit #7: Straight Feedback

One of the reasons Scrum allows opportunistic discovery is due to its short and fast feedback loops. With the aim to build a high-performing Team and to get the best potential out of each individual and to help them be successful, Agile Coach needs to provide straight feedback to them. But giving straight feedback is a daunting task especially since we are dealing with human emotions. In general, just the utterance of the statement, “I would like to give you feedback” sends the heart racing for a lot of people.

Recommended Steps for giving Straight Feedback:

  • Do not delay too long in giving feedback to the person. Best to give it while the incident/ event is fresh in the mind. My suggestion is to give it within the same day at the latest, if possible.
  • Take the person away from team and work environment, even for a coffee or for a walk to maintain it a bit casual. It helps to have such discussion in isolation to avoid other distractions.
  • Start by saying something on the lines of –

“I would like to give you feedback on … <topic>”

  • Be very specific and do not generalize the feedback as it will lose the essence. It will help maintain focus on the issue.
  • Get the person’s opinion on the matter you want to discuss by Asking Powerful Question –

“How do you think you did in this … <topic>?”

  • Let the person share his/ her perspective on how he/ she believes the issue was handled. This will also serve as a checkpoint for them to introspect.
  • You may choose to then ask the person, “Why do you think you did it that way?” This will help the person to provide their reason for handling things that way.
  • Then provide your feedback on the specific topic. Avoid personalized criticism (“you are useless”) or judgmental comments (“your code is useless”) to the person. Give feedback with great humility, love and respect in mind when having such critical conversations. Remember your goal is to get the best of the person and make the individual excel in his / her role.
  • Then ask below question to the person to see if she/ he is in agreement –

“What do you think about that?”

  • Most likely they will agree with you. You can ask below question to get the person to think about next steps –

“What would you do next time?”

  • If the person disagrees, let him/ her vent a bit. Let the person reflect back on it and ask again, “What do you think about that?” If the person agrees, help chalk out the next steps in above point.
  • If the person does not take the responsibility, acknowledge it (that he/ she will not take the accountability) and say “I’ll take it from here.” May be a good idea to escalate in case the matter needs intervention from HR.

Have you used this technique? If yes, please share your story.

References –

Coaching for Performance – John Whitmore

https://www.youtube.com/watch?v=cKTR0hpc_as

11 Apr 2018

Agile Coach Toolkit #6: Building Consensus

Being a Scrum Master of a team with strong personalities can be challenging at times especially when two or more people believe that their approach is right. Such situations may call for Effective Facilitation to build consensus. This will help get the best out of the productive dissent at the same time ensuring that they do not fortify into sub-groups.

There are multiple benefits of building consensus –

  • Better decision-making as discussions would help uncover flaws/ situations which individuals may not have thought of.
  • Assist in better implementation of solution since everyone cooperates as it is a team decision.
  • Maintains team’s working relationship healthy by making everyone feel included.

Before going for a team discussion, it would help if you know the personalities you are engaging with and using Root Cause Analysis in one-to-one conversation to uncover any personality conflicts between the participants.

Steps for Building Consensus:

  • Have everyone understand the meaning of giving consent by encouraging them to think about what’s best for the entire team rather than individuals.
  • Clearly articulate what needs to be decided. It may be a good idea to also layout why the issue is being raised.
  • Before pitching for lengthy discussion, do a quick poll to check if there is consensus. If majority of the team agrees to a solution, listen to the concerns of dissenters. Adapt the popular solution to get their points addressed so we have a win-win solution.
  • If there is a disagreement amongst team members, allow everyone to voice their concerns during the discussion so their ideas can be included. It would be a good idea to list them to ensure these get addressed.
  • List Scrum Values and ask people the follow them throughout the discussion.
  • Leverage Timeboxing to ensure that you curtail lengthy discussions.
  • For final decision, do another poll to see if majority of the team agrees. Dissenter (if any), can serve as critical evaluator of the implementation of team decision. This may help spot issues before rest of the team can see it.
  • Ensure that the team decision is communicated at the end of the meeting.

Have you used this technique? If yes, please share your story.

References –

Agile Coaching – Rachel Davies, Liz Sedley

https://www.wikihow.com/Reach-a-Consensus

03 Apr 2018

Agile Coach Toolkit #5: Active Listening

Have you ever been in a situation where someone is talking to you and when they ask a question like, “What do you think?” you realize that you were zoned out? At that point, with slight embarrassment, you ask the person to repeat what she/ he just said. It is difficult to maintain focus on listening to a person due to many interruptions and distractions (audible, visual or other senses).

Listening actively to others is one of the most powerful tools you can have for effective coaching. There are 3 levels of listening –

  • Level 1: Internal listening – You tend to listen more to your own inner voice rather than focusing on what is being said. At this point, you may be making opinions or be judgmental.
  • Level 2: Focused listening – At this point you maintain a laser sharp focus on what is said by the person. At this level, you are listening intently to every word and “listening” to every nuance in the conversation.
  • Level 3: Global listening – At this level, you are able to uncover the underlying meaning of the spoken words and are conscious of the emotions of the person. This enables you to connect with the person.

For effective coaching, you need to be at Level 2 and then have the ability to listen at Level 3. At times, you may find yourself drifting to Level 1. In such cases, you will need to make conscious effort to bring yourself back to Level 2 for a meaningful coaching experience.

Tips for Active Listening:

  • Get rid of distractions like mobile phone, laptops or other electronics, move away from noisy places.
  • Before the conversation, become self-aware by taking a moment to assess your mood and clear your thoughts.
  • Maintain an open posture – unfold your arms, unclench your fists and keep good eye contact.
  • Active Listening is difficult to master and requires a lot of practice to get better at it. It is very effective when used with “Asking Powerful Questions”.

Have you used this technique? If yes, please share your story.

References –

Agile Coaching – Rachel Davies, Liz Sedley

http://www.coactive.com/learning-hub/fundamentals/res/FUN-Topics/FUN-Co-Active-Coaching-Skills-Listening.pdf

01 Apr 2018

Scrum.org PSF – What, Why, and How?

Certifications and training courses help establish a fact that the participant knows about a subject and can be questioned to ascertain. The Scrum.org, Professional Scrum Foundation (PSF) is one such course that prepares you for the Scrum world.

Here is a straight-to-the-point short post about PSF. Like our course curriculum, trainings, and our consulting, we like to get straight to it than beat around the idea!

 What is PSF?

Professional Scrum Foundations or PSF helps master everyday Scrum duties and responsibilities. This covers the eligibility needed to appear for the prestigious Professional Scrum Master Credential examination.

 Why should I do PSF?

To lead better, function effectively as a Scrum-practitioner, and be a self-organized Scrum player. Without these, effective deliveries of project leave a lot desired. A Scrum master is someone who has to learn to be active and deliver effective value. The PSF foundation course will enable you to attempt the PSM I assessment and prove your mettle.

How do I do PSF?

We at PracticeAgile.com help train our students to learn and master PSF. The course comprises of expert instructions and team based exercises that help you gain mastery over Scrum nitty-gritties, lead teams to collaborate more. We will cover:

  • Fundamentals of Scrum
  • The Scrum Framework
  • Mastering Scrum
  • Planning with Scrum
  • Getting Started and keeping Scrum healthy

It’s a Hands-on workshop where we do scrum from the trenches. An example case study of an HTML based website is carried out, where we build the Website as a Scrum-project over duration of 4 sprints. It helps get first-hand experience on how to deal with dependencies and integration challenges in scaled environment.

Contact us through my linked in presence or drop us a note at Practiceagile.com. Happy to answer any queries you have about PSF. For folks based out of Mumbai, India and nearby areas, we have a training scheduled next week. Check the training calendar to know more and register.

26 Mar 2018

Agile Coach Toolkit #4: Effective Facilitation

As an Agile Coach, you frequently encounter situations which demand quick thinking to get things moving in the right direction. Over time I have found few techniques which come out handy and always keep these in my playbook in case need arise. This is the fourth part in the series of tools that I have found useful in my role as Agile Coach – Effective Facilitation.

Purpose – As a Scrum Master, you will need to facilitate Scrum events, decision making, conflict resolution and other critical discussions. This will require some preparation and deliberation to ensure the goals are met.

Description – Facilitation is needed to ensure that the group works cooperatively and effectively. As a Scrum Master, you will need to take care of a few aspects to help meet the goal(s) of the discussion. Tips for effective facilitation are listed below –

  1. Ensure that everyone participating in the discussion understand its purpose. You would need to set the context at the beginning and may have to reiterate once in a while when you see that the discussions are digressing from the context.
  2. Working agreement at the beginning will help. E.g., mobile/ electronics usage, punctuality, participant expectations, etc. Listing the Scrum values, especially if you are going to deal with conflict resolution may help the discussion.
  3. If the event/ meeting is not interactive, you may want to spend some time take some time to find the root cause.
  4. Create a safe environment for people to speak by ensuring that people focus on task at hand rather than pointing fingers. Immediately interject if there are any personal attacks.
  5. Use Timeboxing to ensure that discussions are productive.
  6. Balance the discussions so that introverts feel included in the discussions.
  7. As a facilitator, you need to read the mood in the room to take breaks at regular intervals to keep the energy level high for productive discussion.
  8. Be neutral in your stance and do not take sides (beware of your implicit bias during heated discussions)

Have you used this technique in coaching your team? If yes, please share your story.

References –

Agile Coaching – Rachel Davies, Liz Sedley

Scrum Insights for Practitioners – Hiren Doshi

24 Mar 2018

How to manage unplanned work during the Sprint

As part of the Scrum Tapas video series, Professional Scrum Trainer Hiren Doshi discusses a model to assess and control unplanned work that may come up during a Sprint and reviewing its impact during the Sprint Review.

21 Mar 2018

Agile Coach Toolkit #3: Asking Powerful Questions

As an Agile Coach, you frequently encounter situations which demand quick thinking to get things moving in the right direction. Over time I have found few techniques which come out handy and always keep these in my playbook in case need arise. This is the third part in the series of tools that I have found useful in my role as Agile Coach – Asking Powerful Questions.

Purpose – As a Scrum Master, you will deal with different personas in the Scrum Team with clear goal to build a high performing team. Dealing with human psychology is complex at best (though I feel that it is chaotic at times). At times you are pulled into situations where there are conflicts among the team members and you may need to coach them to ensure it is constructive and doesn’t go down into war zone.

Description – Coaching is a guided discussion meant to sort out conversations, set goals or learn new behaviors. Start your coaching conversation by welcoming the participant and asking the person what he/ she would like to get out of the discussion. This will help set the objectives for the discussion and serve as a guardrail for channeling the conversation. This stage should not take more than 10% of the time.

Let the participant open up and talk about his/ her concerns. To get the person open up more, you may need to ask open ended question like –

“Tell me more about it?” or “What else?”

In order to gauge if the person has tried solving the issue by himself/ herself, you may ask below question –

“What have you tried and how has that worked out?”

Sometimes I find it helpful to ask below question to understand the person’s emotional state by asking –

“How does that make you feel?”

In addition to helping the person express his/ her feelings, it also provides us with good insight into how emotional aspects play into the issue. One of the useful follow up questions I find helpful is –

“If you were to give a suggestion to friend who in this scenario, what would it be?”

This helps the person to take a step back and analyze the problem from third party perspective. Sometimes, even a short question like below also help explore few options

“What is possible?” 

Unless that person has not come up with options and you want to give any suggestion, first ask the person –

“May I offer you a suggestion?”

Then add your thoughts by stating –

“Have you explored … <option>?”

After the conversation has run its course, you would like to wrap up by asking the participant to summarize the take aways and next steps to ensure there will be a fruitful follow up. This should ideally be no more than 10% of the entire conversation.

Have you used this technique in coaching your team? If yes, please share your story.

References –

http://www.coachingagileteams.com/2008/04/15/agile/powerful-questions-for-agile-teams/ – Lyssa Adkins

04 Mar 2018

Agile Coach Toolkit #1: 5 Whys

As an Agile Coach, you frequently encounter situations which demand quick thinking to get things moving in the right direction. Over time I have found few techniques which come out handy and always keep these in my playbook in case need arise. This is first part in the series of tools that I have found useful in my role as Agile Coach – 5 Whys.

Brief History – This technique was originally developed by Sakichi Toyoda and was used within the Toyota Motor Corporation during the evolution of its manufacturing methodologies. It is a critical component of problem-solving training, delivered as part of the induction into the Toyota Production System.

Purpose – 5 whys can be used for:

  1. Root Cause Analysis during Sprint Retrospectives
  2. Identifying impediments

Description – Discuss with team members to look at the issue and ask “Why?” up to five times to get beyond habitual thinking. It is imperative to distinguish causes from symptoms and pay attention to the logic of cause-and-effect relationship to identify the root cause. Be empirical in the investigation by leveraging the facts for decision-making.

Example – An issue identified is “poor Sprint Planning”. Let’s find the root cause for this problem.

  • “Why was Sprint Planning poor”?
    • “Well, we did not have a clear objective and the PBIs were not ‘Ready’
  • “Why were the PBIs not ‘Ready’”?
    • “The team did not meet for Product Backlog Refinement meetings”
  • “Why did the team not meet?
    • “Yes, we were supposed to meet on Thursday from 4 to 6pm, but the CEO called for an impromptu All-hands at the same time”
  • “Why wasn’t the meeting re-scheduled”?
    • “Well, there is no owner for the meeting”

So the real root cause for poor Sprint Planning was no accountability of the Product Backlog Refinement meetings. It is very important to identify the root cause, come out with action items for improvement, identify an accountable person from the Scrum Team and agree on the expected time frame for putting the improvements into practice.

Have you used this technique to identify the root cause of any problems? If yes, please share your story.

References –

Scrum Insights for Practitioners – Hiren Doshi

https://en.wikipedia.org/wiki/5_Whys – Wikipedia

Agile Retrospectives – Esther Derby, Diana Larsen

18 Feb 2018

Scrum Chapter Mumbai – “Leading Agile adoption”

Goal to answer the question:

“As an aspiring Agile Coach, I want to learn how to lead Agile adoption for my 1st prospective client, so that I can deliver maximum value and improve their ROI for the investment they make in me”

We had some excellent discussions.

https://youtu.be/z_ZjImEezus

Some insights we gained from our discussion:

  1. Understanding ‘The why”: Why is the organization is trying to embrace Agile?
  2. Derive the baseline of where the organization stands before the Agile journey
  3. Facilitate retrospectives and interviews with the C-level executives, mid level managers and the foot soldiers to understand the culture of the organization as well as their Agile readiness.
  4. Educate the organization on the new ways of working and get a top-down and bottom-up buy-in. This can include trainings, brown bag sessions, etc.
  5. Define quantitative business metrics to measure the progress with the idea of continuous improvement and the understanding that all we need to do is try to be “better than yesterday”
  6. … and many more

The 2nd edition of Scrum Chapter Mumbai is planned on Saturday, March 24th from 4:30pm to 7:00pm.

Topic:  Moving from “ScrumBut” to “ScrumAnd“