team transformation workshop
DESCRIPTION
Workshop for the Database Management Services team at University of Michigan Medical school where they reviewed a strategy canvas, created a team canvas, decided on a methodology, played a lean game to learn a pull versus a push workflow and built a team kanban board.TRANSCRIPT
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Team Transformation Workshop
Working Agreements
Big Picture
9:30Review Strategy
Canvas30 MINS
Create Team Canvas60 MINS
Break15 MINS
Style11:15
Review Options30 MINS
Decide15 MINS
Lunch Break30 MINS
Pull Systems
12:30Lean Simulation
60 MINSReview Options
30 MINSBreak
15 MINSDesign Workflow
90 MINSEnd4:00
TRANSFORMATION CANVAS
Agree on
Change
Negotiate the
ChangeValidate Behavior
Verify Performan
ce
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Why Transformation Canvas?
Discovery • What’s Really Going On• Most Valuable Change
Transparency • Urgency for Change
Visibility • Changes Being Made
Alignment • Change Agents• Open and Honest Dialogue
Process Pushing Machine
Change Team as a Support Group
Look at Improvement Strategy with Change Options of Change Agents
Big Picture Review
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What Change Are We Making?
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Why is this Change Important?
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How Will We Measure Success?
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How Will We Demonstrate Progress?
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Who Are Affected By This Change?
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What Investments Are Needed?
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How Will We Help People Transition?
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How Will Change Be Made Visible?
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Change Options
The Enabling of Strategic Synergies Between All Affected Parties
Calling Shenanigans!
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How Will We Do This?
Powerful Questions
Silent Brainstorm
ing One thought
per sticky
Review as a Group Discuss
and refactor
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What words/phrases stuck out for
you?
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What was interesting to
you?
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What did you find worrisome
about this canvas?
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What is supporting this
change?
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What is working against this
change?
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How can your team contribute to this vision?
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What help would you need to
contribute to this vision?
Feedback Driven Change Process
Now What?
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Strategy Canvas
Team CanvasFeedback and Iterate• Share with Change
Agents• Explore Similarities
and Differences• Make Changes from
Feedback
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Feedback Please score this session on a sticky
5 Awesome to 1 Needs Work If below 5 include what would make it
better Place Sticky on door under “Big Picture”
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15 MINUTE BREAK
STYLEHow Will We Do Agile/LEAN?
Scrum Kanban Scrumban
Board/Artifacts
simple boardproduct backlogsprint backlogproduct incrementburndown chart
board mapped on the process board mapped on the process
Ceremoniesdaily Scrumsprint planningsprint reviewsprint retrospective
none requireddaily Scrumother Scrum related ceremonies if needed
Prioritization Part of backlog grooming. Done by PO
Out of the process. There should be a prioritized backlog.
Out of the process. There should be a prioritized backlog.
Who feeds the work in progress ("brings new work")
PO Depends on defined roles and necessities
Depends on defined roles and necessities
Iterations yes (sprints) no (continuous flow) not mandatory (continuous flow); could have sprints
Estimations yes (in ideal days or story points) no (similar work size items) (a) no (similar work size items) (a)Teams recommended cross functional cross functional or specialized cross functional or specialized
RolesProduct OwnerScrum MasterTeam
as needed Team + as needed
Teamwork collaborative based on pull approach based on pull approachWIP planned for the duration of the
sprint controlled by workflow state controlled by workflow statechanges to work scope should wait for next sprint added as needed (JIT) added as needed (JIT)Product backlog prioritized list of user stories
(estimated) no (JIT) no (JIT)Impediments addressed immediately addressed immediately (b) addressed immediately (b)
When does it fit?Product developmentSmall value adding increments development possibleRequirements are in good shape
Support/maintenance work (operational level)
Product development (unclear vision)Evolving requirements (no clear roadmap)Need to include support/maintenance (event driven) work in the process
(a) team needs to comment on non-fitting work items in order to ensure readiness(b) "stop the line" approach; teams should swarm to solve the impediment
http://www.ontheagilepath.net/2013/09/scrum-kanban-scrumban-fast-overview-and.html#sthash.zTUaNzB7.dpuf
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What works for you?
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Feedback Please score this session on a sticky
5 Awesome to 1 Needs Work If below 5 include what would make it
better Place Sticky on door under “Style”
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30 MINUTE LUNCH BREAK
PULL SYSTEMSLearn, See, Create
Game to demonstrate LEAN principles
Lean Simulation
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Dot GameComplete features which are defined to be 1 yellow sticky note that has 6 colored stickers in the following pattern
B B
G R
Y G
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Choose a Role BA picks 6 post-its and passes them to Technical Analyst TA puts on yellow dots Designer puts on red dot UX DEV puts on green dots DEV puts on blue dots Tester tests putting in defect area if it doesn’t look like
sample Project Manager times
Time it takes for first batch to be completed Warms team when there is one minute left Tells team when time is out (after 5 minutes)
Customer accepts or rejects
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Get in Position
Designer
IN Area(materials)
UIDeveloper
TechnicalAnalyst Developer
BusinessAnalyst
TesterOut Area
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Round 1
5 MIN Each role should work as fast as they can
Don’t worry if the person next to you is keeping up
Remember you are working in batches
Do 6 at a time then handoff all 6 at the same time
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So how many accepted?
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What Is Our . . . (WIP)Work In Progress = Stickys
Started (TP) Throughput = Stickys
Done/5 MINS (CT)Cycle Time = WIP/TP MINS
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What Did We Learn?
WIP Rises with Bottlenecks
Cycle Time Unstable & Unpredictable
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How Could We Improve?Smooth Flow Increase Productivity and Quality Minimize WIP Pull instead of Push
Slow Down to Speed Up
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BATCH VS LEANIn
put A
reaBacklo
g
Wor
k Ar
eaEmptyOu
tput
Are
aOccupied
Inpu
t Are
aBacklog
Wor
k Ar
eaEmpty
Outp
ut A
reaEmpt
y
Push PullIf work area empty then take from input area
If work area empty and output area empty then take from input area
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Round 2
5 MIN Minimize WIP Finish Before You Start Set Limits
Quality Matters
B B
G R
Y G
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So how many accepted?
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What Is Our . . . (WIP)Work In Progress = Stickys
Started (TP) Throughput = Stickys
Done/5 MINS (CT)Cycle Time = WIP/TP MINS
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What Did We Learn?
Bottlenecks Gone
Cycle Time Improved
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How Could We Improve? Smooth Flow
Balancing Number of Dots “In Place” Testing Talking to Customer
Remove Waste & Get Feedback
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Round 3
5 MIN Maximize Throughput
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So how many accepted?
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What Is Our . . . (WIP)Work In Progress = Stickys
Started (TP) Throughput = Stickys
Done/5 MINS (CT)Cycle Time = WIP/TP MINS
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What Did We Learn?
Cycle Time Stable & Predictable without Bottlenecks & with
Smooth Flow!
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Feedback Please score this session on a sticky
5 Awesome to 1 Needs Work If below 5 include what would make it
better Place Sticky on door under “Dot Game”
Endless Options
Kanban Boards
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What Are The Possibilities?
10 MINS
Review Examples Around Room
Silently Identify Observations 1Thought per Sticky Adhere to Board Avoid Duplicates
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What Did We Learn?
2 MINSEACH Quickly
Discuss Observations Together
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Feedback Please score this session on a sticky
5 Awesome to 1 Needs Work If below 5 include what would make it
better Place Sticky on door under “Kanban
Boards”
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15 MINUTE BREAK
An inspection and adaption using lean principles
So What’s Our Workflow?
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What kinds of work do we want
to visualize? Why?
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Pair Up then Put on Your Designer Hat!
Choo
seShar
e
Refa
ctor
Desig
n
Defin
e
Design workflow proposal with a Kanban30 MINS
Each pair gives elevator pitchTeam identifies what they like about it10 MINS
Team picks board for final group refactor5 MINS
Team uses feedback to revise design together20 MINS
Decide on the policies for each part of workflow25 MINS
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Design Board
Choo
seShar
e
Refa
ctor
Desig
n
Defin
e
Design workflow proposal with a Kanban20 MINS
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Share Board
Choo
seShar
e
Refa
ctor
Desig
n
Defin
e
Each pair gives elevator pitchTeam identifies what they like about it20 MINS
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Choose Board
Choo
seShar
e
Refa
ctor
Desig
n
Defin
e
Team picks board for final group refactor5 MINS
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Refactor Board
Choo
seShar
e
Refa
ctor
Desig
n
Defin
e
Team uses feedback to revise design together20 MINS
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Define Rules
Choo
seShar
e
Refa
ctor
Desig
n
Defin
eDecide on the policies for each part of workflow25 MINS
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STARTINSPECTREFACTO
R
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Feedback Please score this session on a sticky
5 Awesome to 1 Needs Work If below 5 include what would make it
better Place Sticky on door under “Workflow
Design”
Sources
Thanks!
Lean Change ManagementJason Little, LeanChange.org
Methodology Comparisonhttp://www.ontheagilepath.net/2013/09/scrum-kanban-scrumban-fast-overview-and.html#sthash.zTUaNzB7.dpuf
Lean Dot Gamehttp://www.netobjectives.com/system/files/DotGame_vas11_0.pdf
Sample Kanban BoardsMattias Skarin, blog.crisp.se/mattiasskarinRandom Boards from Google images that were not copyrighted
Peer ConsultingGerry Kirk, GerryKirk.org
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