Parkour: Lessons in Agility - Proceedings for STC Summit 2014

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This is the text-based Powerpoint version of our visual Prezi presentation for STC Summit 2014. Use these notes to follow along during our presentation, which happens on Tuesday, May 20, 2014 at 1:00. http://lanyrd.com/2014/society-for-technical-communication/sctdcz/

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Parkour: Lessons in Agility - Proceedings for STC Summit 2014

  1. 1. © 2014 Autodesk Parkour: Lessons in Agility Karen Smith and Patty Gale Autodesk, Inc. ~ Revit Learning Content Development STC Summit 2014
  2. 2. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Introduction  Our Neighborhood  Challenges  Ideas  Approach  Lessons Learned Outline
  3. 3. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Autodesk: Imagine. Design. Create.  Karen Smith  Learning content developer  Scrum master  Patty Gale  Learning content developer  Information architect  Content strategist Introduction
  4. 4. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  To provide context for the information we will be sharing  Large software development organization  Product management  User experience  Engineering services  Product support  Development  Localization  Internationally distributed development teams  US, China, Poland, England, and more Our Neighborhood
  5. 5. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Content management system (CMS)  Structure content  DITA framework  Legacy content  Single-sourcing strategies  Online help, offline help  Multiple products  LCD deliverables and services  Tooltips, help system, videos, learning paths  Learnability reviews, help with UI wording Learning Content Development
  6. 6. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr Get Agile!
  7. 7. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr Challenges Content  Content is still book- based, not topic- based.  Legacy content needs rework and improvement.  Moving from WikiHelp to a new proprietary online help system. Product scrum teams  Teams are distributed around the world.  Most teams were new to scrum and needed training.  A few were resistant to the change.
  8. 8. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr Learning Content Team  Manager  Subject matter expert  Writers (4)  Content engineer How can we meet the learning content needs of 20+ scrum teams?
  9. 9. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Hire more writers?  Let Dev, QA, and UX write the help?  Embed writers in multiple scrum teams?  Each scrum team requires a certain amount of overhead for daily stand-ups, backlog grooming, sprint planning, sprint demos, retrospectives, and daily interactions.  In our experience, this overhead is typically 20% of your time for each team in which you are embedded. (Your overhead rates may vary.)  2 teams = 40%. 3 teams = 60% overhead.  Little time remains for development of learning content. Ideas
  10. 10. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Organize as a horizontal, service-oriented scrum team  Provide a service to product scrum teams when they need learning content for new features.  Each scrum team is assigned an LCD point of contact.  Based on the focus of each team, assign a service level:  Minimal need for LCD (performance, under-the-hood work)  Moderate need for LCD (small features, or low LCD needs)  High need for LCD (large features, or lots of user-facing changes)  As much as possible, keep learning content in sync with product development. Approach
  11. 11. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  A sport in which participants move between two points in the simplest way possible.  Participants use everyday structures in a new way to show that there are no limits and no boundaries.  Parkour is also the name of our service-oriented scrum team for learning content. What is Parkour?
  12. 12. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Product owner  Provides the user’s point of view  Helps make decisions about direction, priorities  Scrum master  Servant leader for the team  Keeps team moving, removes obstacles  Performs some administrative tasks for the team Service-oriented scrum team
  13. 13. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Critical to a successful transition to Agile.  Everyone received basic Agile training.  Product owners, scrum masters, and coaches received additional training.  Agile coaches provide guidance and support when needed.  Forums for product owners and scrum masters help them share best practices and important information.  JIRA administrators help with Agile tools. Training and Support
  14. 14. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Envision and define your process.  How will you operate as a service-oriented scrum team?  How will product scrum teams interact with you?  What deliverables and services can you provide?  What information do you need from them?  What will a typical LCD cycle look like?  Describe the process in a simple way.  Get buy-in from management. Evangelize.  Share it with all product scrum teams. Process •For your user story, create a sub-task to request LCD services. •Complete the LCD Services Request Form and attach it to the sub-task. •When you receive notification that a corresponding LCD user story has been created, the sub-task is complete. Requesting team: Requests LCD Services •Reviews the request and creates an LCD user story for it. •Adds the requesting team's PO as a watcher of the LCD user story. •Creates sub-tasks for the LCD user story. LCD: Reviews request, plans LCD work •Each LCD user story requires a corresponding user story assigned to the requesting team's backlog to complete related sub-tasks, such as a Q&A session (if needed), testing tooltips, and reviewing help. •LCD PO works with the requesting team's PO to determine scheduling of the related sub-tasks in sprints of the requesting team. •LCD PO assigns the LCD user story to a LCD sprint. •Requesting team's PO assigns the corresponding user story to a team sprint. LCD & Team: Discusses LCD work, plans corresponding team work •Completes sub-tasks of the LCD user story. •Demonstrates and records the results. •Requesting team's PO receives notification of completed LCD sub-tasks. LCD Team: Completes LCD work •Team members complete assigned sub-tasks, such as technical reviews. •Requesting team's PO closes the user story. Requesting team: Reviews LCD work •LCD PO closes the LCD user story. •New learning content for the feature is integrated into the next scheduled release, using an LCD release management epic. LCD Team: Incorporates learning content into next release
  15. 15. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr Requesting LCD Services  Provide product scrum teams with easy ways to request services.  Make it clear what services you provide.  A list with links to details is helpful, especially for remote teams.
  16. 16. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  JIRA or a similar tool for organizing and tracking epics, user stories, and sprints  Wiki pages for each scrum team  List team members, roles, and contact information  Provide links to important instructions, forms  Record and store information about projects and sprints  Recordings of sprint demos  Helpful for all teams when you cannot attend a demo  Especially useful when teams are located elsewhere Agile Tools for Success
  17. 17. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr Lessons Learned
  18. 18. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Get the team organized. Write a charter. Envision your process. Evangelize.  Share your process. Get buy-in for your service- oriented team.  Communicate with product teams. Make sure they know how to request your services. Provide a point of contact.  Conduct a new Sprint Zero for each new project or release. 0. Start with Sprint Zero
  19. 19. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  A cohesive team makes it all work better.  Get to know your teammates as individuals.  What’s important to them?  Daily stand-ups help us understand what other teams are doing, find ways to help each other, cross-train, and collaborate. 1. Teamwork is important
  20. 20. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Find ways to connect with product team members.  What are they working on?  What’s important to them?  Cultivate the attitude that “we’re all in this together.”  Offer help when and where you can.  Allow roles to blur.  Take notes during user testing.  Help with testing during final QA effort. 2. Build strong working relationships
  21. 21. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Make it easy for product teams to interact with you.  Attend product team sprint demos  When there are user-facing changes being demo’d  Skip demos when nothing that needs your attention  Ping as needed  If you haven’t heard from a team lately, contact them to see if they need LCD services.  Remind them that you’re there to help.  Remote teams require extra effort  Language, culture, holidays, vacations  Check on availability before you pull user stories into sprints.  Keep Localization Services informed.  Assign a liaison from LCD.  What’s ready for translation? 3. Communicate
  22. 22. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Re-imagine your processes.  What can you eliminate to gain efficiencies?  Copyedits Peer reviews  Monthly translation estimates Monthly analysis by Localization Services 4. Let go of old things
  23. 23. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Offline help as a downloadable file  Adds one month to our development time for help system  Automated publication process and integration with software builds  Help system (on staging server and in software) is always up to date 5. Try new things
  24. 24. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Accept learning content requests from product teams however they want to provide it: form, face-to-face, email.  Iterate the learning content.  In Agile, not once and done.  Expect to go back and update help topics as features are iterated.  Be prepared to back out your work.  If a feature is dropped from release plans, you need a way to remove its learning content. Plan for it. 6. Be flexible
  25. 25. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Balance new feature work for product teams with internal LCD projects.  Before bringing a user story into a sprint, check carefully for dependencies on other teams.  Right-size stories – not too big, not too small.  Don’t overcrowd a sprint.  Allow time for non-sprint/unscheduled work.  If you finish user stories before end of sprint, pull in another small story. 7. Find your balance
  26. 26. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  In Agile, you don’t (and won’t) have all the information you need up front.  Trust that you and your team members can find solutions when you need them.  Practice “good enough.”  Leave perfectionist tendencies behind.  We broke our monolithic help systems into smaller modules.  If we find we need to add/update/modify information, it is easy to republish one module instead of republishing the entire help system. 8. Don’t stress
  27. 27. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Define acceptance criteria for user stories.  Invite customers to sprint demos. Seek feedback.  Moderate user comments in the online help. Revise content based on user feedback.  Use customer feedback and analysis to improve learning content.  Participate in/observe user testing and customer events. 9. Focus on the customer
  28. 28. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Continuously look for ways to improve.  Use sprint retrospectives to identify areas to improve after every sprint. Make an action plan.  Agile Maturity Model: each team self-evaluates their progress with Agile dimensions every quarter to see growth and identify areas for improvement. 10. Continuously Improve
  29. 29. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Shout-outs  During sprint retrospectives, verbally acknowledge those on the LCD team who have made an extra effort, and those on product teams who have helped you be successful.  Team Awards  We developed our own Agile award to recognize individuals who we felt deserved special recognition.  Agile Excellence Award  From Management to teams that have embraced Agile. 11. Reward desired behavior
  30. 30. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Create your own team identity (name, image, slogan)  Keep a sense of humor (eat your vegetables)  Take time to laugh  Celebrate the successes 12. Make it fun
  31. 31. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr 0. Start with Sprint 0 1. Teamwork is important 2. Build strong working relationships 3. Communicate 4. Let go of old things 5. Try new things 6. Be flexible 7. Find your balance 8. Don’t stress if you don’t have all the answers 9. Focus on customers 10. Continuously look for ways to improve 11. Reward desired behavior 12. Make it fun Lessons Learned: Summary
  32. 32. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Agile Manifesto http://agilemanifesto.org/  Introduction to Agile Methodologies http://ffeathers.wordpress.com/2011/02/26/introduction-to-agile- methodologies/  Agile for Technical Writers http://agilescout.com/agile-guide-agile-for-technical-writers/  A Writer's Guide to Surviving Agile Software Development http://www.scrumalliance.org/community/articles/2011/september/a-writer- x27-s-guide-to-surviving-agile-software-d  Agile Tech Writers (LinkedIn group) http://www.linkedin.com/groups?home=&gid=1115987&trk=anet_ug_hm  Tech Writers in an Agile Environment (LinkedIn group) http://www.linkedin.com/groups?home=&gid=3873251&trk=anet_ug_hm Resources
  33. 33. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Karen Smith  Karen.Smith@autodesk.com  www.linkedin.com/pub/karen-smith/5/4a/126  Twitter: @karenarrasmith  Patty Gale  Patricia.Gale@autodesk.com  www.linkedin.com/pub/patty-gale/1/446/997  Twitter: @tkrytr Q&A
  34. 34. © 2014 Autodesk, Inc. ~ Parkour: Lessons in Agility #stc14 #parkour @stc_org @karenarrasmith @tkrytr  Many thanks go to:  Yinchun Mei (May) for background graphics  Jeff Hanson for Parkour video production  Mary Roy for her enthusiastic support Shout-outs
  35. 35. Autodesk and the Autodesk logo are registered trademarks or trademarks of Autodesk, Inc., and/or its subsidiaries and/or affiliates in the USA and/or other countries. All other brand names, product names, or trademarks belong to their respective holders. Autodesk reserves the right to alter product and services offerings, and specifications and pricing at any time without notice, and is not responsible for typographical or graphical errors that may appear in this document. ©2014 Autodesk, Inc. All rights reserved. © 2014 Autodesk, Inc. All rights reserved.

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