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Giedrius Krisčiukaitis. Communication

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Projects failing because of “communication issues” is something I hear quite frequently. But how agile can we be in project communication? I will share my experience by overviewing the main lessons learned in the areas of:

Work planning/scheduling insights and hidden risks;
Tips on communication among team members and with outside stakeholders;
Tools & techniques for organizing effective and transparent communication;
Change requests and project information management: why and how?

Published in: Software
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Giedrius Krisčiukaitis. Communication

  1. 1. Communication Information, Changes, Experience
  2. 2. Giedrius Kriščiukaitis NFQ Solutions Project manager (PMP certified) giedrius@nfq.lt @giedriuskri https://www.linkedin.com/in/giedriusk
  3. 3. Communication from Latin commūnicāre, meaning "to share" Reports Ideas Agendas Feelings Intentions Tasks Attitudes Expectations Perceptions Assumptions Contacts Documents Agreements Calendars …information
  4. 4. Communication • Work planning • Communication among team members / stakeholders • Tools & techniques • Project information
  5. 5. Work planning, scheduling
  6. 6. Company Communication Contract Fixed Price Time and Material
  7. 7. Project Communication Project as a Product Project as a Product Project as a Contract nr.1 for the project Project as a Contract nr.1 for the project Are we done with this project? No, everything can change in my project. Project manager Project manager
  8. 8. Project ≠ Project EE--sshhoopp CCoonnttrraacctt nnrr.. 11 PPrroodduucctt bbaacckklloogg MMuusstt DDOO Fixed price ? ?
  9. 9. Uncertainty ? ? Why should I sign uncertain contract?
  10. 10. Project ≠ Project EE--sshhoopp CCoonnttrraacctt nnrr.. 11 CCoonnttrraacctt nnrr.. 22 CCoonnttrraacctt nnrr.. nn PPrroodduucctt bbaacckklloogg CCoonnttrraacctt nnrr.. XX Fixed price Time&Material MMuusstt DDOO … ? ?
  11. 11. Spice contracts! SSccrruumm KKaannbbaann CCoonntrtraacct tn nrr. .4 4 CCoonntrtraacct tn nrr. .3 3 CCoonntrtraacct tn nrr. .5 5 CCoonntrtraacct tn nrr. .1 1 CCoonntrtraacct tn nrr. .2 2 Project lifetime CCoonntrtraacct tn nrr. .Y Y http://www.morguefile.com/archive/display/847880 http://www.morguefile.com/archive/display/847878
  12. 12. Fixed Price Scrum CCoonnttrraacctt nnrr.. 11 Picture from: http://en.wikipedia.org/wiki/Scrum_(software_development) High level Maybe Detailed Must
  13. 13. Emergency Kanban http://cdn.morguefile.com/imageData/public/files/m/metallix/preview/fldr_2008_11_28/file000388465185.jpg
  14. 14. Project Contract nr. 1 Plan – Collaboration in sprints details (Legal) Scope – Sprint backlog (User stories) Schedule – Sprints Price – Story points Contract nr. 1 Plan – Collaboration in sprints details Legal) Scope – Sprint backlog (User stories) Schedule – Sprints Price – Story points
  15. 15. Plan How do we do it? CCiivviilliinniiss kkooddeekkssaass OOrrggaanniizzaattiioonnaall PPrroocceessss AAsssseettss SSccrruumm KKaannbbaann CCoonnttrraacctt nnrr.. 11 CCoonnttrraacctt nnrr.. YY
  16. 16. Scope What will be delivered? FFrroonntt ppaaggee
  17. 17. Scope What will be delivered? Front page Nr. Story points User story … FR033 6 Top 10 products list. Display 10 products from the “Top 10” products group managed manually in the /admin tool. Products must be ordered by product position field assigned in relationship with the products group. Information to display: Heading (Products group title); Product cover image (list picture); Link to product details page; Position number; Link to display “Less” (5 products) or “More” (10 products). Clicking on this link does not reload the page. … Total SP 123 Price 5000,- €
  18. 18. Schedule When it happens? Project deadline: 2015 January 1st
  19. 19. Schedule When it happens? Sprint nr. 1 Goal: Front page, Product list, Product details page. Nr. Pred. Task Responsible Deadline 1 Supply all the information for the sprint start. Customer 2014 10 24 2 1 Start sprint. Supplier 2014 10 27 3 2 Implement the deliverables. Supplier 2014 11 06 4 2 Confirm, change or cancel the deliverables. Customer 2014 11 05 5 2, 3, 4 Deploy the confirmed deliverables. Supplier 2014 11 07 6 2 Stop sprint. Supplier 2014 11 07 Project deadline: 2015 January 1st …
  20. 20. Price How much? FFrroonntt ppaaggee:: 55000000,,-- €€
  21. 21. Price How much? Nr. User story Price in story points … FR033 Top 10 products list. 6 … Total story points: 123 Total price: 5000,- € Front page:
  22. 22. Work planning summary • Project ≠ Project – be on the same page with customer • No uncertain contracts • Add agile spices to contracts
  23. 23. Communication Team / Stakeholders
  24. 24. Team • Understand / Feel Your need for a standup. • Team chat window (e.g. skype). • Report – always visible (board, eboard, display). • Have team lunch once a week. • Do not hunt who failed, analyze the root cause. • Do a lessons learned every sprint end. • Celebrate major release. • Eliminate “The others”.
  25. 25. Stakeholders • Understand each stakeholder especially project sponsor expectations. • Do not calculate the report – have it always up to date and online available. • Inform about the status without a push. Latest software sends status emails automatically. • Collaborate, build a team relationship between stakeholders teams and Yours.
  26. 26. Evil E-MAIL
  27. 27. Modes of Communication http://www.agilemodeling.com/essays/communication.htm
  28. 28. How E-mail? • Notify about changes in information, but do not send the information itself. • E-mail is not a task. Verbal confirmation is a must. • Do not host the information in Your inbox. You will always have to search and forward it if needed. • Inbox is owned by someone – ensure this is the right place You are sending the information. • E-mail gets lost through many servers/filters, sometimes are auto-forwarded. For important e-mails ask for confirmation.
  29. 29. Communication Team / Stakeholders summary • Build Team spirit, trust, commitment and understanding • Stakeholders first – proactive instead of reactive • E-mail only for notifications
  30. 30. Tools & Techniques
  31. 31. Scrum with Google docs? Backlog Sprint backlog Sprint burndown
  32. 32. Kanban with ?
  33. 33. Project information why and how?
  34. 34. Project information InInfoforrmmaatitoionn CCoonntrtraacct tn nrr. .4 4 InInfoforrmmaatitoionn InInfoforrmmaatitoionn InInfoforrmmaatitoionn CCoonntrtraacct tn nrr. .2 2 CCoonntrtraacct tn nrr. .3 3 CCoonntrtraacct tn nrr. .5 5 InInfoforrmmaatitoionn InInfoforrmmaatitoionn CCoonntrtraacct tn nrr. .1 1 CCoonntrtraacct tn nrr. .Y Y Project lifetime
  35. 35. Project information • Unavailable – documents stored in multiple places and usually inaccessible. • Unsearchable – no easy Index or search. • Different format – different software or styles, structures. • Untraceable – only with additional tools like GIT or SVN. • Hard to share – You always need to collect and resend them.
  36. 36. Project information InInfoforrmmaatitoionn CCoonntrtraacct tn nrr. .4 4 InInfoforrmmaatitoionn InInfoforrmmaatitoionn InInfoforrmmaatitoionn CCoonntrtraacct tn nrr. .2 2 CCoonntrtraacct tn nrr. .3 3 CCoonntrtraacct tn nrr. .5 5 InInfoforrmmaatitoionn InInfoforrmmaatitoionn InInfoforrmmaatitoionn ( (WWIIKKII)) CCoonntrtraacct tn nrr. .1 1 CCoonntrtraacct tn nrr. .Y Y Project lifetime
  37. 37. Project information InInfoforrmmaatitoionn ( (WWIIKKII)) DokuWiki – no DB, perfect for storing limited amounts of data, e.g. project contacts or access information. MediaWiki – DB needed, perfect for storing project descriptive information e.g. product search algorythm. Confluence – no wiki markup, integration with Jira. FFrreeee FFrreeee
  38. 38. Project information • Understand the level of details required. • Screens or features or … “driven” structure. • Writing forces thinking. • Store information in WIKI type software. • Host information on Customer server – it belongs to them.
  39. 39. Project information summary • Save it! (not in the e-mail message or laptop) • Use wiki tools to store and access information • Communicate new changes through wiki tools
  40. 40. Thank You! – Questions? NFQ Solutions giedrius@nfq.lt @giedriuskri • More interesting talks • NFQ's public events • Tech insights and reviews fb.com/nfq.lt

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