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User story mapping facilitators toolbox

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User story mapping facilitators toolbox

  1. 1. Story Mapping Workshop - in an Agile Hoshin Kanri Manner Facilitator’s Guide
  2. 2. Purpose & Alignment ❖ share a common vision for the next release ❖ set up the user stories for each teams ❖ highlight and challenge dependencies ❖ valid working agreement between development and business ❖ consolidate program roadmap
  3. 3. Agenda
(to stay “agile”, time/duration may vary, depending on demand) Monday January 30th Tuesday January 31st Wednesday February 1st Thursday February 2nd Friday February 3rd Morning 9.00 – 12:30 8-9:30 Welcome & Organizing (by Pierre Neis & Scrum Masters) 9:30 -10:00 Ice Breaker: Count to 33 (by Pierre Neis & Scrum Masters) 9-9:30 Daily Standup (team) (by Scrum Master) 9-9:30 Daily Standup (team) (by Scrum Master) 9-9:30 Daily Standup (team) (by Scrum Master) Program Roadmap (by Pierre Neis, Scrum Masters & Visual Recording) • Building our joint Roadmap for the first release. • Understanding dependencies and impediments • Roles, Tasks & Responsibilities 11-12:30 Draw How to Make a Toast Game (by Pierre Neis & Scrum Masters) Story Mapping & Grooming on Team level Story Mapping & Grooming on Team level Story Mapping & Grooming on Team level Afternoon 13.30 – 18:00 Kick Off (by Managers) Visioning / Definition of Done for Go-Live On Theme/team level (by Story Mapping & Grooming on Team level Story Mapping & Grooming on Team level Roadmapping & Dependencies on Team Level 13-15:00 Program Roadmap (by Pierre Neis, Scrum Masters & Visual Recording) Consolidated Visioning / Definition of Done for (by Pierre Neis & Scrum Masters) 17:30-18:00 Scrum-of-Scrum (by Pierre Neis) 16:30-18:00 Scrum-of-Scrum / Status / Retro remaining 2 days (by Pierre Neis) 17:30-18:00 Scrum-of-Scrum (by Pierre Neis) 13-15:00 Wrap-Up (Finger-)food & Drinks All Theme/Team Level ONLY HIGH LEVEL AGENDA HERE. TEAMS ARE FREE TO USE THEIR OWN WITHIN THE MAIN AGENDA CONTAINER
  4. 4. Before Start Welcome & Organizing (8:00 – 9:30) Arriving & Setting Up the Stage Who What Pierre Main Room Pierre –Check the videoprojector TBD –Check for coffee etc Each Scrum Master Team Room –Put the posters on the walls –Put pens, paper etc available Ice Breaker: Count to 33 (9:30 – 10:00) Who What Pierre Main Room DAY 1
  5. 5. Getting Inspired Draw How to Make a Toast Game (10:00 – 12:00) Who What Pierre Main Room Each Scrum Master `- Ensure that everyone has paper, pen and sticky notes - co-facilitate by supporting DAY 1
  6. 6. Welcome & Kick Off Welcome (13:30 – 14:00) Introduction & Welcome Kick Off (14:00 – 14:30) ❖ Pierre introduce the Scrum Masters Team ❖ Scrum Master raise up their Hand when spelling their name ❖ Pierre give the Agenda of the Bootcamp and how we will proceed: ❖ Agenda will be draw on a poster (so people can see progress) ❖ Rules of the “game” will be draw on posters DAY 1
  7. 7. The visioning workshop (14:30 – 16:00) 1.Who: each Scrum Master of each team 2.Scrum Masters are setting up the teams: ❖ existing teams + BPO + Experts ❖ PROCESS: ❖ The Scrum Master are attending their dedicated team location ❖ They invite the team and their stakeholders to join 3.Once everybody is installed, ask this question to start the conversation: « THINK WE ARE NOW JANUARY 1ST 2018 AND WE WENT LIFE. AT YOUR TEAM LEVEL WHAT MEANS « DONE FOR GO LIVE»? 1. TIME BOX: 1 hour 2. PROCESS: 1. use the paper board to start drawing or writing the DoD (the use of sticky notes also welcome) by collecting the individual guesses (15 min), 2. then consolidate the outcome all together (30 min), 3. then refine and validate (15 min). 3. Delivery: 1 poster of team’s Definition of Done (see Definition-of-Done board in appendix) 4. TIP: the « Draw Toast Game » should be an inspiration for this activity. Ensure that team dynamic is kept safe. 4.Debrief and Summarise DAY 1SCRUM MASTERS TO FACILITATE
  8. 8. Consolidated Visioning / Definition of Done (16:15 – 17:30) Every single team will show the result of their own Definition-of-Done • Use the “Definition-of-Done” poster • Show & Tell in front of all the attendees (can be hold in front of team´s space) • An explain the WHY Audience can ask questions to clarify the vision (Pierre or team´s Scrum Master will facilitate this) When all team are passed, then ask to build a “single vision for the solution” in a collective manner. (Pierre to facilitate) • Expected outcomes • Dependencies • Alignment of a common purpose (vision) • Conversation • Needs facilitation to avoid interferences DAY 1 SCRUM MASTERS TO FACILITATE
  9. 9. Daily Stand Up (9:00 – 9:30) Debrief on yesterday´s work: what happened yesterday? • Review roughly the day before • Did you like it? Capture feelings and feedbacks • How could we do better? Gather improvements Explain agenda of the day: that´s the plan of today DAY 2 SCRUM MASTERS TO FACILITATE
  10. 10. Story Mapping & Grooming on Team level (9:30 – 17:30) Based on the Definition-of-Done at team level 1. Broaden the scope from looking at one user: who is going to use the solution? 2. Allocate a User Role for available Business People 3. Ask by example: As Olaf what functionality to you need to reach the Definition-of-Done or the Vision we co- created? ❖ Outcome: ex. as Olaf I need a solution than does this so that I can do that (it´s an user story) ❖ Alternative: use the stories the team can provide and refine them 4. Put all the User stories on a wall and try to find common attributes 5. Re-organize the stories 6. Verify that all stories have at least 3 acceptance criteria: if more than slice the story into sub-stories 7. If a Story as sub-stories, this story is called an Epic. DAY 2 SCRUM MASTERS TO FACILITATE
  11. 11. Scrum-of-Scrum (17:30 – 18:00) Debriefing in a SoS mode: • Each team has 2 people coming to explain (Scrum Masters to ask who is willing to represent the team): • What has been done during the day? • What is blocking progress? • What dependencies has raised up? (Dependencies are collected in the Dependency Board – Patrick to lead here & facilitate to ensure adequate follow up of dependencies solving activities) • What they plan to do for the next day? PIERRE OR SCRUM MASTERS TO FACILITATE DAY 2
  12. 12. Daily Stand Up (9:00 – 9:30) Debrief on yesterday´s work: what happened yesterday? • Review roughly the day before • Did you like it? Capture feelings and feedbacks • How could we do better? Gather improvements Explain agenda of the day: that´s the plan of today DAY 3 PIERRE OR SCRUM MASTERS TO FACILITATE
  13. 13. Story Mapping & Grooming on Team level 
 (9:30 – 17:30) Continue and Improve the work of Day 2 1. Add missed stories 2. Re-organize the stories 3. Verify that all stories have at least 3 acceptance criteria: if more than slice the story into sub-stories 4. If a Story as sub-stories, this story is called an Epic. 5. Get the Business Value: use Business Value Board to estimate the business value with BPOs: each stories should have a different value in an ordered manner 6. Group the epics into Themes 7. Sequence the Themes so that you start to design an initial Roadmap running from one theme to another: ask your Business PO (customer) what theme is the most valuable. 8. Development Team will analyze the user stories and run a planning poker session (complexity estimation in story points) SCRUM MASTERS TO FACILITATE DAY 3
  14. 14. Scrum-of-Scrum / Quick Retrospective (17:30 – 18:00) Debriefing in a SoS mode (15 min): • Each team has 2 people coming to explain (Scrum Masters to ask who is willing to represent the team): • What has been done during the day? • What is blocking progress? • What dependencies has raised up? (Dependencies are collected in the Dependency Board – Patrick to lead here & facilitate to ensure adequate follow up of dependencies solving activities) • What they plan to do for the next day? Quick Retrospective (use the Feedback board “Starfish”) (15 min): : • Ask the audience to push sticky notes on the feedback board (10 min) • Read loud the results and ask for feedback for the improvements (5 min) DAY 3 PIERRE OR SCRUM MASTERS TO FACILITATE
  15. 15. Daily Stand Up (9:00 – 9:30) Debrief on yesterday´s work: what happened yesterday? • Review roughly the day before • Did you like it? Capture feelings and feedbacks • How could we do better? Gather improvements Explain agenda of the day: that´s the plan of today ATTENTION: THIS WILL BE THE LAST OF THE TEAM LEVEL WORK REMIND THE EXPECTED DELIVERABLES: • Team Roadmap • Dependency Board • Working agreement • Definition of Done DAY 4 SCRUM MASTERS TO FACILITATE Team Roadmap Working Agreement Dependency Board DoD Board
  16. 16. Story Mapping & Grooming on Team level (9:30 – 12:00) • Complete the work left • Outcome should be made visible as a Roadmap SCRUM MASTERS TO FACILITATE DAY 4
  17. 17. Roadmapping & Dependencies on Team Level (13:30 – 16:00) Based on the Roadmap Highlight all the dependencies showing up (like in the days before) ❖ Indicate the dependency with a red lightning and link the related stories with a thread. Point of attention ❖ If a dependency is not under team´s roadmap (another team as ex.), create a ticket for the main Dependency Board ❖ Try to solve as much dependencies as possible and highlight the assumptions ❖ Dependencies which sounds not being solvable during this workshop will take place at the bottom of the product backlog with the intention to find a solution until the end of the release SCRUM MASTERS TO FACILITATE DAY 4
  18. 18. Outcome Fair (16:00 – 18:00) Fair process: • At Team´s corner, each team selects 2 representatives to explain the outcome of their work (Scrum Masters to ask who is willing to represent the team): • What is the team release plan until 01.05.2017? • What is the story map? • What dependencies has raised up? (Dependencies are collected in the Dependency Board – Patrick to lead here & facilitate to ensure adequate follow up of dependencies solving activities) • What is they working agreement plan? PATRICK & SCRUM MASTERS TO FACILITATE DAY 4 FAIR
  19. 19. Daily Stand Up (9:00 – 9:30) Debrief on yesterday´s work: what happened yesterday? • Review roughly the day before • Did you like it? Capture feelings and feedbacks • How could we do better? Gather improvements Explain agenda of the day: that´s the plan of today ATTENTION: THIS WILL BE THE LAST OF THE TEAM LEVEL WORK DAY 5 SCRUM MASTERS TO FACILITATE
  20. 20. Building the Joint Roadmap (9:00 – 10:00) Draw a time scale using tape. Make it large enough so that all data can be gathered. Monthly milestone can be add with sticky notes (has to be removable) The team bring the developed Team Roadmap and stick it on a wall in main room • Team members explains how they want to proceed to deliver the solution during the Release • Proposition: having 2 representative one from IT and one from Business could be great. The next team build its Roadmap on the first team And so on until all the teams have stick their roadmaps. Ask to review for consistency: • Is this solution realistic? • What could we refine here? PIERRE OR SCRUM MASTERS TO FACILITATE DAY 5
  21. 21. Understanding dependencies (10:00 – 11:00) Ask the teams to review the “big” roadmap and make all dependencies visible: • Use again lightning and threads • Facilitate the discussion to solve this dependencies • Improve the roadmap so that the release starts with quick wins with dependencies starting at mid-release Review the dependency board : • Is there dependencies that haven´t been resolved until now? • What solution could be found? • (let people discuss in a grooming / problem solving manner) PIERRE OR SCRUM MASTERS TO FACILITATE DAY 5
  22. 22. Roles, Tasks & Responsibilities (11:00 – 12:00) Team representative will show off the results of their Working Agreement discussion. Identify common patterns (Pierre): • There will be common patterns through the teams and we can presume that this could be a part of the solution • Discuss on the exception • Make hands-up voting to fix the common agreement • Create a board paper to summarise this global agreement • Note: scrum organisational matrix should be part of the this solution PIERRE OR SCRUM MASTERS TO FACILITATE DAY 5
  23. 23. Review and closing the workshop part & get the Release 
 DoD (12:00 – 12:30) Pierre will ask the audience i.e. Management what is the Definition- of-Done for the Release. Review roughly all the decisions taken as closing agreement. Explain that this will start by now: PIERRE OR SCRUM MASTERS TO FACILITATE DAY 5
  24. 24. Wrap-Up
 (by Management)
  25. 25. Appendix
  26. 26. team level Business Value Board - Every User Story has a Business Value (BV). BV is defined with BPO with ITPO & Dev. Team. Process: • Put the 1st US under a number from “999” to “0”, most to less valuable • Add the other US accordingly so that each US has a single value. • Once all the stories are sticked on the board you should find a perfect sequencing SM to draw
  27. 27. team level Team Dependency Board This is a central board to share the dependencies crossing over teams. Dependencies are highlighted with a lightstorm in team roadmap and with a red ticket in the Dependency board. Process: • Dependency highlighted in team´s roadmap • Ticket created in dependency board • A team member should look at the board to see if a dependency is related to team´s work and try to find a solution at team level to fix it: ticket is taken in the team for fix. • Expectation: dependencies fixed and not only highlighted SM to draw
  28. 28. team level How to work together – TEAM LEVEL In this picture, content is given as example. Poster should be empty and people have to put sticky notes as suggestion of working agreement. Process: • Take time on day 4 to clear up this agreement • This poster will be show up as team outcome the last day SM to draw
  29. 29. team level Team Mood –TEAM LEVEL Daily check in board Process: • Names on clothespins • At daily stand up, people are moving their clothespin on the scale to indicate their daily mood SM to draw
  30. 30. team level Global Feedback for Facilitator - CENTRAL Weather Mood In the morning all participants are putting a sticky note on board according personal weather: • Sunny: I´m fine • Cloudy: I´m so so • Storming: I´m angry SM to draw
  31. 31. team level Check out Starfish – TEAM LEVEL Daily check out board Process: • Team members are giving their feedback with sticky notes at day´s end • Scrum master collect this information and adapt daily based on this information SM to draw
  32. 32. team level Definition of Done Board – TEAM LEVEL Building a common Definition of Done The board is empty of information: given here for example. This is a deliverable for Thursday. SM to draw
  33. 33. team level Law of 2 feet This poster gives the freedom of movement and drives commitment. SM to draw
  34. 34. team level Whover comes Another agile rule with the meaning that every voice is welcome. SM to draw
  35. 35. team level Parking Lot – TEAM LEVEL It´s like an impediment list: • Put all the stuff blocking the conversation progress • Fix it at least at the end of the day SM to draw
  36. 36. team level Agenda - Pierre Agenda should be made available in all team areas. SM to draw
  37. 37. Appendix
  38. 38. DELIVERABLES BU I L D T H E P RO D UCT V I SI ON 1 GET T H E P RO D UC T D EF IN I T I O N -O F -D O NE 2 COLLECT USER STORIES 3 VALIDATE THAT ALL « USER R OLES » ARE COVERED 4 T E M P L AT E S T O F I L L 3 8
  39. 39. STORY MAPPING WORKSHOP(SUMMARY) STORY MAPPING (BRAINSTORMING) MEETING. • Customer, developers, anyone who understands a product’s intended users • Everyone grabs a stack of cards (provided of through online solution) • Write role names on cards • As fast as possible and with no judgment • No turns • Place card on table • Call out role name as you place it DE FINE THE V ISION WR I T E RE QU I RE ME NT S I N U SE R ST O RY F OR M AT U SE R ST O RI ES ARE RE FI N ED C OL L EC TIVELY USER STORIES ARE SORTED IN A ROADMAP STORIES ARE ESTIMATED IN BUSINESS VALUE On both team and project level. This is called Agile Hoshin Kanri. 3 9
  40. 40. ORGANISATION ROADMAP KICKOFF KICKOUT 1 2 3 4 5 C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION VIS ION= WH Y? WH EN ?WHO? + DEFINITION OF DONE attendee=persona 1 U SE R ST O RI ES GEN ER AT I O N As « persona », I need… so that… I can + acceptance criteria C O MM O N ATT R I BUT E S Re-sort the US on emerging common attributes EP I C S Slice the user stories and regroup them to create Epics and not the other way around. 2 3 GENERATE INITIAL TEAM ROADMAP Align Epics on a timeline and define the sequencing 4 GENERATE INITIAL PRODUCT ROADMAP All teams brings their Roadmaps as a piece from the main. Team roadmaps should be improved through to fit smoothly into main roadmap. 5 4 0
  41. 41. ORGANISATION ROADMAP KICKOFF KICKOUT C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION FARNEAR SOLUTION A L L T H E M E A L L SH ARED VIS ION T H EM E VI S I O N CHALLENGED VISION IMPROVED & FINAL VISION 4 1
  42. 42. COLLECTIVE VISIONING WORKSHOP h o w t o r u n t h e
  43. 43. DAY 1 KICKOFF KICKOUT C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION D AY 1 : • WA R M U P G A M E ( > T E A M B U I L D I N G ) • «   H O W T O D R AW T O A S T   » G A M E ( > E X P L A I N H O W W E W I L L P R O C E E D ) • S E T U P T H E P R O J E C T V I S I O N ( > S TA RT W I T H T H E V I S I O N ) WA R M U P + A G E N D A D R AW T O A S T V I S I O N I N G 9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00 4 3
  44. 44. DAY 2 KICKOFF KICKOUT C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION D AY 2 : • G E T T H E T E A M / T H E M E L E V E L V I S I O N • C O L L E C T F I R S T U S E R S T O R I E S WA R M U P + A G E N D A V I S I O N I N G ( D R AW T O A S T ) S T O RY M A P P I N G 9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00 ( ! ) T E A M L E V E L O N LY 4 4
  45. 45. DAY 3 KICKOFF KICKOUT C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION D AY 3 : • C O L L E C T L E F T U S E R S T O R I E S • R O A D M A P P I N G WA R M U P + A G E N D A S T O RY M A P P I N G R O A D M A P P I N G 9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00 ( ! ) T E A M L E V E L O N LY 4 5
  46. 46. DAY 4 KICKOFF KICKOUT C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION D AY 4 : • E X P O S E T E A M R E S U LT S T O O T H E R S T E A M S • D R AW T H E W H O L E P R O J E C T P I C T U R E W I T H T E A M O U T C O M E S • C H A L L E N G E T H E I N I T I A L V I S I O N & R E F I N E WA R M U P + A G E N D A R E V I E W S O F T E A M O U T C O M E S I N S P E C T & A D A P T I N I T I A L R O A D M A P, R E S H A P E 9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 7:00 A L L 4 6
  47. 47. DAY 5 KICKOFF KICKOUT C RO S S P O L LI N AT ION IMPROVED&ALIGNEDCOMMON VISION D AY 5 : • R E V I E W T H E C H A L L E N G E D R O A D M A P • VA L I D AT E T H E I N I T I A L R O A D M A P • S E L E C T U S E R S T O R I E S T O F I L L T E A M S / T H E M E S P R O D U C T B A C K L O G • S E T U P A G E N D A F O R N E X T W O R K S H O P ( I N 3 M O N T H S ) • K I C K O U T WA R M U P + A G E N D A R O A D M A P VA L I D AT I O N & P R O D U C T B A C K L O G C R E AT I O N P R O D U C T B A C K L O G C R E AT I O N & K I C K O U T 9:00 - 9:30 9: 4 0 - 1 2: 15 13:30 - 1 5:00 A L L 4 7
  48. 48. FA C I L I T I E S 4 8
  49. 49. FACILITIES TEAM WALL IN SQUAD ROOM TOWN HALL SETUP FOR A DEMO TEAM ROOMS Primary team collaboration space with a desk area, a lounge area, and a scrum room for stand- ups, Kanban. Lots of wall and whiteboard space for collaboration TOWN HALL Large area with video conferencing facilities for informal, meetings e.g. lunches, live demos of working software, new tools and techniques IMMERSION ROOMS Customer collaboration rooms in lieu of a Customer Lab IMM ERSION ROOM POLLING CUSTOM ER S 4 9
  50. 50. TOOLS AND LOCATION 1 MAI N R O OM F O R «  AL L I N  » M EET IN GS 1 R OO M F O R EA C H TE A M 2 2 PAPER ROLLS FOR EACH TEAMS 3 T E M P L AT E S T O F I L L 1 4 STICKY NOTES & PENS 5 2 FLIP CHARTS PER ROOM 5 0
  51. 51. W W W. A G I L E S Q R . C O M Pierre E. Neis pierreneis@agilesqr.com 5 1 agile

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