The document outlines the types and purposes of meetings in an Agile project structure. The six main types of meetings discussed are: sprint planning, task planning, daily stand-ups, collaboration, demos, and retrospectives. For each meeting type, guidelines are provided around structure, participants, and objectives. The overall goal discussed is to plan meeting processes upfront to increase productivity and remove blockers on Agile projects.

1. © 2004-2015
Authored by Darrel Raynor, PMP, MBA
Managing Director, Data Analysis & Results, Inc.
and the Data Analysis & Results Team
www.DataAnalysis.com DARaynor@DataAnalysis.com
Knocking the Stupid Out of™
Real-World Agile Projects: How To Structure Your
Meetings
An Agile & Integrated ™ Approach Seminar!

2. © 2004-2015
AGENDA
• Introduction & Why Meetings?
• The 6 (or 4 & 2 halves…) Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
• Takeaways!

3. © 2004-2015
Introduction
& Expectations
I. Introductions
II. Why Meetings?
III. Planning Your Meeting Processes
Pays Off Big Time...
IV.Takeaways You Will Come Away
With Today

4. © 2004-2015
Introductions
Facilitator & Primary Author of
Agile & Integrated ™ Business Analysis, Project Management,
and Leadership Courses and Consulting Services
Darrel A. Raynor, PMP, MBA
President/CEO, Data Analysis & Results, Inc.
Director, St. Edward’s PE Project Management, Business Analysis, &
Leadership Programs
Author of the forthcoming book, "Agile & Integrated Project Management™
- Knocking the Stupid out of ™ Project Management"
Agile & Integrated Project Management, A&I PM are trademarks of Data Analysis & Results, Inc.

5. © 2004-2015
Unanticipated Offer: High-Powered Intern/Temp!
Trained in:
• Project Management
• Business Analysis
• ITIL
PM/BA/Lead for Technology Projects
• Infrastructure, Networks, MCSE
• Software Dev
• Any type of Tech
Want to hear more? See me after...

6. © 2004-2015
Why Meetings?
Even in Agile, people have to talk...
Meeting of the minds!
Persuasion to buy into processes and
commit to using & honing processes
Remove blockers, predict & get ahead
of issues & sponsor asking for help and
advice

7. © 2004-2015
Planning Your Meeting Processes
Pays Off Big Time
• Too Many Tasks & Priorities
• Too Many People to Please
• Talkers vs. Quiet Ones…
• Runaway Meetings
• Low Value Meetings
• Missed Expectations
• Take Too Long
What about Meetings drives you crazy?

8. © 2004-2015
Document Best Practices
→ Reduce Duplication ←
WEDIAKPO2! TM
• Create All Documents at start of project
• *No Versions
• No Meeting Minutes
• No Email w/Content
• No Email Attachments
• Update Documents in Meetings
• Traceability
• Robust set of Project Logs
A&I™BestPractice
*Except baselines...
[Vote for WEDIAKPO2!™ as bonus topic if we have time at end…]

9. © 2004-2015
Agile: Quick Visual

10. A&I™ Best Practice
© 2004-2015
I
I. Why Meetings Are
Important
to Plan, Document Processes, &
Hold
I. How To Plan & Negotiate the 6
(or 4 & 2 halves…) Agile Meetings
II.How To Motivate People & Hold
Productive Agile Meetings
Takeaways

11. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Sprint (Iteration)
Planning

12. © 2004-2015
Sprint (Iteration) Planning
1st Iteration (Sprint)
• Start with prioritized list of features And Processes
• Estimate using Planning Poker or any other method that works for you
• Use ROM (Rough Order of Magnitude) preferably L, M, H
Each Iteration Including 1st Sprint
• Estimate New Features And Processes, Defects, Changes
• Ensure Priority Set considering Estimates
2nd Iteration through Last Iteration
• Use Rolling Average of Hours/L, M, H to increase accuracy without
increasing time or hassle
[Vote for Rolling Average as bonus topic if we have time at end…]

13. © 2004-2015
Sprint (Iteration) Planning
Every Iteration
• Ensure Right People (Product Owner/Business Analyst/Customer),
(Developers/Testers/IT), (Scrum Master/Project Manager/Lead)
• Ensure Priority Set considering Estimates
• With your ‘Bucket of Hours’ in mind, Select, not Commit, to the
number of Features/Stories/Items from the top of your Product
Backlog that ‘fit in your Bucket’...
• Move them to your Task Backlog
[Vote for Bucket of Hours as bonus topic if we have time at end…]

14. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Task Planning

15. © 2004-2015
Task Planning
• Ensure Right People (Product Owner/Business Analyst),
(Developers/Testers/IT), (Scrum Master/Project Manager/Lead)
• Discuss Each Feature/Story/Item and break it down into all Tasks needed
for 100% completion including testing/migration/turnover…
• Estimate using Planning Poker or any other method that works for you
• Use ROM (Rough Order of Magnitude) preferably L, M, H
• With your ‘Bucket of Hours’ in mind, Commit, to the number of Tasks
from the top of your Task Backlog that ‘fit in your Bucket’...

16. © 2004-2015
Cast a Wide Net
Make sure you take
into account all
formal and your
informal activities
too!

17. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Daily Stand Up

18. © 2004-2015
Daily Stand Up
I. Set Aside Time to meet, Daily, full team
11 minutes or less - Blocks, Issues, Will
Work, Did Work...
II. Book 45 Minutes just in case someone
needs you to Collaborate...
III. Force yourself to Stick to Time every
Daily Meeting
[Vote for Daily Meeting Process as bonus
topic if we have time at end…]

19. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Collaboration

20. © 2004-2015
Collaboration
• Any team member may request to
meet with 1-2 people on their topic(s)
• Formally after Daily Stand Up Meeting,
and really any other time
• Bake Requested Collaboration
Meetings into your estimates,
remember they may not be called by
you!
• Scrum Master owns scheduling, but
need not always attend

21. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Demo

22. © 2004-2015
Demo
• Everyone is from Missouri
(Show Me, don’t tell me…)
• Code is run
• Documents are shown
• Tables/Config are shown
• Test Results are shown &
possibly walked through
“I can’t show you” is
simply not acceptable

23. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective
Retrospective

24. © 2004-2015
Retrospective
Meeting to improve
Templates & Process
Soooooo…
Don’t talk about anything you are
unwilling to document in either a
Template or a Process…
Then update your Templates &
Processes one at a time

25. © 2004-2015
Tools to House Your Process
Simple and inexpensive (some even
free) tools to help you:
• Microsoft Office
• Google Docs / Google Drive
• Microsoft SharePoint
• Jira
• Asana
• Rally
• Microsoft Project
• LinkedIn
• EverNote, OneNote
• and many more...

26. © 2004-2015
WEDIAKPO2!
Everything Online
No Handwritten Papers,
Stickies, Lists
Multiple Device Access, Always

27. © 2004-2015
Business Analysis & Business Skills Courses
For Austin courses https://seupec.secure.force.com/pmtx
For information on Data Analysis & Results www.DataAnalysis.com

28. © 2004-2015
Project Management Courses
Attend our next PM/BA Preview for a more in-depth look
Plus Project Management & related Consulting & Staff Placement

29. © 2004-2015
Increase Your Worth
Vote for the below as I call them
out...
• WEDIAKPO2!™
• Rolling Average
• Daily Meeting Process
• Bucket of Hours
• ? Your Suggestion
*Of course, contact us!

30. A&I™ Best Practice
© 2004-2015
I
I. Why Meetings Are Important
to Plan, Document Processes, &
Hold
I. How To Plan & Negotiate the 6 (or 4
& 2 halves…) Agile Meetings
II.How To Motivate People & Hold
Productive Agile Meetings
Takeaways

31. © 2004-2015

32. © 2004-2015
A&I™ Courses & Support
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https://seupec.secure.force.com/pmtx
A&I ™ Consulting & Course Information on
www.DataAnalysis.com or Contact Info@DataAnalysis.com
Consulting: Contact us for customized, lean, project consulting
512-850-4402 / Info@DataAnalysis.com
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website or visit http://www.TheManagementAdvisor.net/

33. © 2004-2015

34. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective

35. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective

36. © 2004-2015
The 6 (or 4 & 2 halves…)
Types of Agile Meetings
1. Sprint (Iteration) Planning
2. Task Planning
3. Daily Stand Up
4. Collaboration
5. Demo
6. Retrospective