Ale2015 Agile Facilitation
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This document provides information about agile facilitation techniques. It begins with an introduction of the author and their background. The session plan outlines learning objectives about facilitation, facilitators, and designing meetings. Techniques described for designing meetings include warmups, brainwriting, world cafe, five to fist voting, pro-con analysis, and meeting minutes. Group dynamics models of forming, storming, norming, performing, and adjourning are also discussed. Recommended materials and certification in agile team facilitation are presented at the end.
Ale2015 Agile Facilitation
- 1. www.luxoft.com Agile Facilitation How to use facilitation on practice By Svetlana Mukhina
- 2. www.luxoft.com Introduction Svetlana Mukhina ICAgile ICP, ICP-ATF, ICP-BVA, PSM I, CSPO Agile and Career Coach at Luxoft Agile Practice Experience: 12+ years in IT, Project and department management, Computer Linguistics, Technical Writing, Quality Assurance Interests: Project management, Agile transformation, Career and performance coaching, Psychology Hobbies: Horse riding, music, poker, travelling
- 3. www.luxoft.com Session Plan Learning objectives What is facilitation and who is facilitator Agile Facilitator Designing a Meeting Warmup to brake the Ice Brainwriting to gather ideas World-café to explore opinions Five and fist to evaluate opportunities Pro-Con analysis to make a decision Meeting minutes to summarize and define next steps Facilitating Group Dynamics Recommended materials and further education
- 5. www.luxoft.com Definition of Facilitation Facilitation is a set of activities that helps a group of people to understand their common objectives and assists them to achieve it within a reasonable time box and without destructive confrontations. Facilitator is someone who helps a group of people understand their common objectives and assists them to plan how to achieve these objectives; in doing so, the facilitator remains "neutral" meaning he/she does not take a particular position in the discussion
- 6. www.luxoft.com Facilitation and Facilitator Manual and automated mode
- 9. www.luxoft.com Agile Team Facilitator Treasure Agile Values Follow Agile Principles Master Facilitation Techniques Team Facilitator Agile Guard
- 11. www.luxoft.com Meeting Structure Designing the flow warmup brainwriting world-café five-to-fist pro-con analysis meeting minutes
- 12. www.luxoft.com Warmup to Brake the Ice What • Short informal sharing of personal facts. e.g. about your weekend Why • In order to find out more about the people you work with and to create open atmosphere When • On Monday, before standup, Planning, Product Backlog Refinement session Time • 5 min for a team of 8-10 people
- 13. www.luxoft.com Warmup Gather your team A team member come in front and says what she/he did during the weekend If anyone did something similar this person/people come to the speaker and hive him/her high-five Then the next person does similar actions, in turn all team members should share their weekend experience Use on practice Tip: use warm-up while waiting all participant to join the meeting
- 14. www.luxoft.com Brainwriting To gather ideas What • Brainwriting is used to gather ideas on individual basis Why • In order everybody think about the question/problem and has a chance to contribute a solution When • When it is necessary to gather all opinions and ideas for discussion. Whenever you see that only a few participants are active, while you need all the team to be involved Time • 10 min for a team of 8-10 people
- 15. www.luxoft.com Brainwriting Define a case for opinion gathering, e.g. necessity of auto-tests on the project (possible improvements for next Sprint, responsibilities with Scrum team, etc.) Provide stickers and pens to the group Ask everybody to write 2 pro and 2 contra opinions on auto-testing. One opinion per a sticker Gather ideas or ask participants to put ideas to “ideas box” Use on practice Tip: In case someone has problem with ideas generation, ask them to focus on the task and avoid doing side- activities (mobile use, whispering with neighbors). Ideas will come for sure, if remain thinking on the issue. There can be more and less productive periods during brainwriting.
- 16. www.luxoft.com World-Café To Explore Opinions What • The technique is used to explore various ideas in groups during a reasonable time-box Why • It helps to get familiar with lots of ideas and enrich your understanding of the issue When • In case there are lot’s of options to explore or one, but very complex option Time • 20 min for a team of 12-14 people
- 17. www.luxoft.com World-Café Define a topic for discussion In our case it is necessity of auto-testing on the project Ask participants to form group of 3-5 people Each group discuss the topic In our case people share their pro/con ideas Each group has 4-5 min for discussion When you say “Go”, people switch tables, remaining one of them to welcome the coming group. The host should be chosen by participants on voluntary basis Continue the exercise till all groups are at default tables, give them 5 min more to share the ideas they heard with their host Use on practice
- 18. www.luxoft.com Five-to-Fist To Evaluate Opportunities What • It is a group voting procedure Why • To understand distribution of voices for/against idea in a team When • Whenever a evaluation is necessary Time • 1-5 min. depending on quantity of evaluating items
- 19. www.luxoft.com Five-to-Fist Use on practice Speak aloud some idea/suggestion In our case it is a benefit or disadvantage of auto- testing for the project Ask participants to vote for it using fingers Write down voting results for the idea E.g. auto-testing will reduces manual work, 3 people voted with 4 fingers, 1 with fist (zero), 3 with 2 = 18 Calculate the champion In our case the biggest disadvantage and the best benefit Tip: use this approach to see the distribution in voices, when there is no 100% “yes” and “no” answers.
- 20. www.luxoft.com Pro-con Analysis To make a decision What • Decision-making mechanism Why • To summarize evaluated information, to visualize decision-making for all team members When • Whenever there is distribution in opinions over an idea/issue Time • 5-10, depending on quantity of items
- 21. www.luxoft.com Pro-con Analysis • Auto-testing is executed by tools, so it is faster than a manual approach 16 • It is more accurate and reliable 12 • Anyone can rut auto-tests 12 • Auto-tests can be re-used 11 51 Use on practice • Investment is required for testing frameworks, cost, time 12 • It can’t help to improve usability 10 • Auto-test should be kept up-to-date on regular basis 18 • It requires accuracy of test data 6 46
- 22. www.luxoft.com Meeting Minutes To summarize and define next steps What • Summary on meeting decisions, way forward, action items Why • To summarize decision(s), share information with all interested parties, integrate meeting results on practice When • During or at the end of a meeting Time • 5-10
- 23. www.luxoft.com Meeting Minutes Use on practice What Who When Setup next meeting on our progress with auto-testing implementation Mike by Aug 31 Investigate popular frameworks, present the results Ann by Sep 4 Explore company trainings on auto-testing, share info Olga by Sep 4 Discuss auto-testing experience on other project within the company, summarize it for our team Mike by Sep 08 Identify critical parts of our app to cover in first turn Alex and Ivan By Sep 11 Present our approach on auto-testing to stakeholders Mike By Sep 15
- 24. www.luxoft.com Meeting Structure The designed flow warmup brainwriting world-café five-to-fist pro-con analysis meeting minutes
- 27. www.luxoft.com FORMING Unclear Goals Low level of commitment Vаgue communication flow Responsibility is mostly avoided Absence of prominent leaders Build a common purpose Identify expectations Encourage for leadership and motivation Inspire to take responsibility Support contribution and collaboration Team characteristics Facilitation approaches
- 28. www.luxoft.com STORMING High level of independence Communication gaps Misunderstanding Uncertainty Dysfunctional behavior Differences and struggles Reduce toxic communication Invite different opinions and approaches Recognize tolerance and loyalty Define ground rules Develop common goal Involve everyone in discussion Team characteristics Facilitation approaches
- 29. www.luxoft.com NORMING Confidence and clarity Relevance Defined communication flow, goals, rules, roles Built relations Understanding of interdependence Develop process of information sharing Build feedback loops Use sharing format frequently to track progress Discuss discipline distribution Support negotiation and consensus Team characteristics Facilitation approaches
- 30. www.luxoft.com PERFORMING Responsibility over tasks and relations Stable progress and results High level of proactivity Self-organization and self-facilitation Collaboration Retrospect and seek for improvements Celebrate success Test and question habitual patterns Evaluate results against purpose Remember about rules, processes and focus Team characteristics Facilitation approaches
- 31. www.luxoft.com ADJOURNING Lack of interest Irrelevant goals High level of predictability and competence Satisfaction Stability Increase complexity and unpredictability Restructure the process Discuss team dissolving/rotation Transform to network/community Remember success and results Team characteristics Facilitation approaches
- 32. www.luxoft.com Recommended Materials Greatest book on facilitation, applicable not only for Agile team, it’s #1 to read for any facilitator - http://www.amazon.com/Facilitators-Guide-Participatory-Decision-Making- Kaner/dp/0787982660 Retromat – cookbook on Retro facilitation, they provide step-by-step scenarios for Retros facilitation - http://plans-for-retrospectives.com Video to learn graphic facilitation - https://www.youtube.com/watch?v=S5DJC6LaOCI Post about tools (not techniques) for distributed teams facilitation http://www.luxoft.com/blog/smukhina/tools-for-collaboration-in-distributed-teams Video on empathy that is one of the Servant Leader qualities - https://www.youtube.com/watch?v=1Evwgu369Jw
- 33. www.luxoft.com Recommended Materials Recordings and presentations of my webinars on facilitation: How to facilitate product backlog refinement sessionshttps://www.linkedin.com/pulse/recording-webinar-how-facilitate-product- backlog-svetlana How to facilitate meetings, Scrum events and group discussions https://www.linkedin.com/pulse/how-facilitate-meetings- scrum-events-group-svetlana Agile Team Facilitator Mindset & Behaviour https://www.linkedin.com/pulse/recording-webinar-agile-team-facilitator-mindset- svetlana Facilitation and Facilitator Stance https://www.linkedin.com/pulse/recording-webinar-facilitation-facilitator-stance-svetlana The Power on Visualizationhttps://www.linkedin.com/pulse/20141202230246-48371619-follow-up-on-the-webinar-the-power- on-visualization Designing Meetings for Collaboration https://www.linkedin.com/pulse/what-required-effective-collaboration-svetlana Silent voting technique https://www.linkedin.com/pulse/20140415193826-48371619-easy-way-to-make-a-discussion-effective Facilitating decision-making and feedback gathering https://www.linkedin.com/pulse/decisions-valued-feedback-remembered- svetlana
- 34. www.luxoft.com Way Forward – ICAgile Agile Team Facilitation ICAgile Certified Professional - Agile Team Facilitation Description - https://icagile.com/icp-agile-team-facilitation
- 35. www.luxoft.com