Scrum and-xp-from-the-trenches 03 sprint backlog & daily scrum
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This document outlines how a scrum team conducts various scrum activities including: - Using a wall-based task board to track sprint backlog items and update tasks during daily stand-ups. - Arranging their team room with the product owner and managers at a remove to allow for self-organization. - Conducting daily 15 minute stand-ups to synchronize work and raise impediments. - Communicating sprint information through a sprint info page and demo reminders. - Dealing with issues like latecomers to stand-ups or team members not knowing what to work on through techniques like peer pressure.
Scrum and-xp-from-the-trenches 03 sprint backlog & daily scrum
- 1. Scrum Session#3 HOSSAM HASSAN KEEP IT SIMPLE & STRAIGHTFORWARD
- 2. Former Session PART THREE - How we prepare for sprint planning PART FOUR - How we do sprint planning
- 3. Agenda Backlog PART FIVE - How we Communicate Sprints ◦ Sprint Info Page PART SIX - How we do Sprint Backlogs ◦ Wall-based Task Boards ◦ How the Task Board works ◦ How the Burn-Down Chart works ◦ Task-board Warning Signs ◦ Hey, What about Traceability?! ◦ Estimating Days vs. Hours PART SEVEN - How we Arrange the Team Room ◦ The Design Corner ◦ Seat the Team Together! ◦ Keep the Product Owner at Bay ◦ Keep the Managers and Coaches at Bay PART EIGHT - How we Do Daily Scrums ◦ Stand Up Meeting (Daily Scrum) ◦ How we Update the Task Board ◦ Dealing with Latecomers ◦ Dealing with “I don’t know what to do today”
- 4. PART FIVE HOW WE COMMUNICATE SPRINTS
- 6. Sprint Demo Reminder Given all this, nobody really has an excuse not to know what’s going on.
- 7. PART SIX HOW WE DO SPRINT BACKLOGS
- 8. Wall-based Task Boards a.k.a. Scrum Boards At least 2x2 meters, or 3x2 meters for a large team. For a distributed team, use a tool that provides a Scrum board view, and put it on a big screen at each site. At the daily scrum, everyone stands at the wall screen and talks via Skype (or equivalent).
- 9. How the Task Board Works
- 10. How the Task Board Works cont.
- 11. Additional Columns •You could of course add all kinds of additional columns. •“Waiting for integration test”, for example. Or “Cancelled”. •However, before you complicate matters, think deeply. •Is this addition really, really necessary? •I’ve found that simplicity is extremely valuable for these types of things •So I only add additional complications when the cost of not doing so is too great.
- 12. Example 1: After the First Daily scrum Great way to see who is working on what. Each team member picks their avatar, prints them, and puts them on magnets. Also, if each person only has like two magnets, that indirectly limits work in progress and multitasking. “I’m out of avatars!” Yeah, so stop starting and start finishing tasks!
- 13. Example 2: After a few more days • Deposit story completed (checked in to the source-code repository, tested, refactored). • Migration Tool is partially complete • Back-office Login is started. • Back-office User Admin is not started. • Three unplanned items(Useful to remember when you do the sprint retrospective).
- 14. Real Sprint Backlog Near the End of a Sprint • It does get rather messy as the sprint progresses, but that’s OK since it is short lived. • Every new sprint, we create a fresh, clean, new sprint backlog.
- 15. How the Burn-Down Chart works • August 1, 70 story points (Estimated Velocity) • August 16, approximately 15 story points of work left to do. • The dashed trend line shows that they are approximately on track. • We skip weekends.
- 17. Task-Board Warning Signs cont.
- 18. Task-Board Warning Signs cont.
- 19. Task-Board Warning Signs cont.
- 20. Hey, What about Traceability?! •Take a digital photo of the task board every day. •If traceability is very important to you, then perhaps the task-board solution is not for you. •I still find traceability hugely overrated. •Some tools provide that type of data but people basically never use it. •Once the sprint is done and working code has been delivered and documentation checked in, Does anyone really care how many stories were completed at day five in the sprint? •Does anyone really care what the time estimate for “write a failing test for Deposit” was? •“Who made this change?!” Add some simple conventions such as writing the story ID in your commit comment.
- 21. Estimating Days vs. Hours •Most books and articles on Scrum, you’ll find that tasks are time estimated in hours, not days. •We used to do that. Our general formula was: 1 effective man-day = 6 effective man-hours. •Now we’ve stopped doing that, for the following reasons: • Man-hour estimates were too fine grained; this tended to encourage too many tiny one-hour to two- hour tasks and hence micromanagement. • It turned out that everyone was thinking in terms of man-days anyway, and just multiplying by six before writing down man-hours. • Two different units cause confusion. “Was that estimate in man-days or man-hours?” •Our lowest value is 0.5, i.e. any task that is smaller than 0.5 is either removed, combined with some other task, or just left with a 0.5 estimate (no great harm in overestimating slightly). •Nice and simple.
- 22. PART SEVEN HOW WE ARRANGE THE TEAM ROOM
- 23. The Design Corner There is no better way to get an overview of the system than to stand in the design corner and glance at both walls, then glance at the computer and try the latest build of the system. The “design wall” is just a big whiteboard containing the most important design scrawls and printouts of the most important design documentation (Sequence Charts, GUI prototypes, Domain Models, etc.).
- 24. The Design Corner - A Daily Scrum
- 25. Seat the Team Together! “Together” means: • Audibility: Anybody in the team can talk to anybody else without shouting or leaving his desk. • Visibility: Everybody in the team can see everybody else. Everyone can see the task board. Not necessarily close enough to be able to read it, but at least see it. • Isolation: If your whole team were to suddenly stand up and engage in a spontaneous and lively design discussion, there is nobody outside the team close enough to be disturbed. And vice versa. And what if you have a distributed team? Well, then you are out of luck. Use as many technical aids as you can to minimize the damage – video conferencing, webcams, desktop-sharing tools, etc.
- 26. Keep the Product Owner at bay •The product owner should be near enough so that the team can wander over and ask him something, and so that he can wander over to the task board. •But he should not be seated with the team. Why? Because chances are he will not be able to stop himself from meddling in details, and the team will not gel properly (i.e. reach a tight, self- managed, hyper-productive state). •Well, guess what. I was wrong! Dead wrong. The best teams I’ve seen have the product owner embedded. •Teams suffer a lot when the product owner is too far away, and that’s a much bigger problem than being too close. •However, the product owner needs to balance his time between the team and the stakeholders, so he shouldn’t spend ALL the time with the team. •But, generally speaking, the closer the better.
- 27. Keep the Managers and Coaches at bay •As for well-functioning Scrum teams, make sure they get everything they need, then stay the hell out of the way (except during sprint demos). •If you see an improvement area, take the Scrum master aside and coach him. Not in front of the team. Another good idea is to attend sprint retrospectives •Good managers are a crucial success factor, but as manager, you should try to make yourself redundant. •You probably won’t succeed with that, but the very act of trying will push you in the right direction. •Ask “What does this team need in order to manage itself?” rather than “How can I manage this team?” •They need things like transparency, clear purpose, a fun and motivating work environment, air cover, and an escalation path for impediments.
- 28. PART EIGHT HOW WE DO DAILY SCRUMS
- 29. Stand Up Meeting (Daily Scrum) •Maximum 15 minutes. •It’s the point where most synchronization happens and where the team raises important impediments. •The Scrum Guide recently updated the three questions to counter this: - What did I do yesterday that helped our team meet the sprint goal? - What will I do today to help our team meet the sprint goal? - Do I see any impediments that prevent me or our team from meeting the sprint goal?
- 30. How we Update the Task Board •The purpose of the daily scrum is to get synchronized, so I usually find it best to update the board “in real time” (i.e. during the work day as stuff happens) and skip task estimates entirely. •That way the daily scrum is used to actually communicate rather than administrate. •Immediately after the daily scrum meeting, someone sums up all the time estimates (ignoring those in the “done” column of course) and plots a new point on the sprint burn down.
- 31. Dealing with Latecomers •Some teams have a can of coins and bills. •Teams use all kinds of schemes to tease each other into showing up on time (if needed). •Just make sure the team comes up with it themselves; •Don’t impose a scheme from above or outside the team. •And keep it fun. •In one team, latecomers had to sing a silly song. •If you’re late a second time, you have to do the accompanying dance moves as well. :o)
- 32. Dealing with “I don’t know what to do today” 1. I invite people to add more Post-its. Then I go back to those people who didn’t know what to do: “Now that we’ve gone through the task board, do you have any ideas about what you can do today”? Hopefully, they will. 2. If not, I consider if there is any pair-programming opportunity here. That usually works. 3. Grab one or two of the stories from the “next” section. Notify the product owner that you have added some items to the sprint. 4. Or use the time to pay off some technical debt, or do some technical exploration. Keep the product owner in the loop though.
- 33. Dealing with “I don’t know what to do today” cont. Consider one of the following strategies (none of them are very nice, but then this is a last resort): • Shame: “Well, if you have no idea how you can help the team, I suggest you go home, or read a book or something. Or just sit around until someone calls for your help.” • Old School: Simply assign them a task. • Peer Pressure: “Feel free to take your time, Joe and Lisa, we’ll all just stand here and take it easy until you come up with something to do that will help us reach the goal.” • Servitude: “Well, you can help the team indirectly by being butlers today. Fetch coffee, give people massages, clean up some trash, cook us some lunch, and whatever else we may ask for during the day.” You may be surprised by how fast Joe and Lisa manage to come up with useful technical tasks. :o)
- 34. Dealing with “I don’t know what to do today” cont. •If one person frequently forces you to go that far, then you should probably take that person aside and do some serious coaching. •If the problem still remains, you need to evaluate whether this person is important to your team or not. •If he isn’t too important, try to get him removed from your team. •If he is important, then try to pair him up with somebody else who can act as his shepherd. Or take on the duty yourself. •This problem is typical for teams that are new to Scrum, and are used to having other people decide things for them. •As they get more experienced with self-organization, the problem disappears. •People learn to figure out what to do.
- 35. Thank You Next: • PART NINE - How we do sprint demos • PART TEN - How we do sprint retrospectives • PART ELEVEN - Slack time between sprints