User story mapping facilitators toolbox

Story Mapping Workshop - in an Agile Hoshin Kanri Manner

Facilitator’s Guide

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

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

Morning9.00 – 12:30

8-9:30Welcome & Organizing

(by Pierre Neis & Scrum Masters)9:30 -10:00

Ice Breaker: Count to 33(by Pierre Neis & Scrum Masters)

9-9:30Daily Standup (team)

(by Scrum Master)


(by Scrum Master)


(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

11-12:30Draw How to Make a Toast Game(by Pierre Neis & Scrum Masters)

Story Mapping & Grooming on Team level



Afternoon13.30 – 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

13-15:00Program Roadmap

(by Pierre Neis, Scrum Masters & Visual Recording)

Consolidated Visioning / Definition of

Done for (by Pierre Neis & Scrum Masters)

17:30-18:00Scrum-of-Scrum

(by Pierre Neis)

16:30-18:00Scrum-of-Scrum / Status / Retro � remaining 2 days

(by Pierre Neis)

17:30-18:00Scrum-of-Scrum

(by Pierre Neis)

13-15:00Wrap-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

Before Start

Welcome & Organizing (8:00 – 9:30)Arriving & Setting Up the StageWho WhatPierre �Main RoomPierre –CheckthevideoprojectorTBD –Checkforcoffeeetc

Each Scrum Master�Team Room

–Putthepostersonthewalls–Putpens,paperetcavailable

Ice Breaker: Count to 33 (9:30 – 10:00)

Who WhatPierre �Main Room

DAY 1

Getting Inspired

Draw How to Make a Toast Game (10:00 – 12:00)

Who WhatPierre �Main Room

Each Scrum Master `-Ensurethateveryonehaspaper,penandstickynotes-co-facilitatebysupporting

DAY 1

Welcome & Kick OffWelcome (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

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

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 1SCRUM MASTERS TO FACILITATE

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

Story Mapping & Grooming on Team level (9:30 – 17:30)

Based on the Definition-of-Done at team level1. 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 2SCRUM MASTERS

TO FACILITATE

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




DAY 3PIERRE OR SCRUM

MASTERS TO FACILITATE


Continue and Improve the work of Day 21. 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

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 3PIERRE OR SCRUM MASTERS TO FACILITATE




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


Team Roadmap

Working Agreement

Dependency Board

DoD Board


• Complete the work left• Outcome should be made visible as a

Roadmap


DAY 4

Roadmapping & Dependencies on Team Level (13:30 – 16:00)

Based on the RoadmapHighlight 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

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




ATTENTION: THIS WILL BE THE LAST OF THE TEAM LEVEL WORK

DAY 5SCRUM MASTERS TO

FACILITATE

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?


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)


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


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:


Wrap-Up(by Management)

Appendix

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

team level

Team Dependency BoardThis 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

team level

How to work together – TEAM LEVELIn 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

team level

Team Mood –TEAM LEVELDaily 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

team level

Global Feedback for Facilitator - CENTRALWeather MoodIn 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

team level

Check out Starfish – TEAM LEVELDaily 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

team level

Definition of Done Board – TEAM LEVELBuilding a common Definition of Done The board is empty of information: given here for example. This is a deliverable for Thursday.

SM to draw

team level

Law of 2 feet

This poster gives the freedom of movement and drives commitment.

SM to draw

team level

Whover comes

Another agile rule with the meaning that every voice is welcome.

SM to draw

team level

Parking Lot – TEAM LEVELIt´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

team level

Agenda - Pierre

Agenda should be made available in all team areas.

SM to draw

Appendix

D E L I V E R A B L E S

B U I L D T H E P R O D U C T V I S I O N

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G E T T H E P R O D U C T D E F I N I T I O N - O F - D O N E

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C O L L E C T U S E R S T O R I E S

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VA L I D AT E T H AT A L L « U S E R R O L E S » A R E C O V E R E D

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T E M P L AT E S T O F I L L

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S T O R Y M A P P I N G W O R K S H O P ( S U M M A R Y )

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

D E F I N E T H E V I S I O NW R I T E R E Q U I R E M E N T S I N

U S E R S T O RY F O R M AT

U S E R S T O R I E S A R E

R E F I N E D C O L L E C T I V E LY

U S E R S T O R I E S A R E

S O RT E D I N A

R O A D M A P

S T O R I E S A R E E S T I M AT E D

I N B U S I N E S S VA L U E

On both team and project level. This is called Agile Hoshin Kanri.

3 9

https://www.infoq.com/news/2014/11/agile-hoshin-kanri

https://www.infoq.com/news/2014/11/agile-hoshin-kanri

O R G A N I S AT I O N R O A D M A P

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V I S I O N = W H Y ? W H E N ? W H O ? +

D E F I N I T I O N O F D O N E

attendee=persona

1 U S E R S T O R I E S

G E N E R AT I O N

As « persona », I need… so that… I can + acceptance criteria

C O M M O N

AT T R I B U T E S

Re-sort the US on emerging common attributesE P I C S

Slice the user stories and regroup them to create Epics and not the other way around.

2 3 G E N E R AT E I N I T I A L

T E A M R O A D M A P

Align Epics on a timeline and define the sequencing

4G E N E R AT E I N I T I A L

P R O D U C T R O A D M A P

All teams brings their Roadmaps as a piece from the main. Team roadmaps should be improved through to fit smoothly into main roadmap.

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I M P R O V E D & F I N A L

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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 R T 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 : 0 0 - 9 : 3 0 9 : 4 0 - 1 2 : 1 5 1 3 : 3 0 - 1 7 : 0 0 4 3

D AY 2

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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 R Y M A P P I N G

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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 R Y M A P P I N G R O A D M A P P I N G

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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

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A L L

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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

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A L L

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FA C I L I T I E S

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FA C I L I T I E S

T E A M WA L L I N S Q U A D R O O M

T O W N H A L L S E T U P F O R A D E M O

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

I M M E R S I O N R O O M P O L L I N G C U S T O M E R S

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T O O L S A N D L O C AT I O N

1 M A I N R O O M F O R « A L L I N » M E E T I N G S

1 R O O M F O R E A C H T E A M

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2 PA P E R R O L L S F O R E A C H

T E A M S3

T E M P L AT E S T O F I L L

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4 S T I C K Y N O T E S

& P E N S

5 2 F L I P C H A RT S P E R R O O M

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W W W. A G I L E S Q R . C O M

Pierre E. Neis [email protected]

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agile

http://www.agilesqr.com

mailto:[email protected]

Leadership & Management

User story mapping facilitators toolbox