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Projects failing because of “communication issues” is something I hear quite frequently. But how agile can we be in project communication? I will share my experience by overviewing the main lessons learned in the areas of: Work planning/scheduling insights and hidden risks; Tips on communication among team members and with outside stakeholders; Tools & techniques for organizing effective and transparent communication; Change requests and project information management: why and how?
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CommunicationInformation, Changes, Experience
Giedrius Kriš iukaitisč
NFQ Solutions
Project manager (PMP certified)[email protected]@giedriuskrihttps://www.l inkedin.com/in/giedriusk
Communicationfrom Latin comm nic reū ā , meaning
"to share"
Reports Ideas Agendas Feelings Intentions Tasks
Attitudes Expectations Perceptions AssumptionsContacts Documents Agreements Calendars
…information
Communication
• Work planning
• Communication among team members / stakeholders
• Tools & techniques
• Project information
Work planning, scheduling
Company Communication
Contract
Fixed Price Time and Material
Project Communication
Project as a Product
Project as a Product
Project as a Contract nr.1 for the project
Project as a Contract nr.1 for the project
Are we done with this project?
No, everything can change in my project .
Project manager Project manager
Project ≠ ProjectE-shopE-shop
Contract nr. 1Contract nr. 1
Product backlogProduct backlog
Fixed priceMust DOMust DO
??
Uncertainty
??
Why should I sign uncertain contract?
Project ≠ ProjectE-shopE-shop
Contract nr. 1Contract nr. 1
Contract nr. 2Contract nr. 2
Contract nr. nContract nr. n
Product backlogProduct backlog
Contract nr. XContract nr. X
Fixed price
Time&Material
…Must DOMust DO
??
Contract nr. 4Contract nr. 4
Contract nr. 5Contract nr. 5Contract nr. 3Contract nr. 3
Spice contracts!
Project lifetime
Contract nr. 1Contract nr. 1
Contract nr. 2Contract nr. 2
Contract nr. YContract nr. Y
ScrumScrum KanbanKanban
http://www.morguefile.com/archive/display/847880http://www.morguefile.com/archive/display/847878
Picture from: http://en.wikipedia.org/wiki/Scrum_(software_development)
Fixed Price Scrum
Contract nr. 1Contract nr. 1
High level Maybe
DetailedMust
Emergency Kanban
http://cdn.morguefile.com/imageData/public/files/m/metallix/preview/fldr_2008_11_28/file000388465185.jpg
Project
Contract nr. 1
Plan – Collaboration in sprints details (Legal)Scope – Sprint backlog (User stories)Schedule – SprintsPrice – Story points
Contract nr. 1
Plan – Collaboration in sprints details (Legal)Scope – Sprint backlog (User stories)Schedule – SprintsPrice – Story points
PlanHow do we do it?
Organizational Process AssetsOrganizational Process Assets
Civilinis kodeksasCivilinis kodeksas
ScrumScrum KanbanKanban
Contract nr. 1Contract nr. 1 Contract nr. YContract nr. Y
Front pageFront page
ScopeWhat will be delivered?
ScopeWhat will be delivered?
Nr. Story points User story
…
FR033 6 Top 10 products list.Display 10 products from the “Top 10” products group managed manually in the /admin tool.Products must be ordered by product position field assigned in relationship with the products group.
Information to display:Heading (Products group title);Product cover image (list picture);Link to product details page;Position number;Link to display “Less” (5 products) or “More” (10 products). Clicking on this link does not reload the page.
…
Total SP 123
Price 5000,- €
Front page
Project deadline: 2015 January 1st
ScheduleWhen it happens?
ScheduleWhen it happens?
Project deadline: 2015 January 1st
Nr. Pred. Task Responsible Deadline
1 Supply all the information for the sprint start. Customer 2014 10 24
2 1 Start sprint. Supplier 2014 10 27
3 2 Implement the deliverables. Supplier 2014 11 06
4 2 Confirm, change or cancel the deliverables. Customer 2014 11 05
5 2, 3, 4 Deploy the confirmed deliverables. Supplier 2014 11 07
6 2 Stop sprint. Supplier 2014 11 07
Sprint nr. 1Goal: Front page, Product list, Product details page.
…
PriceHow much?
Front page: 5000,- €Front page: 5000,- €
PriceHow much?
Nr. User story Price in story points
…
FR033 Top 10 products list. 6
…
Total story points: 123
Total price: 5000,- €
Front page:
Work planning summary
• Project ≠ Project – be on the same page with customer • No uncertain contracts
• Add agile spices to contracts
Communication Team / Stakeholders
Team• Understand / Feel Your need for a standup.• Team chat window (e.g. skype).• Report – always visible (board, eboard,
display).• Have team lunch once a week.• Do not hunt who failed, analyze the root
cause.• Do a lessons learned every sprint end.• Celebrate major release.• Eliminate “The others”.
Stakeholders• Understand each stakeholder especially
project sponsor expectations.
• Do not calculate the report – have it always up to date and online available.
• Inform about the status without a push. Latest software sends status emails automatically.
• Collaborate, build a team relationship between stakeholders teams and Yours.
Evil E-MAIL
http://www.agilemodeling.com/essays/communication.htm
Modes of Communication
How E-mail?• Notify about changes in information, but do not send the
information itself.
• E-mail is not a task. Verbal confirmation is a must.
• Do not host the information in Your inbox. You will always have to search and forward it if needed.
• Inbox is owned by someone – ensure this is the right place You are sending the information.
• E-mail gets lost through many servers/filters, sometimes are auto-forwarded. For important e-mails ask for confirmation.
Communication Team / Stakeholders summary
• Build Team spirit, trust, commitment and understanding • Stakeholders first – proactive instead of reactive
• E-mail only for notifications
Tools & Techniques
Scrum with Google docs?
Backlog Sprint backlog
Sprint burndown
Kanban with ?
Project information why and how?
InformationInformation
Contract nr. 4Contract nr. 4
InformationInformationInformationInformationInformationInformation
Contract nr. 5Contract nr. 5Contract nr. 3Contract nr. 3Contract nr. 2Contract nr. 2
InformationInformation InformationInformation
Project lifetime
Contract nr. 1Contract nr. 1 Contract nr. YContract nr. Y
Project information
Project information• Unavailable – documents stored in multiple places
and usually inaccessible.
• Unsearchable – no easy Index or search.
• Different format – different software or styles, structures.
• Untraceable – only with additional tools like GIT or SVN.
• Hard to share – You always need to collect and resend them.
InformationInformation
InformationInformation
Contract nr. 4Contract nr. 4
InformationInformationInformationInformationInformationInformation
Contract nr. 5Contract nr. 5Contract nr. 3Contract nr. 3Contract nr. 2Contract nr. 2
InformationInformation
Information (WIKI)Information (WIKI)
Project lifetime
Contract nr. 1Contract nr. 1 Contract nr. YContract nr. Y
Project information
Information (WIKI)Information (WIKI)
Project information
DokuWiki – no DB, perfect for storing limitedamounts of data, e.g. project contacts or accessinformation.
MediaWiki – DB needed, perfect for storing projectdescriptive information e.g. product search algorythm.
Confluence – no wiki markup, integration withJira.
FreeFree
FreeFree
Project information
• Understand the level of details required.
• Screens or features or … “driven” structure.
• Writing forces thinking.
• Store information in WIKI type software.
• Host information on Customer server – it belongs to them.
Project information summary
• Save it! (not in the e-mail message or laptop) • Use wiki tools to store and access information
• Communicate new changes through wiki tools
Thank You! – Questions?
NFQ Solutions
[email protected]@giedriuskri
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