Deze gids laat je precies zien hoe jij met jouw team samenwerkt tijdens de Coronacrisis.
Dus als je:
Dan is deze gids precies voor jou.
Let’s get started.
Hoi, ik Arthur von Kriegenbergh.
(Mijn bedrijfsnaam is Agile Arthur)
Als Agile Coach help ik bedrijven om beter samen te werken.
In 1995 kregen we bij ons thuis een computer cadeau van mijn opa en oma.
Vanaf dag één was ik er niet vanaf te slaan.
Achter een beeldscherm heb ik:
Maar het belangrijkste wat ik er geleerd heb is om met mensen van over de hele wereld samen te werken.
(Die paar jaar studievertraging door online gaming en poker waren het daardoor achteraf wel waard 😅)
Ik heb vandaag de dag meer dan 20 organisaties and 60 teams mogen helpen om op een agile manier samen te werken:
Door de Coronacrisis krijg ik veel vragen van mensen hoe ze vanuit huis kunnen samenwerken met hun team. (Het liefst zonder gek te worden.)
Het noodplan voor dit rampscenario had niemand op de plank liggen.
We hebben het geluk dat in 2020 alle tools en middelen beschikbaar zijn. Tegelijkertijd is er ook een gigantisch aanbod. Waar moet je beginnen?
En dan nog het belangrijkste: de kinderen zijn ook thuis.
Fantastisch natuurlijk, extra tijd met de familie.
En ook fantastisch zwaar af en toe.
Ik ben zelf door schade en schande wijs geworden in deze manier van werken. Leer nog steeds elke dag.
In deze gids deel ik een compleet stappenplan dat je met jouw team kan volgen.
Zodat je niet dezelfde fouten als ik hoeft te maken.
Zodat je werk en je gezin beide de aandacht kan geven die jij wilt.
In this chapter we’re going to cover the basics of the agile manifesto.
(Including why it works and why it’s still important in 2019)
78% of organisations believe agile working will benefit them. However, only 44% of organisations are applying agile successfully.
I’ll show you how agile has helped countless businesses grow by leaps and bounds.
Agile is a set of values and principles. It's documented in the Agile Manifesto.
This set of beliefs helps teams to make better decisions, and by that create better solutions for customer's problems.
The simple definition of agile is step-by-step. Take something big, and break the most urgent thing into smaller pieces. By taking small steps you can see clearly if you're doing the right thing. If not, you can adjust course.
The hard thing about values and principles is they aren't as visible as tools and processes. This is why you see many companies make the same mistake:
They copy processes and tools they have seen from other companies, but fail to do the hard work in helping people understand the principles and values.
I'll deep dive on that more in the next chapters.
First, let's have a look at agile's origins.
The Agile Manifesto was made early 2001. A group of 17 people met in Snowbird, Utah, to discuss the future of software development. The Agile Alliance (as they called themselves) had a shared frustration about the status quo, but all had their own view on how to resolve this.
Companies were excessively focussed on planning and documenting their software. Because of that, the companies forgot what really was important. Helping their customers.
(Exactly! Identical to mine during my studies.)
The companies had defined nice company values as "quality" and "impact", but in reality they were organised in a way that was preventing them from helping their customers early and often. The Agile Alliance wanted to change that.
They all had a background in software development (Scrum, XP, Kanban, RUP) and years of experience. The trip to Snowbird was their chance to create a shared vision on how to break the status quo.
It has made many startups rapidly successful. Because of that, many traditional teams and organisations are embracing the agile way of working.
But the problem is, that you can't simply copy and paste values from one organisation to the other. Not without doing the hard work.
The authors of the agile manifesto are:
You might be wondering:
So what's so special about these agile values and principles? And how can I make them work for me?
That's what I'm going to cover in the rest of the guide.
In this chapter I’m going to show you exactly how to build the foundation of strong and autonomous teams using the agile values right now (in 2019).
These are the same exact values that I used to grow more than 62 teams.
Let’s do this!
When it comes to agile, one of two things can happen:
Grow, with the people around you, resulting in happier customers and a far more successful company.
Watch people struggle and get frustrated faster than you can say "what happened?!".
It's like a relationship: You invest in each-other, because in the end you know it's worth it.
With that, these are the four agile values that are dividing the winners from the losing companies.
Ps. They are written in the form of "statement over statement". This means that while there is value on the right, there is more value in the statement on the left.
Agile value #1 is about people.
There is a clear shift in what people expect from companies nowadays. Both as a customer (where do I buy?) and employee (where do I want to work?).
Fact is, in the 90s options were limited. Because of that, companies had a position where they pushed their products and services. There was not so much to choose from.
At the same time the definition of succes for the majority of people was to make the most money as possible.
The companies were in control.
Nowadays, technology has made it far more easy to compare and switch companies.
The most recent great customer experience at company A, becomes the minimal standard for every other company.
Also, a whole new generation is almost representing 50% of the work-floor: The millennials.
Their definition of success: Do work that makes an impact.
They value mindset, more than degrees. Engagement, more than money. And work-life balance, more than company politics.
This is happening worldwide. It's the new standard.
That's why agile value #1 is the most important value of them all. Focus on people. Both inside (employees) and outside the company (audience).
Create an environment where it's easy for employees to communicate with customers, and each-other. Make sure the interactions are valuable. Focus on the interactions that are necessary right now.
All processes and tools should support the interactions people are having. If they get in the way, they should be reviewed. Are they applied correctly? Or are new ones necessary?
Now you're focussed on people, and their problems, it's time for agile value #2.
Agile value #2 is about s̶o̶f̶t̶w̶a̶r̶e̶ solutions.
As the agile manifesto was written by IT experts they chose for the word software in this value. But, agile has proven itself outside of IT settings long time:
have all benefited from agile.
Focus on working solutions. This means something that actually solves a customer's problem.
Something they can use at the right moment. The moment they have the problem.
It is in our lizard-brain to be risk-averse. When faced with new or big challenges (like a project), we want to reduce risk at all cost. We don't like to be surprised.
We tend to overthink and document every possible scenario. Often this is done in the form of meetings.
You might know this as waterfall project management.
It's staggering to see how many projects today still fail because of this traditional approach.
Fact is, when starting something new, you simply cannot think of every possible scenario. The only way you will learn if what you're doing is the right thing, is by doing it.
And the only way to measure if you're doing the right thing, is to measure if you're actually helping the customer.
There are a lot of assumptions involved when creating new solutions, like products or services.
The winners of today are companies that have successful strategies to validate their assumptions.
They accept they don't know everything.
They build strategies and tactics that allow them to take action. They know the answer cannot be found in their documents.
But, they need to learn from their customers.
Is this actually helping solve a problem?
That's why there is agile value #3.
Agile value #3 is about feedback. Customer feedback.
Eight out of ten people is willing to pay more for a great customer experience.
If you want to build a perfect experience for your customers, you need conversations with them. Learn what their pains, needs and challenges are.
Only then, you can start validating if you're really providing value for them.
The companies that are winning today are great in creating this customer experience. They have excellent customer feedback loops.
And when they learn something is not working for their customers, they solve it.
Even traditional industries like banks, transport, insurance, and the medical industry are starting to realise this. They are changing their models from pushing products to actually listening to their customers.
Of course, there is value in contracts. But it should never get in the way of helping your customers.
And then it's just a small step to the last agile value.
Agile value #4 is about being flexible.
The world around us is rapidly changing. When looking at business, change can come in many forms:
An often used quote used in agile settings is:
In preparing for battle I have always found that plans are useless, but planning is indispensable.
- Dwight D. Eisenhower
That is what this agile value is all about.
When trying to climb a mountain for the first time, it's impossible to predict everything that you will find along the way. You simply cannot plan something you don't know.
And even if someone else tells you how their journey has been, it's impossible to prepare for every possible scenario.
This makes your planning indispensable. You need to bring the right equipment and inventory. Guess how long you expect this journey to be. Add extra time for unexpected things to happen.
Then, when something unexpected happens, you can manage. Getting lost. A wild animal attacking you. Snowstorms. You will manage.
And because you do that, you will succeed in reaching the top of the mountain.
Responding to change means having an open mindset.
Set a hypothesis. Accept things around you will change. Develop strategies and tactics to use this change in your advantage.
It's okay to find out that your original plan is not what you expected. Even better, when realising this it means you've learned something new since making the plan.
Those are the four agile values.
Hopefully you have a better idea what an agile mindset means.
But, the problem with values is they are open for interpretation.
That's why in the Agile Manifesto there are also twelve principles.
Here we go.
Now it’s time to show you how to apply the agile principles to work smarter and more effective.
Specifically, I’m going to show you how to apply these principles to your day-to-day work.
These principles are specifically designed to help you create super valuable solutions that your customers will love.
So if you’re ready to build a HIGHLY effective team, this chapter is for you.
So, the values are helping you make better decisions.
Consider the principles as your compass on your journey 🧭.
When you feel like agile isn't working for you, you're probably doing it wrong.
The principles will help you get back on track.
At the same time when reading the agile principles, you'll probably think by yourself: I'm already doing some of this...
That's great! It gives you a solid foundation to continue building on.
The principles are designed to focus on helping customers, and welcome change. They can be used to improve and reflect on your current way-of-working.
If you're not following a principle: Why? Is it on purpose? Or is there room for improvement?
We'll run by them one-by-one and look at real life examples.
The first thing you'll notice is that the principles are more elaborate than the values.
So let's break them down into smaller pieces (pretty meta huh 😄).
There are four interesting parts to this principles:
The businesses who are winning have made an art of this principle.
Fact is, when building new solutions:
The longer you wait the higher the risk.
The definition of Agile is: the ability to move quickly and easily.
If you can respond directly to the latest changes, you can build better solutions as a result. When the market changes, or a new technology becomes available it would be stupid not to take advantage of it.
However, many projects today still fail because the original plan is being executed. Instead of new learning being applied. Because of that projects get bigger, and bigger. Eventually to even get canceled. Millions are wasted.
Being able to welcome change, forces you to build your solution in a way that it can be made available any time.
Let's have a look at that in agile principle #3.
Deliver working solutions frequently.
To be able to apply this principle, you have to understand an important concept of agile:
An incremental process is one in which solutions are built and delivered in smaller parts. This is opposed to delivering everything at the same time (a.k.a. Big Bang-delivery). Each small part, or increment, is a working part of the total solution.
The increment may be either small or large, but there's a preference for smaller increments. Because the sooner you can make those available, the faster you can learn. Which will help you get a higher return on investment.
A great example is this one of creating a painting:
You can compare working incremental to building a wall. Each increment will add bricks to it, and after lots of increments you have a big wall.
This concept is almost alway combined with another important agile concept:
When working iterative you are looking for cost-effective ways to test if you're doing the right thing.
Often times a simple sketch of the solution is the easiest way to do this. Making a sketch will force you to make the idea in your head more concrete, by putting it on paper.
This is a cheap solution and will help in testing if it's worth actually building. Customers can look at it, and you can learn from their feedback.
As you have probably noticed by now, is that when you get better at this agile principle (deliver frequently), it will force you to do principles #1 and #2 better as well.
That's the beauty of the principles. By focussing on and improving one principle, you will get better in other areas as well.
That being said, let's move to #4.
This one sounds like a no-brainer, right?
However, fact is many organisations are setup in a way that creates expertise silo's. Especially bigger organisations.
People with the same expertise are put together in departments.
But to get work done for their customers they need to work together with different departments. This creates all kind of dependencies.
And because all these departments have their own priorities, there is a LOT of waste within these organisations. Organisational waste can be disguised in many forms:
These all result in longer waiting time before the customer is able to actually use final products or services.
That's why in agile you have small cross-functional teams. They have end-to-end responsibility over solving the customer's problems.
Also, help them set up for success with agile principle #5.
In his book Drive - The surprising truth about what motivates us, Daniel Pink talks about intrinsic motivation, rewards and punishments.
When it comes to creative work, carrots and sticks lead to poor performance:
What drives employees is:
By giving this kind of environment, and supporting the team when they need help, the team will be more successful.
I'll give you some insights on how to get started with creating this environment in the next chapter.
First, let's dive into the next principle.
"Measurement is fabulous. Unless you're busy measuring what's easy to measure as opposed to what's important."
- Seth Godin
Vanity metrics are ones that look great on paper, but can be the reason why your company is failing.
Examples of vanity metrics are things like number of likes, NPS, and story points burned.
They are easily gamed and manipulated.
They do not necessarily correlate to the numbers that really matter: engagement of your customers, the cost of getting new customers, and ultimately revenues and profits.
The North Star Metric (NSM) is a powerful concept that has emerged in recent years from Silicon Valley companies with breakout growth. It helps teams move beyond vanity metrics to instead focus on generating long-term retained customer growth.
The North Star Metric the core value that your product delivers to customers. Optimising your efforts to grow this metric is key to driving sustainable growth across your full customer base.
Examples of North Star Metrics:
Try capturing the value you deliver to your customers and capture it in a single North Star Metric. There may be more than one metric that works, but try to boil it down to a single NSM.
One weird contradiction in agile is the use of the word Sprint.
Businesses are in this for the long run. Instant success is an illusion.
However, in agile a Sprint defines a time-boxed period where an agile teams works to complete a set amount of work.
Of course, to sprint also means to run at full speed over a short distance.
That can be confusing, especially in an era where one out of eight people has signs of burn-out.
Agile promotes working on a sustainable pace.
Making your business successful is a marathon. It's not something that will happen overnight.
That's why you need to be able to keep doing what you're doing, to build lasting and continuous long-term success.
Ps. In the past, I've had my issues of maintaining a sustainable pace myself. I've learned a lot of lessons the hard way. I created a full course on this topic and put all my lessons in it.
Join the FREE 5-day challenge The Millennials Guide to Agile Leadership and prevent yourself from burning out.
In traditional projects, all of the hard thinking is expected to be done in the initial stages.
This means you have to try and cover every possible scenario, without knowing for sure if it's actually going to work.
There are huge risks in this old way of thinking. We already covered one in Agile Value #2 (you can't know everything when climbing a mountain for the first time).
Another one is that of accountability.
Handovers are really common in these failing projects.
Next to that, this agile principle is about craftsmanship.
When you know you have to maintain a solution you have build, you'll make sure that it will be easy to maintain.
In the Manifesto, they've saved the best for last.
The twelfth and final principle is my personal favourite.
It's all about the power of the Compound Effect (book by Darren Hardy).
If you can improve one small thing every week, then over time you'll achieve amazing results.
Which would you choose? €3 million in cash right now, or a magic penny that doubles in value for the next 31 days?
Spoiler alert: After 30 days, the magic penny is worth already €5,7 million.
Seemingly small improvements applied over time can have huge results.
For agile teams this this compound effect is achieved with Retrospective meetings.
In it's most simple form your team answers this questions in a Retrospective:
The rhythm of doing this every week will surface existing problems in the team and organisation. By solving a small problem every week, over time the team will become hyper-effective.
Great agile teams will be able to identify problems and next steps within a 10 to 60 minute time-box.
Now it’s time for me to show you how to start working agile.
This will help your team achieve twice the work in half the time.
In fact, agile teams release more often to their customers, are delivering more valuable output, become more predictable, and are more engaged.
(Which all result in a stronger and more valuable business)
Let’s get right into it.
The world of agile is confusing.
Today, there are many agile frameworks and agile methodologies out there. All claiming to be the best way to work agile.
However, the fact is there is NO one way of agile working.
The Agile Manifesto was created as a set of best practices, a common ground between the things that were working well for all 17 authors.
But in 2001 the Agile Alliance already all had their own take on this (Scrum, Kanban, XP, DSDM, Pragmatic Programming).
They were surprised themselves that they came up with a mutual manifesto.
In 2019 it's even worse, with agile scaling models like:
It's a lot!
So, how do you start?
Remember chapter #1: Being agile is a mindset.
It helps you to deliver more value to your customers.
A customer doesn't care how your organisational model looks like. Or how long it takes you to bring something to market.
She cares about the experience of being helped with her problems.
So, if you are just copy/pasting how other companies are doing it, you're doing it wrong.
Doing Daily Standups and keeping a backlog in JIRA because you see other people do it. That's simply jumping through hoops again.
Becoming agile requires change and patience. It takes time to understand WHY things work.
An effective approach to an agile transformation is Kotter's 8-Step Process for Leading Change.
But remember: Think big and start small.
We're going to start with agile principle #12: Reflect and adjust.
This can be a small tweak to the things you are already doing. But, it can have a great effect.
You're going to facilitate a meeting!
I hear you thinking: What's his great solution for starting with working agile?
Hear me out.
I've been in horrible meetings.
The most horrible ones were in a building where the meeting rooms were in the middle of building. The meeting rooms were closed with sliding doors, without any glass in it.
We had no daylight. No fresh air. All lights were dimmed. The beamer on.
With 20 people we were looking how one (1!) person was updating tickets in JIRA.
On top of that: We did this every day.
If you ever find yourself in a meeting like this: Leave!
Make use of the The Law of Two Feet:
If you find yourself in a situation where you are not learning nor contributing, it is your responsibility to use your two feet and go someplace else.
There are many problems with meetings:
If you recognise some (or all) of the above:
It's time to break the status quo! 👊
Meetings executed the right way are the fuel for making your team successful. 🚀
A successful meeting:
The meeting you are going to facilitate in agile terms is called the Retrospective.
It is a recurring weekly event, in which you discuss:
By doing this on a weekly basis, you create accountability, focus and the compound effect of improvement.
To guide you through your first Perfect Retrospective, I've made a step-by-step guide for you.
Let's get started!
For this retro you need a maximum of 60 minutes.
This forces you to focus only on the most urgent issue in your team.
(Remember the compound effect. By solving one issue per week, you will make your team hyper-productive in the long run.)
I'll give you an overview of the full retro in this video:
You want to help your team come prepared to the meeting. Give them a heads-up at least a week before:
I have noticed [reason you want to do the Perfect Retrospective].
I came across this meeting format on how we can improve as a team: https://www.agile-arthur.com/agile-manifesto
I would like propose a four-week experiment. Every week we follow this agenda:
The meeting is time-boxed to a maximum of 60 minutes. (Usually, after a couple of times we need less than 60 minutes.)
Looking forward to it!
The most horrible thing that can happen when you need creativity from a group of people, is when the HiPPO takes over. 🦛
HiPPO stands for Highest Paid Person's Opinion.
Don't get me wrong, there are a few scenario's where it's simply necessary for a boss to TELL her team what to do.
A Retrospective is not that place. (Remember agile principle #5: Autonomy is a major driver for employees)
It's your job as a facilitator to help the team find better ways of working together.
The best way to get results fast in a group setting, is to work together alone. Let me explain in this video:
So, set a timer for every activity!
If you give people one minute to do a task, they will use only that minute.
When you give ten minutes for the same task, our brains are wired to make use of the full ten minutes. (And often times a couple minutes extra. It's called Parkinson's Law.)
So for each exercise of the five stages in the Perfect Retrospective agenda, follow the same steps:
Give people some breathing time to think for themselves what they think about what's asked from them.
Ask them to write every thought on separate sticky notes (this way you can later cluster the team's ideas).
Everyone puts their post-its on the wall. Cluster all similar post-its, so you can easily spot overlapping and competing ideas.
Important: You are not the one who's making the clusters. Let people make clusters themselves. This forces people to read each-others post-its. (No one likes wrong cluster, right?)
If necessary, ask clarifying questions if post-its are unclear. Make sure the group doesn't go into discussion modus yet!
Everyone gets one vote. They can use it to vote on the post-it that should be the winner.
That doesn't mean that the other post-its are "losers". It just means that there is going to be one thing you focus on right now. The others become maybe-laters. (It's also possible they get solved by focussing on the winner)
Everyone can vote on any post-it, even their own.
To prevent people from influencing the rest. Ask the team to wait putting their vote on the sticky, until after you have counted down.
Pick the winner. In a Retrospective setting this is the one with the most votes.
Then move on to the next agenda item, and repeat this structure.
Now that we're on the topic of the agenda, let's deep dive into that!
The fun thing with retro's is that the activities can change every time.
At the same time, that's also the challenging part.
You have to make sure that the activities you do in a retro are aligned with the goal you want to achieve.
So that's why for this retrospective I've made the agenda for you.
The goal of this retrospective is to uncover:
This way your team can get used to the rhythm of the weekly meeting.
It creates accountability.
So, if you notice what you agreed on in the retrospective is not followed up on, then you've uncovered a bigger problem in your team.
(If that's the case, let me know and I'll help you out.)
In this video we'll go through the complete agenda:
👉Make a picture of how to draw toast.
⏰ 5 minutes
Get everyone out of their comfort zone and realise that it’s necessary to have different perspectives to solve a complex problem.
Make sure everyone understands why you are doing this meeting in the first place.
👉Write down what you like, and what you wish. One idea per post-it.
⏰ 20 minutes
Get clear what’s working well and see the opportunities of where to improve.
👉If the number one wish was granted, what’s different? How do you know?
⏰ 20 minutes
Find out where there are patterns and overlap in the data you just gathered. Why are certain things happening?
Describe the future state, so that you can backtrace the steps needed to get there.
👉How do we make sure that we follow through?
⏰ 10 minutes
The Perfect Retrospective has at least one action item. Make sure there is buy-in, and that it is something you can really act upon.
You've spent time to uncover what the root issue is. Now it's time to focus again. Come up with an actionable item.
You cannot solve everything at once. So focus on one thing you can do this week.
Otherwise you've wasted an hour of everyone's time.
👉On a scale from 1 to 5, how much was your time invested worth it?
⏰ 5 minutes
Check if there's real buy-in for the action item. Also, see how you can improve the next Retro.
Creates some breathing space and lets people reflect on the past hour.
OK so those are the 5 steps to follow for a Perfect Retrospective.
Within 60 minutes you can get your team super-aligned on how to improve one small thing every week.
And, even better: Once you get the hang of it, you will need less time.
The most important thing to do now is to be consistent. For the next four weeks, make sure that you do the retrospective every week.
What you will notice is that it will not be easy.
Making the time to improve every week will be difficult at times when you feel overwhelmed.
Especially then, you should take the time to make smarter decisions.
Doing this will help you:
After four weeks, you will have created a lasting compound effect of improvements.
You should now have a solid foundation to take the next step in your agile journey!
Here’s a quick list of advanced agile tips and tactics that I’ve picked up over the years.
When starting long-term projects with your team, you're usually up for challenging situations:
The best way for agile teams to start a new project is with the Design Sprint.
(Don't to be confused with a Scrum Sprint)
A Design Sprint is kind of like a recipe from a great chef for that three star Bouillabaisse with crab and poached lobster.
Following the recipe, you go through a four-day process. That way you solve complex problems with your team through prototyping and interviewing real customers.
Following step-by-step instructions you get from abstract problem to concrete solutions. At the end of the week you will exactly know what to do next.
After facilitating more than 30 Design Sprints, I can safely say this is THE best way for agile teams to start new projects.
Go ahead, if you want a detailed overview of Design Sprints.
In 2015 I started working at a digital product agency. We did strategical, design and product development work for companies like Red Cross, BMW and NU.nl (biggest news website in The Netherlands).
When I joined the company, they had grown to 20 employees in four years time. For a start-up this is usually a phase were the "old rules" don't work that well anymore.
Before, with 8 people, it was easy to know who was working on what every time. But the bigger the company, the harder that becomes.
It was time for the next step.
You can find a detailed, step-by-step overview in the case study: One year of agile teams.
It covers the problems we were running in to and agile practices we used to solve those problems.
I hope you enjoyed this guide to the agile manifesto in 2019.
I know, it's a lot!
Like I said before, that's perfectly normal.
Now I’d like to hear from you: What has helped you most from today's guide?
What are you going to try first thing tomorrow? Or what's stopping you from taking action?
Let me know by leaving a quick comment via ✉️mail right now.