Remaining Agile on Virtual Teams Project Management Conference @ PSU 11/2/2017

Introduction Lisa Komidar FusionStorm Expert Services Project Engineer Manager, FusionStorm 25 years at PSU until June 2017. PMI CAPM, PMI ACP, Scrum Master FusionStorm Expert Services A flexible, customized, high touch, supplemental engineering support contract focused on improving the customer experience by delivering exceptional day two operational support. Expert Services provides on-demand access to SMEs, process development, automation, daily infrastructure monitoring, reporting, proactive management and remediation. Customers and engineers globally.

Agenda What is Agile Agile values Key principles for today’s discussion What it means to be a “Distributed Team” Importance of “Forming” and “Storming” Communication tips and tools Team motivation in a virtual workplace Facilitation tips Collaboration tips and tools Discussion is encouraged!

Tips and Tools Tips Tools

What is Agile?

Agile Values Individuals and interactions over processes and tools Working software over comprehensive documentation Customer collaboration over contract negotiation Responding to change over following a plan

Key Principles 12 Principles total Today’s focus https://www.agilealliance.org/agile101/12-principles-behind-the-agile-manifesto/ Today’s focus 4. Business people and developers must work together daily throughout the project. 5. Build projects around motivated individuals. Give them the environment and support they need, and trust them to get the job done. 6. The most efficient and effective method of conveying information to and within a development team is face-to-face conversation. Some sites specifically mention co-located teams

Distributed Teams Agile Principles recommend that teams be co-located in a collaborative environment

Distributed Teams Today’s reality according to “The 2015 State of Scrum Report” 74% of those responding to a survey are like this

Team Development Cycle Critical for building commitment to decisions and results.

Forming & Storming Important for developing good communication habits and build commitments Hold kick off meeting in person when possible First iteration in person when possible

Forming & Storming Team members share the vision Team members understand all of the tasks Procedures developed as a team Cultural awareness

Virtual Icebreakers Set Goals for the Ice Breaker Make people comfortable Determine how much time you can afford Consider individual locations Technology Advance communication

Virtual Icebreakers Life Snapshot Social Question Two Lies and a Truth Cup of Joe for All!

Communication Types Virtual teams depend on the less desired formats. Most Favorable Virtual teams depend on the less desired formats. Least Favorable

Communication Techniques Video Conferencing WebEx Skype Google Hangout The Good Allows for video & a sense of face to face Can be cost effective especially for small teams The Bad Dropped words Dropped connections Difficult with big teams Talking over each other Long pauses

Communication Techniques Video Conferencing WebEx Skype Google Hangout Improve on the bad with good facilitation skills Keep to an agenda Send the agenda out in advance for improved decision making Keep meeting on time (55 minutes if possible) Engage participants with questions Facilitate, not control Document the call and ask for feedback

Communication Techniques Osmotic communication Slack AIM (end of life December 2017) Trillian Pigdin The Good Instant Who’s online Team discussions Synchronous or Asynchronous The Bad Always on mentality Hard to really achieve osmotic communication

Communication Techniques Osmotic communication Slack AIM Trillian Pigdin Improve on the bad Maintain channels for different levels of chatter Project General Urgency Lead by example Keep up on technology changes Access effectiveness often

Team Motivation Invest time upfront to build relationships Find unique ways to recognize accomplishments Schedule agile coaching sessions Empower the team Provide professional training and education opportunities

Facilitation Techniques Tips Video Eliminate Multitasking Engagement - Share roles

Working jointly towards a common goal Collaboration Working jointly towards a common goal

Collaboration Techniques Documentation Google Microsoft Dropbox Box The Good Multiple users Team buy-in/ownership Accuracy improved via instant feedback The Bad Personal preferences conflict Anyone can make changes Security/confidentiality concerns

Collaboration Techniques Documentation Google Microsoft Dropbox Box Improve on the bad Utilize security/permission built in tools Foster trust and communication efforts

Collaboration Techniques Project Management Information Trello Smartsheet Jira ServiceNow The Good Multiple users Access to entire team, sponsor, project owner, etc. Available at all times - not just when PM is available The Bad Only good if updated Security/confidentiality concerns

Collaboration Techniques Project Management Information Trello Smartsheet Jira ServiceNow Improve on the bad Utilize security/permission built in tools Keep up to date on a daily basis Set a time to do this each day Keep meetings to 50-55 minutes to allow 5-10 minutes for updating

Questions? Let’s have a conversation What are your good and bad? What tools do you find useful? What tools do you dislike using?