Please join Shane Hastie and me for a webinar about our Geographically Distributed Teams workshop on Feb 15, at noon Eastern.

Want to make your geographically distributed agile projects more effective? Join Johanna Rothman and Shane Hastie for this webinar where they will discuss their workshop, Working Effectively In Geographically Distributed Agile Project Teams. We’ll address a few of the common problems of geographically distributed agile teams, and then open it up for your questions.

Even if you can’t make the webinar, please sign up so I can tell you about the recording.

I hope that by now you see that you have any number of choices for your lifecycle if you are geographically distributed team and you are transitioning to agile. I do recommend a servant leader agile project manager, for coordination and risk management. With people all over the world, it’s difficult to coordinate the project, which leads to more risk.

Scrum is often not the best approach to geographically distributed agile. That does not mean the distributed team should not go agile. It just means they should not use Scrum. If the distributed team can all travel to one place so they can get trained by the same Scrum trainer together, and if they can take the opportunity to talk together to discuss what they need from the Scrum Master then maybe they can use Scrum, especially if they use their retrospectives well. It’s a lot of responsibility for the team new to agile and new to Scrum. If you’re a team new to agile and new to Scrum, and you try this, do yourself a favor and use a coach.

Electronic tools do not always make seeing and managing the risk easier when you first start–tools can prevent transparency until you understand what you are doing. I like starting with stickies or cards on a wall or board, and as the team members learn how to work, and what they, as a team need, then choosing a tool. I don’t see how to choose a tool before you know what tool you need. One tip: do not allow your management to select a tool for you. You, as a team, can select a tool for yourself. You might start with digital pictures of your task board on a project wiki before you decide which tool to use.

Let me recap:

Agile Lifecycles for Geographically Distributed Teams, Part 1 discussed iterations and silo’d teams.

Agile Lifecycles for Geographically Distributed Teams, Part 2 discussed kanban and silo’d teams.

I got all hot under the collar and discussed Why an Agile Project Manager is Not a Scrum Master.

Agile Lifecycles for Geographically Distributed Teams, Part 3 discussed iterations and kanban and silo’d teams.

You should also read What Lifecycle? Selecting the Right Model for Your Project.

If you have several teams all working towards one business goal, you have a program, and that is a different problem. Look for more blog posts on that, later.

These are precisely the problems no one teaches you in project management certification courses. If you have read Manage It! Your Guide to Modern, Pragmatic Project Management, you know I consider knowledge of different lifecycles necessary for project managers.

Project managers who try to control their teams better have a darn good reason–these people are adults. They manage the rest of their lives. Are you trying to tell me they can’t manage their work? And, these are the problems that can cause geographically distributed projects to fail, splat.

If you want to learn to work more effectively on your geographically distributed team, please join Shane Hastie and me in a workshop April 17-18, 2012. We would love to have you.

Example 3: Using a Project Manager with Iterations and Kanban and Silo’d Teams

Here, the developers were in Cambridge, MA, the product owners were in San Francisco, the testers were in Bangalore, and the project manager was always flying somewhere, because the project manager was shared among several projects. The developers knew about timeboxed iterations, so they used timeboxes. Senior management had made the decision to fire all the local testers and buy cheaper tester time over the developers’ objections and move the testing to Bangalore. The Indian testers were very smart, and unfamiliar with the product, so the developers suggested the testers test feature by feature inside the iteration.

The project manager suggested they use cumulative flow diagrams and cycle time measurements to make sure the developers were not developing “too fast” for the testers. The developers, still smarting over the loss of “their testers” were at first, peeved about this. They then realized the truth of this statement, and developed this kanban board.

You can see in this board, that four items are waiting to go into system test. Uh oh. The developers are out-producing what the testers can take. This is precisely what a kanban board can show you.

The testers aren’t stupid or slow. They are new. They cannot keep up with the developers. It’s a fact of life, not a mystery of life. The developers have to act in some way to help the testers or the entire project will fail. The reason they are working in timeboxes as well as using kanban is that they have several contractual deliverables, that management, bless their tiny little hearts, committed to. The timebox allows the team or the product owners to meet with their customers and show them their progress. (They were deciding who would meet when I last worked with the team.) The kanban board help make the progress even more transparent.

Iteration planning: The product owner and the project manager jointly work on the agile feature roadmap, and the product owner owns the roadmap responsibility for it. The product owner owns and generates the backlog. The product owner and the agile project manager present a strawman iteration backlog to the team at the start of the iteration. They have had difficulty finding iteration planning time that allows everyone to be awake and functioning, bless the senior managers’ little hearts.

Daily commitment: They do a handoff, asking each other what they completed that day and what the impediments are. If you have read Manage It!, you know I modified the three questions to “What did you complete, what are you planning to complete, what is in your way?”

Measurements: cumulative flow, average time to release a feature into the product. They are experimenting with burnup charts and impediment charts. They are still having trouble bringing the testers up to speed fast enough.

Yes, they do retrospectives at the end of each iteration. Yes, the product owners own the backlogs.

I’ll summarize in the final part, the next entry.

(Want to learn to work more effectively on your geographically distributed team? Join Shane Hastie and me in a workshop April 17-18, 2012.)

A reader asked why the lifecycle in Agile Lifecycles for Geographically Distributed Teams, Part 1 is not Scrum. It’s not Scrum for these reasons:

1. The project manager and product owner start the release planning and ask the team if the release planning is ok. The team does not generate the initial draft of release planning itself. In Scrum, the team is supposed to generate all of the planning itself.
2. The checkin is different from the Scrum standup and the objectives of the checkin are different. I did suggest to the teams that if you want to create a cross-functional team where the functions are separated, if you ask people how they are working together, you might help them work together. Sometimes those questions work, and sometimes they don’t. It depends on the team and whether the people want to work together.

I didn’t mention retrospectives or backlogs in my examples so far, because I took them for granted. Yes, both examples of these teams do perform retrospectives and have product backlogs. They also have agile feature roadmaps, which are on my list to blog about.

The real difference is the difference between a Scrum Master and an Agile Project Manager. A Scrum Master is not a project manager. A scrum master does not manage risk by him or herself. A project manager will take on the risk management responsibility without asking the team.

A Scrum Master has only allegiance to the team. A project manager has responsibility to the team and to the organization. That means that the project manager might feel torn when the organization pressures the project manager to do something stupid. (Although, I just downloaded the Scrum Guide, and the Scrum Master’s responsibilities have grown considerably since I took my CSM with Jeff way back in 2006.)

But agile provides transparency when the organization asks the agile project manager to do something stupid, so it’s easier to retain your integrity as a project manager.

Want to move a feature higher in the backlog? Change the feature roadmap with the product owner and then change the backlog with the product owner. I expect the agile project manager to collaborate on the feature roadmap and the backlog with the product owner.

Want to change the velocity of the team to please some crazed manager? Both the Scrum Master or the agile project manager protects the team in these ways:

• Explain that velocity is not a productivity metric
• Say No and explain why
• Play the Double Your Velocity schedule game
• Or choose some other way to remove this management obstacle.

Agile makes it easy to protect the team. The question is this: does the Scrum Master have other responsibilities in addition to protecting the team or is the Scrum Master full time? An agile project manager tends to be full time on a geographically distributed team. Even on a geographically distributed team, a Scrum Master is not seen as a full time position. Bless their tiny little hearts, managers don’t seem to understand that transitioning to agile, especially for silo’d distributed teams with different cultural norms is non-trivial. They will make room for a project manager, but a Scrum Master? Oh no. Makes me nuts.

Cut corners on quality? I don’t see how. The team doesn’t meet the acceptance criteria on the stories and doesn’t meet their criteria of done for an iteration, and can’t show a demo. How does that serve anyone?

Help a team go faster? This is the one place where a project manager may have an edge over a Scrum Master, and that’s only because of education. An agile project manager is a project manager. That means he or she is actively studying project management, which means he or she is studying lean also, looking into work in progress. (I realize many project managers do not actively study project management.) I have high expectations of an agile project manager, and that is to limit WIP, work in progress, to measure cumulative flow. But, Johanna, that’s a lean project manager. Yes, that’s correct. Why not use all of the tools available to us at all times? This is not to help a team actually go faster, but to provide feedback to the team about their WIP. If everyone takes a story at the start of the iteration and everyone always works on their own story, it’s likely the team is at the slowest possible velocity. It’s worth knowing that, or at least retrospecting about the data. A project manager will gather the data. A Scrum Master, especially one who was not a trained project manager, may not know to gather the data.

I have nothing against Scrum Masters. Some of my good friends are CSTs (Certified Scrum Trainers). However, they are not all project managers, and have not been project managers, and have not studied the field of project management. Some have been. And, the real issue is this: In a two or three day workshop, they cannot convey to a person who may or may not have been a practicing project manager all of their project knowledge.

Organizations do not always pick project managers to be Scrum Masters. And, with good reason. Some project managers are command-and-control project managers. I suspect back in my long-ago past, I was. I gave it up long ago because it didn’t work. Some people never gave up command-and-control project management. Those people are not good project managers for agile projects. They are terrible project managers for geographically distributed projects, where you must work through influence.

You can have self-managing teams that are geographically distributed. You can have self-directed teams that are geographically distributed. But, they don’t start that way. They evolve into self-directed and self-managing teams. They start as management-led teams.

And, especially when they are silo’d teams, they need the coordination of a project manager, someone who will manage the risk between the silos, and someone who has the organizational backing, and yes, someone who has the allegiance to the organization to say, “We need to do this project” to write the project charter.

In a geographically distributed team, the agile project manager writes the project charter either with the team, or as a strawman for the people to edit and approve. Shane and I recommend that the people get together to write it together. We like it if people get together in person. We know how rarely that happens. (Penny wise, pound foolish.) So we teach people how to write a project charter when they are divided in space.

Because until there is a project charter, there is no organizing principle for the silo’d teams. Those developers in France, testers in Belarus, product managers and project manager in San Francisco, they all need something to coalesce around. The charter, which includes the project vision provides that. The iterations provide the project heartbeat.

So, that’s why I don’t think Agile Lifecycles for Geographically Distributed Teams, Part 1 is Scrum. It’s close, but no cigar. I respect Ken and Jeff’s work too much to call it Scrum when it’s not.

Now that I’m mostly recovered from my cold, I can continue the series about lifecycles.

(Want to learn to work more effectively on your geographically distributed team? Join Shane Hastie and me in a workshop April 17-18, 2012.)

Example 2: Using a Project Manager with Kanban, Silo’d Teams

This is a product development organization with developers in Italy, testers in India, more developers in New York, product owners and project managers in California.

This organization first tried iterations, but the team could never get to done. The problem was that the stories were too large. Normally I suggest smaller iterations, but one of the developers suggested they move to kanban.

The New York developers had a problem biting off more than they could chew. So nothing moved across their board. The Italy developers had a board where the work did move across the board. The teams took pictures of their boards every day and shared the work across a project-based wiki. That allowed the New York-based developers to see the work move across the Italy board. And, that encouraged the New Yorkers to call the Italians and ask some questions. That helped the New Yorkers to change the size of their work by working with the product owners.

Now, why did the New Yorkers have such trouble originally? Because the developers “knew better” than the product owners, so they changed the stories into architectural features when they had originally received them. (Now they don’t. They leave the stories as real stories.)

Release planning: Management in California plan with agile roadmaps. They have features planned specifically week-by-week for the next 6 weeks, and have more of a quarter-by-quarter approach after that.

Iteration planning: No iteration planning because they are using kanban.

Daily commitment: No daily commitment needed because they use kanban. They do have a checkin a few times a week with each other as a technical team to make sure they don’t create bottlenecks and that they respect the WIP (work in progress) limits.

At one point, both the New York and Italy developer teams created automated tests so that the testers could catch up and stay caught up with regression tests. They add a story like that every couple of weeks, and they are paying down their automated testing debt.

The Project manager keeps an eye on the WIP, work in progress. Project manager also shepherds the product owner into keeping the queue of incoming work full and properly ranked. The product owner is notorious for changing the incoming work queue all the time. Project manager makes sure the team does retrospectives and is a little unclear how to do them in such a distributed team. The project manager is not so sure their retrospectives are working, and has started an obstacle list, to make sure the team has transparency for their obstacles.

Measurements: cumulative flow, average time to release a feature into the product.

(Want to learn to work more effectively on your geographically distributed team? Join Shane Hastie and me in a workshop April 17-18, 2012.)