A journey in Agility beyond IT

In 2017, Gia-Thi Nguyen attended a Certified ScrumMaster course in Berlin. What follows, in his own words, are his experience, success, and joy.

I have been with Siemens for about 16 years and worked in different functions. At the moment I am the Head of Operational Excellence within the Digital Factory (DF) division and responsible for several processes in our regional companies all over the world. Working in the financial realm, I believe that an agile mindset can be applied to any environment and it was important for me to have the necessary competence to understand and apply Scrum methodologies to drive our own internal Digital Transformation activities. You can read more about our ongoing Digitalization story.

I have colleagues who have joined different training institutions but the overwhelmingly positive feedback was about agile42. As a bonus, Berlin is always a nice place. My aim was, firstly, to understand in an experiential way the methodologies of Scrum and, secondly, to validate and challenge what I knew/thought I know. I was really excited by the extremely high level of positive energy in the room coming from both trainers and participants and I enjoyed the diversity of backgrounds. The context (food, location, setting, etc.) was very cool as well. In the end, what stuck with me was the importance of focusing on being agile, rather than just doing Scrum. By the end of the course, not only had I experienced Scrum and secured my own knowledge, but I felt confident enough to pass that knowledge on to my colleagues.

The overall impact of the course on my working life has been incredible. I lead different Projects on a global scale. Now, when I start projects, I do not plan with lengthy timelines, but focus on what I can deliver and by when, using monthly sprints. Furthermore, no more excel or powerpoint for status tracking; just a picture of a Product/Sprint Backlog and reviewing delivered value. My team is always pulled and not pushed, especially when I am building it up. I used to have 10+ team members (pushed) when I took over the project, but now, for this initiative, by pulling the right set of competences, we ended up becoming only a team of 3. We have no more business requirements, but simple user stories. Adding constant incremental value means no more timelines with year-long phases! 

We used Sprint planning for our milestones, regional on-site workshops which were a task from our backlog. The aim of the workshops was to go thoroughly through the processes of a regional company to jointly define concrete actions aimed at achieving our shared goals.  

After 5 Sprints, a lean team of 3 process experts has conducted nearly 30 on-site workshops in different countries with the aim of supporting the local processes in order management through concrete measures. This was achieved in one year, although initially this process was planned to take more than 2 years. The process was very natural, and the faster progress happened despite having to spend a lot of time and energy in the beginning to “explain” why we do it the way we do it. These changes have created a faster, leaner, more motivated organization with better collaboration. In addition, we increased our initial planned financial targets by more than 70% and had the first savings much earlier as well. 

Going into the future we feel confident that this was no fluke and that we will reproduce the results on an even larger scale in different fields by applying the same mindset and practices. And so the journey continues.

Resilient Organizations at Agile Piano Meetup Berlin

Last Thursday, April 26, I spoke at the latest event of the Agile Piano Meetup Berlin, taking place in the former piano factory, where Aperto (an IBM Company) is based, in the heart of Berlin Mitte. It’s a meetup that brings together agile employees from digital agencies and companies from Berlin and Brandenburg.

In this session, I introduced the foundation of ORGANIC Agility by presenting the 5 core principles, and how they have been successfully or not implemented by some well-known organizations. The purpose was to share the approach, experience and collect feedback with a session that was a mixture of sharing, lecturing and interactive small exercises.

The world is changing faster than we think, and most of the changes are driven by technology changes, directly or indirectly affecting macroeconomic. In such an environment what organizations need to survive and possibly outpace their competition, is the capability to adapt very quickly to changes, in more rigorous terms, organizations need to grow more resilient and possibly antifragile. This is the main reason why so many enterprises in the past 5 years have turned towards agility as an opportunity to gain more resilience. While there are well-documented frameworks supporting agile within a development environment, there isn’t much out there that helps an organization to understand how to change, and what to change, in order to become more resilient, as a whole. ORGANIC Agility is a unique approach which combines the values and principles of the agile manifesto, with complexity thinking, and aims at enabling organizations to grow more resilient, and possibly outpace their competition.

Here are the slides and a video of the presentation (unfortunately the beginning got cut).

Meet the Coach: Giuseppe De Simone

Following the announcement of the public launch of agile42 in Sweden, we bring our series “Meet the Coach” to Stockholm to meet Giuseppe De Simone. Born in Italy, Giuseppe is a Certified Enterprise Coach and Certified Team Coach and his relationship with agile42 goes way back. We exchanged a few words while he plans for busy weeks ahead.

How did you start as an Agile coach and how many times did you cross path with agile42?

I attended my first Scrum training is 2009 and encountering Scrum has been a life-changing experience for me. The trainer of that class was a guy called Andrea Tomasini, so you can understand what was my imprinting into the agile world!

Then at beginning of 2010, I had the luxury to kick-off the Agile transformation in a big development organization of around 2000 people at Ericsson consulted by agile42. I got to spend 3 months in Greece, together with other 18 apprentice trainers and coaches from all over the world and 9 international Agile coaches and trainers, including many CEC/CSTs (Andrea Tomasini, Richard Lawrence, Bob Sarni, Dave Sharrock, Brad Swanson, Ralf Kruse, Björn Jensen, Roberto Bettazzoni and Paolo “Nusco” Perrotta). I had always believed in a more human work environment where colleagues could embrace each other as persons, collaborate and focus on doing the right things. I got so inspired by all of them and learned so much in those three months that I realized that Scrum could be a concrete actualization of my beliefs in a humanized and productive personal and working life.

After that experience I have always stayed in touch with agile42, considering them not only my mentors but a group of friends. In 2014 I became a Certified Enterprise Coach and joined Andrea as the only 2 Italian speaking CECs in the worlds: one more reason to stay connected. In 2015 I was invited as a customer to speak at the first agile42connect conference and there I met many of the other coaches and realized once more that this company could be the right professional community for me to belong to, contribute and grow together.

How is different coaching at a large corporation from freelancing or helping smaller teams?

There are commonalities and differences as well as learning on both sides. By working as an internal coach in a large corporation I definitely learned the practice of patience but especially the ability to dance with the system to help things move forward.

An organization is a complex network of people: it is extremely important to know the organization you are working with very well and look at it as a whole system:

  • Learn not only about the official and visible structure: learn much more about the invisible networks, the inner relationships among people, who is friend of whom, who is most sensitive to certain subjects and who counts more or is more decisive on certain tables, whether he has a formal power or only a subtle influential leadership. You cannot imagine what competitive advantage this will give to your effectiveness.
  • Act on different levels. Challenge the status quo and don’t limit yourself to the most obvious actions. Prefer actions who affect the environment around or the process to do things, instead of addressing directly a specific problem: they will have more and lasting impact.
  • Talk to people, with a preference for informal chats – coffee machines are a perfect place sometimes :). Try to find initiators and innovators to help you and sponsors to support you in difficult situations. And, whatever level you want to affect, consider acting also one level up.

These are abilities which I still find essential, especially when working with leaders at medium-sized or big clients.

On the other side, when you work as an internal coach, the risk is to find yourself soon become too embedded in the system and lose the outside perspective and the clarity of distance which are necessary to stay effective as a coach.

This is instead one of the benefits of working as a consultant and maybe on multiple clients at the same time, which also accelerate learning about different domains and meet a wider diversity of people and cultures. In the new endeavor, I have learned how to make an impact in a very short time.

What are the plans for the new Swedish market?

Our plan is to establish agile42 as a well-known brand in Sweden, a role model of customer collaboration and a synonym of high-quality education and high impact enterprise and team coaching. A growth in the market should just be a natural consequence as we are already observing in the first months of operation.

More long-term, my vision is to make agile42 the preferred partner for whoever wants to upgrade their organizational culture to something more fit to the challenges of 21st century and develop the leaders these companies deserve. In that way, we can contribute to change the world of work by helping individuals have more productive lives and organizations create more human workplaces.

You recently wrote a nice blog post about Agile Education at a primary school in Italy, what did you learn from that?

The blog post is about an experiment I did with my brother who is a primary school teacher in Italy.

During my years as an Agile coach and trainer, I learned that people find it difficult to pick up the agile principles and I know that this is a common experience for every Agile coach and trainer. This is because adults have many assumptions about work that have to be unlearned before they can take in new paradigms. By working in non-agile environments and cultures, we start taking things for granted and form mental models of mutually reinforcing components. Neuroscience tells us that it is basically impossible to break these models.

So my question was: What would it look like instead if you could educate people who have no preconceptions? And what if we create a more “agile friendly” brain wiring from the beginning, starting with school kids? How would they react? Does agile thinking resonate better with their mental models of the world? And what do they think about this all?

At the same time, my brother was interested in ways to innovate the school experience for his students and make their learning more effective.

So we used Scrum to create a learning environment which encompassed the following:

  • Being more adaptable to a kid’s specific learning needs
  • Being a meaningful experience involving feelings and physical emotions
  • Fostering self-development and co-education
  • Training skills which are crucial in the 21st century but schools and companies are not good at teaching

We managed to have a first-hand validation that using Scrum and teaching agile practices and principles in a primary school class is doable, that kids positively enjoy it, that they can learn skills they normally don’t in a traditional classroom environment but which are essential in modern organizations (e.g. self-organization, leadership, ability to replan, imagination, self-reflection, dealing with uncertainty and the unknown). And, most surprisingly, that their parents like it too.

I will speak about the experiment and the results at the upcoming XP 2018 conference in May in Portugal with a talk called “Growing Agile minds”.

An Agile Approach to Change Management

Last month I took part in the first Regional Scrum Gathering Canada, on March 26 & 27at the Hyatt Regency Toronto, where I presented the talk Why stop at your IT department? Or an Agile approach to Change Management.

Business agility is more than the organization’s IT shop adopting an agile delivery method. Business agility depends on three core capabilities: rapid delivery, strategic sensing, and customer rapport. As such it builds resilience to change as a strategic imperative and eventually it allows businesses to build a strategic advantage in driving change.

Investments in “agile” from an IT perspective will not increase business agility. So what does a company need in order to successfully drive change rather than react to it?

We talked about how creating a resilient organization starts with rapid delivery and why many major organizations are turning their attention to less costly on-demand releases. We looked at how customer rapport is the new driver of operational efficiency, where not building something is invariably cheaper than optimizing the operational cost of building anything at all. 

Here are the slides for the session, and if you are in Portland, Maine for Agile Maine Day next week (May 4th) you’ll get the chance to hear the latest version of the talk.

Welcome Sweden!

It’s been a long journey of collaborations and discovery and now we are extremely happy to officially launching the local presence of agile42 in Sweden, agile42 Consulting AB. Based in Stockholm and working closely with the company presence in other Nordic countries and all over the world, we will able to deliver the same range of training and coaching opportunities for our clients.

Our plan is to establish agile42 as a well-known brand in Sweden, a role model of customer collaboration and a synonym of high-quality education and high impact enterprise and team coaching. A growth in the market should just be a natural consequence as we are already observing in the first months of operation.

We will soon organize a full set of public training classes, starting with an Advanced CSM training in September in Stockholm.

Please get in touch with us at [email protected] or meet us at various community events around Sweden.

Photo: Pixabay

Meet us at Scrum Gathering Minneapolis

Springtime is here, this means it’s time for a Global Scrum Gathering in North America! The event organized by the Scrum Alliance this year lands in Minneapolis, Minnesota, starting Monday, April 16th. The Global Scrum Gathering® Minneapolis 2018 has a rich program, featuring talks by agile42 coaches.

On Monday 16 at 2:30 pm Dave Sharrock will present Epic Budgeting (Or, How Agile Teams Hit Deadlines), a 75-minute intermediate workshop: Epic budgeting allows the Product Owner to steer a product across the line, delivering the expected scope on time by managing scope creep or an unsustainable focus on the perfect over the pragmatic.

On Wednesday 18 at 2:45 pm Melissa Boggs will present Agile Lighthouse: Building Culture That Can Save Your Agile Transformation, a 45-minute talk on Organizational Transformation: use Mission, Vision, and Values to build a healthy Agile culture you can lean into when the tide rolls.

Again on Wednesday 18 at 2:45 pm Daniel Lynn and Lukas Klose will present Agile Engineering Practices Refresher, a session to bring participants up to speed on the basics of seven engineering practices in line with new CSM and ASSM learning objectives

Looking forward to meeting you at the Gathering.

Agile, Entropy and Human Systems

I have been thinking a great deal about human systems, what makes them tick, what helps them be better and what gets in their way. In this talk, I will dig into human systems, entropy and agile. I will explore the things that I believe can help human systems to be better and share the things that I have seen yield results.

This has been topic of the presentation Agile, Entropy and Human Systems  I delivered at Agile Days Istanbul 2018, a great event that covered Agile Leadership, Agile for IT-Teams, IT Agility and much more, sponsored by agile42. Here are the slides and the video thanks to Open Agile Turkey:


And it’s been a great chance to meet the team of agile42 Turkey!

Why are organizations not seeing the benefits of doing Agile?

Agile is now mainstream and it is transforming the way we work. Primarily, we see great success with the adoption of Agile on a team-level; this includes better prioritization, improved communication, and waste reduction. However, on an organizational level, most companies have yet to achieve the promised benefits of being Agile.

The reason is that Agile continues to reside in only one part of the organization – most often in the IT department. This means that the enterprise as a whole is not Agile. Consequently, Agile teams experience success in a limited context. Once they start interacting with the rest of the organization, they fall back into the old non-Agile ways of doing work.

Source: Scrum Alliance® Transformational Leadership For Business Agility

During the Scrum Alliance’s Certified Agile Leadership webinar series, two of the guest speakers – Sanjiv Augustine and Arlen Bankston – described three types of organizational misalignment with Agile:

1. Dependency: For most organizations, dependency management is a big problem. Opposed to building truly cross-functional teams, people are still required to reach out and depend on others outside of their own team. As a result, organizations bury this dependency issue by growing the team size up to 25 members or more. With such a large team size, companies are unable to catch problems early on and track it through to resolution.

2. Silo-based Hierarchy: The inherent resistance to change means silo-based hierarchy remains embedded in the organization. Therefore, silos such as QA, Testing, and External Production exist within integrated teams and hierarchies exist within each silo. This results in the problem of “Who do we report to? Manager? Product Owner? or ScrumMaster?”. By taking away the team members’ power to make decisions on their own, companies are unable to readily adapt to changing demands.

3. Project Multitasking: The emphasis on resource maximization compels organizations to assign people to multiple projects at one given time. In theory, costly downtime is avoided by deploying expertise to where and when it is needed. In reality, it is far less productive because time is wasted on adjusting to new teams and switching attention between tasks. Due to the stress of being pulled across multiple projects, companies are unable to deliver shippable products on a timely basis.

Agile needs to go beyond the IT department and spread across the organization.

These types of organizational misalignment stem from a lack of proper understanding in the Agile principles. It also signals the need for change in both mindset and culture, which has to begin with senior management.

Management has a central role to play as an Agile Leader. They are the ones who have to keep an eye on the destination so that everyone is rowing towards the same direction. In order to lead the Agile transformation in an organization, management must start with him- or herself by understanding the Agile principles, adopting the Agile mindset, fostering an Agile culture, and applying the Agile principles.


If you are interested in learning more about leading Agile organizations and teams, join us at Regional Scrum Gathering® Canada in Toronto on March 26th to 27th. Visit our booth to speak with one of our business agility coaches -or- contact [email protected] for more information about becoming a Certified Agile Leader.

Agility requires cultural change

Fast-moving markets, economic uncertainties, and progressive digitization pose major challenges for companies. Instead of responding quickly, many companies are stuck in traditional structures. However, economic survival requires a high degree of adaptability. Businesses, therefore, have to become more agile. 

This is the starting point of a discussion on cultural change as a prerequisite to Agile transformations that we recently published in German online magazine it-daily.net. We argue that every company has to find its own agile way. That may seem like a tedious task, but it’s always worth it when it comes to making a company fit for all future challenges.

Full article Agilität setzt kulturellen Wandel voraus is available at it-daily.net.

Agile in Everywhere: Sales

As already everyone is aware that Agile has become a mainstream way of working in many companies. This is not only in tech departments, but also sales, marketing, customer care and human resources. So I wanted to share my experiences in a series of blog posts in which I will mention Agile experiences out of IT departments. Recently I have posted my takeaways and comments after working with human resources department. If you are interested to know the details why HR people need to know and apply Agile practices you can revisit that blog post.

In this particular article, I will recapture my experience as a ScrumMaster and then Agile coach working with sales teams.

Applying Agile practices and mindset with Sales teams started as an experiment in one region with one team. We inspected on the outcomes after three months and it was decided that Agile practices are supporting Sales teams in their new acquisition and retention targets.

So let’s take a deeper look into details.

Experiment: Sales teams can benefit from Agile principles and practices

Sales teams had difficulties in particular areas:

  • They had challenging monthly, quarterly sales targets
  • Acquiring a new client was taking a long time(lead times were long)
  • Even when fixed offers exist, every client asked for extra customizations
  • Clients needs and problems are different
  • Different activities in sales and retention process needed to be completed with different skills and domain knowledge so salespeople were dependent on other departments of the company to hit their targets.

Given these facts, sales management was looking for alternatives to address these issues and overcome the difficulties.

The IT department in the company was already applying Agile principles and had Scrum teams and had considerably good results and benefits as a result of an Agile way of working. So running an experiment in the sales team seemed a reasonable solution.

Defining the Experiment in the Sales team

First, we described the current conditions. We invited all the people involved in the sales process and run a workshop for half a day to discuss all the issues from different perspectives transparently. Also, all the groups described their departmental responsibilities in the current sales process workflow.

The workshop helped to make it visible that every department needed to work closely together to make it happen. It was not only simple tasks they were performing, they saw the whole workflow.

We had significant outcomes of the workshop

  • Transparently discussed the current situation
  • Expectations were shared
  • Identified the need for teamwork and a shared goal

Defining the desired future and target

After the initial workshop, we had several sessions with sponsors and sales management to define the desired situation. We discussed how we could figure out common goals covering all the departments involved in the value stream and defined future success and failure conditions and desired outcome. Getting support from all the departments was important since they needed to be actively involved in this new way of working.

Some prerequisites before starting the new way of working:

  • It was clearly understood that a new Scrum team to be formed and should be cross-functional.
  • We defined the complementary necessary skills and domain knowledge to add on sales skills which will enable this new team to work independently and execute all the necessary activities
  • We formed a Scrum team from different from different departments which are co-located. We needed to change the offices of some team members to make this happen so volunteers were asked from each group.
  • Finally, the team consisted of members from 3 different departments from the company with a Product Owner and a ScrumMaster, myself
  • We arranged the logistics and everything we could imagine before team kick-off.
  • All Scrum team members had Agile training.
  • Checked the sales funnel and worked on Product Backlog for the first Sprint Planning.
  • We decided to have weekly Sprints which was also compatible with sales management expectations.

Running the Experiment itself

After fulfilling all the prerequisites our team was ready to go. Our decision point to evaluate the experiment was 12 weeks.

  • We chose Scrum
  • Running Daily Stand ups every day as a start of a workday
  • We had a physical Taskboard, an impediment backlog next to it
  • Encouraged team members to pull the Backlog items from the Sprint backlog
  • Kept all the team members colocated
  • Run all scrum ceremonies
  • Worked with the Product owner to change Push behavior
  • Updated sponsors regularly
  • Encouraged collaboration amongst team members, pulling tasks which were not written in their formal job descriptions
  • Supported these group of people to build trust and act as a team
  • Enabled them to find solutions and learn from each other to the problems which were in their authority
  • And identified issues which were out of team’s control and highlight and address them as organizational issues and worked with sponsors and various other departments.

The Outcome of the experiment

Before starting the experiment we defined some KPIs for us to inspect if we are meeting the success criteria or not. These were new client acquisitions, the income of the signed contracts, and number of deactivated clients to inspect retention efforts.

The team working in an Agile way had significantly better results (around%50) than the other team we kept as a control group (the other region) who kept working as their usual way.

The sales management team then decided to change the control group team set us ap a Scrum team and implement all the learnings with them. And this experiment also gave an opinion and encouraged all of us to apply Agile principles and practices to the other groups of Sales group even the external dealer channel and also the other departments in the company.

Conclusion

Before starting the Sales Experiment everyone was a little bit suspicious if Agile principles came from the IT domain would fit also other domains in a company and the company would benefit from it.

Of course, when running an experiment we can’t expect that everything will go smoothly. We had a lot of challenges, ups and downs, conflicts among team members and involved departments and faced organizational issues. But finally working everyday altogether to improve step by step and seeing this reflected in the numbers motivated us to keep going.

Management support, motivation to change and insisting on transparency were the key factors that supported us during this experiment.

But finally, after this experiment, it was clear and significant that if there is a need for a cross-functional team or a workflow and you are working in a complex and complicated environment then you should give yourself a chance to experience Agile.