Norms for Holding Effective and Fruitful Scrum Meetings

Many types of meetings are held while scrum is implanted in a project. Right from sprint planning meeting to the sprint review and the sprint retrospective, other non-conventional meetings can also be arranged in scrum as and when needed to fulfill specific objectives.  Following certain norms can help to effective and fruitful meetings.

·       Scheduling the meeting

The best way to schedule a meeting is to consider all the information that needs to be conveyed during the meeting, and assign a proper time and duration for it. Do not try to cram in too many topics so that enough time is not allotted for discussing each topic during the meeting. Ideally, the meeting should last for approximately 30 minutes, so work out an agenda that fits into the time schedule. If the topics to be discussed are more, hold a separate meeting to discuss them. This is very important, since the team members need time to absorb the discussion, and remain perceptive to the plan of action decided for each topic in the agenda at the end of the meeting.

The time to hold the meeting should be properly selected too. Choose the time, which is most convenient to all. Ideally, the meeting should be held around 9 AM when everyone is fresh and about to start their day, or if that is not possible, than around 3 PM when everyone has taken the lunch and people are not feeling groggy immediately after having it.

·       Members attending the meeting

Work out the list of attendees who are going to remain present for the meeting. It is mandatory for the product owner and the scrum master to attend the meeting since they play a center role in scrum implementation. Invite only those members who are associated with the topics included in the agenda, and who need to carry out some plan of action based upon the discussions carried out during the meeting. Other members, who are not concerned, or who have no connection with the agenda topics should not be invited so the meeting place is not cluttered up with too many individuals. When the members are less, it becomes possible to have one-to-one discussion, which is more meaningful and effective.

·       Creating and distributing the agenda

Make sure that a proper agenda is created that includes all-important topics. Once the agenda is prepared, send it, or distribute to the concerned individuals well in time so they have enough time to prepare for the meeting. Each attendee should prepare a list of queries or issues concerning his or her work, and present it to the audience during the meeting. If the participants are well prepared, it leads to more fruitful and productive meetings.  

·       Conducting the meeting in the proper manner

Start your meeting on time. It is advisable not to wait for participants if they do not make it on time. It is essential to convey a message that the purpose and intent of the meeting is important, and should not be trifled with. The meeting should also not be taken lightly by the attendees. Some organizations even levy a certain penalty if the participants do not show up on time. 

Another aspect is regarding the discussions to be carried out during the meeting – they should be focused and topic centric. Make sure, only those topics relevant to the agenda are discussed, and the meeting is not emphasized with other trivial or non-related discussions. Utilize the meeting time in a productive way.Read more on https://www.apsense.com/article/norms-for-holding-effective-and-fruitful-scrum-meetings.html

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Understanding And Identifying Risks During Scrum Project Implementation – Avoid Potential Pitfalls

A risk can be understood as a particular event, which is uncertain in its outcome, and which can affect the results of objectives planned to be achieved from a particular project. Risks can lead to the success or failure of a project. Risks, which can lead to positive results, are interpreted as “opportunities”, while those, which can adversely affect, or create a negative outcome, should be understood as “threats”. It is important to manage the risks associated with a project on a proactive basis. Moreover, active efforts should be made to properly analyze a project for the risks involved, or associated with it. The analysis should be ideally carried out before the project is initiated. Thereafter, the analysis should be carried out on a routine basis, and frequently, until the project is successfully completed. A proper and effective procedure should be followed to identify and analyze the risks. It is imperative to follow a standardized routine which can correctly identify, evaluate, and provide a valid and effectual solution of a possible threat which can adversely affect the project’s outcome. 

How risks should be addressed

First of all, it is important to identify the risks. Once they are correctly identified, they should be classified depending upon how severe they are, and up to what extent they can affect the project’s outcomes. Risks, which are likely to create a greater impact, should be addressed first, followed by those which can create a lesser impact. To determine how risks can affect the results, it is imperative to find the root cause, identify the area of uncertainty, and what kind of potential damage they are likely to cause.

Identifying risks during scrum implementation     

Scrum projects too are associated with certain developmental risks. Even though the risks may not be fatal or critical in nature, they may nevertheless result into excessive loss of money in terms of redundant development activities or non-performing projects. As per the “The Scrum Body of Knowledge”, ad definitive guide which deals with the explanation of scrum and how it ought to be ideally implemented, each team member should be able to identify potential risks as and when they are likely to surface during the project implementation. Moreover, risk identification should be an inherent part during the implementation process, and should be carried out on a regular basis. Some suggested techniques might help you identify the risks in scrum:     

1.    Lesions learnt from sprint retrospectives

Sprint retrospective are specially conducted to identify any pitfalls which might occur during the sprint activity. Generally, problems are detected during the retrospective discussions since product owners and team members discuss various topics in depth and put in efforts to find out how effectively the sprint has progressed, and what kinds of problems are likely to arise during the development activity. They are a great way to identify any potential problems which may affect the project over a period of time, or which are likely to surface in the near future during an ongoing sprint.

2.    Risk checklists

The risk checklists include certain key points which are identified as root causes capable of inducing risks during the project implementation. Generally, the list includes those factors which are encountered while the sprint is underway, or when the project is being implemented. Risk checklists contain problematic causes which are often anticipated by the team members capable of causing potential problems.  

3.    Risk prompt lists

These lists are generally created out of brainstorming sessions. They may not necessary hamper the project, or cause impediments for sure, but they are potential pitfalls which team members should be wary of during the project implementation.

4.    Brainstorming sessions

They included in-depth and detailed discussions regarding problems likely to occur during the planned sprint or project implementation. Usually more experienced team members take part in these discussions, and they contribute their suggestions based upon their experience and levels of expertise.   

5.     Risk breakdown structure

This is an important tool, or technique used to identify potential key risk areas of development which can lead to problematic situations as far as development is concerned. Risks are identified and segregated into groups based upon their potential to cause problems. Risks are typically categorized as those belonging to financial, technical, or safety related nature. It allows the team to prepare for any eventualities, which may arise during the project implementation.

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Source:- http://scrummethodology.webnode.com/news/understanding-and-identifying-risks-during-scrum-project-implementation-avoid-potential-pitfalls/