Collaboration at Scale:
Inception/Kickoff Meetings
for Distributed Teams
12-Sep-2018
Collaboration at Scale
Designed for Scrum-centric organizations with more
than 10 Scrum teams, the Collaboration at Scale
webinar series provides focused, outcome-driven
solutions to collaboration problems faced by Product
Owners, ScrumMasters, and Development Teams.
Produced by the Scrum Alliance and Conteneo, Inc.,
we’re proud of the many distinguished experts who
will be joining our series.
2-4 WEEK
SPRINT
DAILY SCRUM
MEETING
(EVERY 24 HOURS)
POTENTIALLY SHIPABLE
PRODUCT INCREMENT
SPRINT BACKLOGPRODUCT BACKLOG
3
Common Scrum Challenges
Tech
Debt
Release
Planning
Roadmap
Retros
Liftoffs
Refining
Value/
ROI
Priorities
Depend-
encies
Done,
Done
CI/CD
TODAY:
Liftoffs, Kickoffs & Release Planning
Oct 2018:
Strategies for Structuring Distributed Teams
Agenda
1 Kickoff– Inception – SAFe® Program Increment
(PI) Planning Meetings
2 Challenges faced by distributed teams
3 Frameworks for
– Planning: Stakeholder Radar
– Establishing Working Agreements: Team Canvas
– Establishing a Vision: On the Cover
– Roadmapping: Prune the Future
– Understanding Business Value: Biz Value Canvas
– Identifying Risks & Opportunities: Sailboat
– Understanding Degree of Control: Circles and Soup
– Negotiating Scope: Impact-Effort Matrix
4
Jesse Fewell
Laura
Richardson
What challenges do you face in a kickoff
meeting? (select all that apply)
q My company doesn’t do them.
q My team isn’t prepared, we do not really know how to make them
effective.
q My team goes to sleep because we do them via teleconference.
q My team struggles to get the right people involved, we often have
key stakeholders missing.
q We only do them for co-located teams.
q My team does them but we rarely get enough time to do them
well. They always feel rushed.
q My team does them but we are not good at communicating
results to others. The effort seems wasted.
q Something else
5
Multi-Select POLL
QUESTION
Kickoff Planning
6
Pre-Planning
• Identify Key Participants
• Collect Related Artifacts
• Identify Scope for the Kickoff
• Meeting Logistics, where,
when and official invites
• Identify & communicate
participant pre-work
• Create an agenda
7
http://bit.ly/StakeholderRadar
Liftoff Meeting Agenda
8
Ellen Grove’s checklist: https://masteringtheobvious.wordpress.com/2018/01/11/the-deceptively-
simple-liftoff-checklist/
SAFe® PI Planning Meeting Agenda
9
https://www.scaledagileframework.com/pi-planning/
The three challenges
10
Terenc e B r ake: W h e r e i n the w o r l d is m y t e a m ( h t t p : / /www.tmaworld.com/our-thinking)
Distraction
Confusion
Incomplete
Engagement
Alignment
Actionable
Designing for Engagement
11
Day 1
Day 2 Day 3 Day 4 Day 5
Prep
Business
Context
Product
Vision
Team
Introductions
Stakeholder
Map
Working
Agreements
Risks &
Enablers
Roadmapping
Planning
Retrospective
Story
Storming
Story Mapping
Estimation
Re-plan Plan
Working Agreements
12
http://theteamcanvas.com/
Team operat ing model
13
Resource: http://xblog.xplane.com/diverse-teams-and-ways-of-working
Working Agreements: DoR & DoD
14
http://bit.ly/DoR-DoD
Establishing a Vision: On the Cover
15
http://bit.ly/EstablishVision
Identifying Risks and Enablers: Sailboat & RAID
16
http://bit.ly/SailboatForProjects http://bit.ly/RAIDframework
Roadmapping: Prune the Future
17
http://bit.ly/PruneTheFuture
Business Value: Biz Value Canvas
18
http://bit.ly/Biz-Value
Higher
Lower
New Business
Features that will
potentially bring
new customers
or new markets
Up Sell
Features that will
potentially bring
money from
existing
customers and
could be sold as
add-on, upgrade
or plug-in
Retainment
Features that will
help avoid losing
customers
Op Efficiency
Features that
will allow the
company to save
money (costs)
given a potential
increase in any
operation
(installation,
configuration,
customization...)
https://www.agile42.com/en/business-value-game/
Understanding Control: Circles and Soup
19
http://bit.ly/CirclesSoup
https://www.futureworksconsulting.com/blog/2010/07/26/circles-and-soup/
Negotiating Scope: Impact-Effort Matrix
20
http://bit.ly/Impact-Effort
Story Mapping for MVP
21
http://bit.ly/JasonsStoryCanvas and hear Jason’s explanation: http://bit.ly/2Ml4vkT
Question? What technologies do you use to
help distributed teams conduct more effective
meetings? Check all that apply.
q IM / Chat (Slack, Microsoft Teams)
q Video conferencing (Skype, Zoom, BlueJeans etc.)
q Voice conferencing
q Online Document Platforms (Google Docs, Microsoft Office
Online)
q DropBox, Box (other file sharing platforms)
q Weave
q Presentation Software (PowerPoint, Keynote, Google Docs)
q Email
q Something else
22
Poll QUESTION
If you remember nothing else…
23
Plan to Re
-
Plan
The lift
-
off should
set the expectation
for periodic review
Go
multi
-
channel
for
virtual
meetings
What’s
Good
for F2F teams is
critical for
virtual teams
References
24
To leverage the frameworks
described in this webinar, go
to: weave.conteneo.co
https://jessefewell.com/
Thank you for attending
Our next webinar will be
3-Oct-2018: Strategies for
Structuring Distributed
Teams
Laura Richardson
conteneo.co
Jesse Fewell
jessefewell.com
