Pawel Brodzinski on Leadership in Technology

Whatever it takes to lead a team, build a product, and run a business

Tag: meeting culture

  • A Fool With a Tool Is Still a Fool

    When I first discovered how Kanban in general, and Work In Progress limits specifically, worked as a catalyst for deep systemic improvements it was like an epiphany. Kanban, which at the beginning seemed like a neat and light-weight process management tool, proved to be far more than that. Not only was it helping to clean up the mess short term but also steered sustainable changes in the long run.

    When Tools Fail

    These were my early days with Kanban. Since then I’ve seen a lot of teams applying Kanban in all sort of ways. A thing that surprised me was that, even among the teams that achieved a certain level of maturity of the adoption, the results were mixed at best.

    Some of these teams are doing great and the early results I’ve seen no longer stand as exceptional. Most of them though weren’t even close. Clearly the magic of WIP limits that induce slack time, which in turn results in a steady stream of sustainable improvements, is neither obvious nor granted. There has to be something else.

    No curious person, and I tend to consider myself one, would pass on this observation without a second thought. No reasonable person, and I tend to consider myself one, would keep sharing the success stories ignoring all the counterexamples.

    Of course, one obvious reaction would be that the teams that failed to achieve exceptional results got it wrong. In fact, if you want to look for such attitudes among our thought-leaders it is pretty common. The method works, only those unskilled folks mishandled it, they’d say. No wonder these teams still crawl in the misery, they’d add. Actually, they sort of deserved it by not doing the thing the way we preached, the thought-leaders would sum up.

    Fortunately I’m not a consultant or an owner of a business that depends on popularity of a specific approach. I consciously chose to stay in practitioners’ camp. This leaves me with no neat and simple (and wrong) answer to the puzzle.

    A nice thing is that, given enough experience, we will stumble upon such puzzles on and on. Gemba walk which seems to be mentioned in every other important management book from The Goal to Lean Startup was another such realization for me. Failed stories of applying Kaizen boards and holding Kaizen evens was one more. Organizations struggling with Improvement Katas is probably the most recent one but the list goes on.

    Cargo Cult

    A cargo cult is, in short, defined as mechanically following practices or rituals without understanding why they worked in the first place and expecting the same results as achieved originally. In case you wondered it doesn’t really do miracles. In fact, the only known successes are creating prophets of cargo cults.

    A common observation, and a sad one, is that our efforts with applying different methods are surprisingly close to that definition. Even worse, such attitude is often encouraged. By the book applications of any tool means spreading the disease. It is like saying that we need to trust an enlightened prophet who guarantees two-, three- or fourfold productivity increase as long as we do exactly as they say.

    Don’t get me wrong the other end of spectrum, which is NIH syndrome, is equally bad. If NIH syndrome was a good guidance it would mean that entire management knowledge is useless because no one in the world was exactly in the context such as ours.

    In either case the missing bit is understanding the underlying principles behind the tools. One exercise I typically start my Kanban training with is asking a group about practices and principles. While they always know a few practices, sometimes most or even all of them, almost no one remembers any of the principles.

    By the way, the same thing is true when it comes to Agile Manifesto. Everyone knows “this over that” part but most of the time that’s pretty much it. It seems like we haven’t understood what we read. Alternatively, we never read that thing at all but heard about it somewhere where they used only the marketing part of the manifesto on a slide.

    It is kind of like knowing how but having no clue whatsoever why we’re doing something. And then we wonder why we fail so frequently.

    Understanding

    I know that belief in universal solutions has certain appeal. It doesn’t require us do to the hard work of trying to understand what is happening around. I don’t think there’s a shortcut here though. I mean one can get lucky, as I did during my early adventures with Kanban, but this experience can’t be easily translated to different contexts.

    Now, certain techniques give us a promise of help in facilitating the understanding how we work. Visualization and Gemba walks come as obvious examples. However, before we rush to apply them we may want to ask ourselves a question do we understand how and why these techniques work. Seriously. Even something seemingly so straightforward as visualization may be a waste unless a team understands that one of its biggest powers is reflecting current condition and current process and not projecting an expected state, or that too much burden on keeping it up to date will render it irrelevant, or that that too many objects on a board makes it incomprehensible and, as such, pretty much useless.

    I think the most common practice across all agile teams I know, no matter which method, if any, they follow, is a daily standup meeting. I believe I can safely assume that vast majority of agile teams have their daily standups. Now, how many of them asked themselves why they are doing that? Why are standups a part of a canon of Agile and Lean? Why were they introduced in the first place? And why, the hell, are they so prevalent?

    It doesn’t seem to bug many people. That’s interesting because they may be just following a cargo cult and maybe they could have been doing something much more useful in their context.

    Take pretty much any popular practice, technique or method. The same story again. We don’t understand why the tools we use work and simply blindly apply them. Doesn’t that fulfill a definition of a cargo cult?

    By the way, I think that one of significant contributors to the situation we have here is pretty common perception that Shu-Ha-Ri model universally applies in our context. A basic assumption that when being on Shu (apprentice) level we should do as a master say because we are incapable of understanding what we are learning doesn’t seem to be an extremely optimistic view of our teams.

    Call me lucky but most the time I worked with teams that are perfectly capable of better understanding how the work gets done and how specific tools contribute in that. The missing bit was either knowledge itself or curiosity to get that knowledge.

    A side note: the higher up we go through hierarchy the less of that curiosity I see, but that’s a bit different story. Most of time talking about tools we are in the context of teams, not VPs and execs.

    A Fool With a Tool is Still a Fool

    Any time a discussion goes toward tools, any tools really, it’s a good idea to challenge the understanding of a tool itself and principles behind its successes. Without that shared success stories bear little value in other contexts, thus end result of applying the same tools will frequently result in yet another case of a cargo cult. While it may be good for training and consulting businesses (aka prophets) it won’t help to improve our organizations.

    A fool with a tool will remain a fool, only more dangerous since now they’re armed.

    Not to mention that I don’t think orthodoxy is anyhow helpful in this discussion.

    By the way: as much as I didn’t want to engage the recent TDD versus anti-TDD discussion you may treat it as my take on it.

  • The Kanban Story: Kanban Boosters

    During my talk at AgileCE I mentioned three things as biggest Kanban boosters in our case:

    One of comments I heard about this part was: “Pawel, these things aren’t Kanban-related – they would work in any environment.”

    Well, I’ve never said they’re exclusive for Kanban. My point is: Kanban is pretty simple approach – it really tells you to do just a few simple things leaving most of other aspects open. This means you may (and should) use some help from other techniques/practices which set additional constraints or organize other areas of your process. And boosters I mentioned work exactly this way.

    Co-location allows you to keep your Kanban process as simple as possible. You don’t need to use any software to visualize current state of the project – old-school, hardware whiteboard is enough. It also helps to exchange information between team members which is always important but with minimal formal information exchange in place it plays even more crucial role.

    No-meeting culture brings us “do it now” attitude and saves a lot of time usually wasted on meetings. And we discuss different things more often than we would otherwise because launching a discussion is totally easy: you just start talking.

    Best engineering practices help us to keep the code quality under control. That’s a thing which is basically omitted by Kanban itself so you need other tools to deal with it.

    Now, you can perfectly take your Scrum (or whatever kind of) team and use the same techniques and it would most likely work. Oh, it would as long as your team isn’t too big (co-location and no-meeting culture don’t scale up very well) and you don’t have a list of engineering practices enforced by your approach anyway (like in XP).

    So no, these concepts aren’t exclusive to Kanban. They just work in specific environments. Yours either fit or not. It doesn’t really matter if your process name starts with S or K or X or P or whichever letter sponsors your day.

    After all when I think about Kanban I don’t isolate the method from the rest of our environment – that would be stupid. If Kanban works for us it is because the whole setup is good enough, not just its Kanban part. And these boosters are a part of the story.

    Read the whole Kanban Story.

  • No Meeting Culture

    Meetings are boring. Most meetings are irrelevant. There are too many meetings we have to attend.

    A confession: during past half of year I organized exactly two meetings with engineers in my team. Both were mostly about organizational issues regarding whole company, not just my team.

    How did I do that?

    Let’s start with why meetings are organized. Most of the time meetings happen to enable communication between people. Why don’t people just go to meet each other at their desks? Well, because they sit in different places, have different things to do and, often, have little free slots in their calendars. Sometimes they need to prepare themselves to say something reasonable and invitation to the meeting gives them time for that.

    Basically all these reasons become non-existent when whole team sits in one place.

    You don’t have to busily gather people from different places because, surprise, surprise, everyone is there.

    You don’t have to wander what people do at the moment since, well, you just see it in a glimpse. You can make your call whether it’s a good time to interrupt them at the moment or you should wait for a quarter.

    You don’t feel urge to finish in planned time slot even when the discussion is great and you’re solving problems like crazy. Neither do you feel this funny feeling when everything was said but no one hurries back to work and you just spend your time on chit chat because a meeting room is reserved for another half an hour.

    You can even allow starting talking with folks on subjects they aren’t prepared to. You can because whenever they need to prepare they’ll tell it and a discussion will be restarted later. This is like instantly starting a meeting instead of sending invitations. Odds are everyone is ready and you don’t waste time. If they are not it works similarly to invitation with agenda but better since you start meeting as soon as everyone’s ready.

    You should still think how improve transparency and communication flow but, believe me, once you start talking about almost everything in front of your team, even though you’re talking with a person next desk, people will know way more than they would otherwise. It would work that way even if you reported all your workweek on 4-hour long weekly summary with your team, which would be a candidate for the top dumb management practice of a year by the way.

    And the best thing. With this approach you magically clear everyone’s calendar. Finding slot when everyone is free becomes the easiest thing under the sun because everyone basically stopped attending meetings.

    A cherry on the cake: finding free conference room doesn’t bother you anymore.

    Downsides?

    It won’t work for 50 people. As far as teams aren’t bigger than 10 people it should do well. Vast majority of teams fall in to this category. Sometimes you need to focus and you don’t care about architecture discussion happening over your desk. You can take a break or try to isolate yourself with headphones. Either way it is a cost, but on average it’s significantly lower than it would be if you switched for old-school meeting approach.

    This applies only to team-related meetings. If your people have a lot of cross-team meetings and spend long hours on company-wide roundups filled with jabber this doesn’t have to be huge improvement. But then you’re doomed anyway. One of my engineers attended a few meetings on coding standards beyond these two I organized.

    The approach works best for engineers. Project managers and business people will meet other people more often that once per quarter but it should be still an order of magnitude meetings less than it used to be.

    I wouldn’t get this kind of crazy idea but it happened so my whole team is collocated and it’s the best organizational thing which could happen. If you think it’s drastic, you’re wrong. Meetingless environment comes naturally. Maybe it so because this way you possibly are all time at the meeting, but at the same time you “meet” people only when it’s really needed.

    Try it. And tell me what happens.