Work

How are you managing the change?

To the development team ‘change’ relates to scope and requirements within the project, but change runs far deeper than that.

A question that I am often asked is how do you manage business change on agile projects. Release regular and often is an often quoted mantra, but what does that mean to the business where rolling new software across the large, multi-site organisation? How do you manage the piecemeal introduction of new technology, features and functions to hundreds or thousands of people, many levels removed from the project across remote offices and geographical locations? How do you ensure the recipients of the new technology rapidly adopt it and accept the change, even when change is occurring every few months.

What are the financial and human performance implications of each new release in terms of training, productivity and morale? What is the overall burden on people in frequent change?

The reality is that it is not unusual for projects deemed successful by IT and the immediate business team to ultimately fail when released to the broader organisation. Effective change management can be even more important when an organisation adopts agile software delivery.

An analogy as an example. If I expect a screwdriver and you only give me a cross-headed screwdriver when I really want a flat head one I am going to be unhappy. The core team may have prioritised the cross-headed one first for good reason, a flat headed one maybe coming just round the corner, but if you don’t deliver to my expectations I am going to be unhappy. Worse, I am likely to become resistant to future change and less likely willingly cooperate with the uptake of future releases, even if they do start to deliver to my needs.

Keep it on the shelf
The first point is that regular and often does not necessarily mean release to production for the entire organisation or marketplace. Running a number of internal releases, keeping them on the shelf until a complete and marketable product is ready is a strategy often employed. Significant value can be accrued by getting tested and working software into a pre-production environment and held “on the shelf” awaiting a full release. This maybe a UAT environment where a limited number of stakeholders test the functionality in an ‘as-live’ environment. Or it maybe a beta release to a small, selected number of interested people (e.g. a ‘friendly user trail’). This can often pay dividends with usability issues and minor gripes being picked up and addressed before a major roll-out.

Communication

Let’s assume that the team wants to roll out the application early and often to the whole target population. Critical to the success of managing the business change is communication. It is important to manage expectations on a timely and appropriate manner. Explain what the upcoming release will do and more importantly what it will not do (and when it will do it). Keep all stakeholders informed of the project progress (setting up a project blog can be a cheap and easy way of letting interested people know of progress), yammer maybe another way of broadcasting updates and information. Having a release count-down can also prepare stakeholders for the change. The techniques can be googled, the important thing is to communicate and manage the expectations (and be ready for inbound questions and comment after go-live).

Adaptable user interface
It is not unusual for the core team to drive for as much functionality as possible in the first release, considering UI enhancements as ‘nice to haves’ and consigning them to later releases. This is a false economy. Consider the cost of training and lost productivity through a hard to use interface. Now multiply that across multiple releases that focus upon utility before usability. Delivering a first release that is self contained and compelling will go a long way to driving organisational buy-in of the new application and greater acceptance of future change. (Jeff Patton writes some great stuff on using story maps to explain what the system should do. Using these will help focus on complete and useful slices through the application rather than random features that are perceived to be of value but do not make a coherent product).

A new user interface, however well designed will inevitably take time to learn the first time it is used. The challenge is with each subsequent release to introduce funcitonality and interactions that leverages the users existing mental model of the application, building upon what has been already been learned. Starting with the end-state, wireframes that articulate the final application then trimming out features, feields and controls to represent each notional release can be a good way of ensuring a UI that will scale as new functionality is added.

Agile organisation
Ultimately the most successful way of introducing agile is to build a beta culture with everyone as agents of change across the whole organisaiton. More importantly change becomes a cycle of learning and continuous improvement. And here I’ll borrow this most excellent graphic from David Armano. David compares what he calls conventional and unconventional marketing but the parallel with software development is obvious. His iterative cycle is “plan-design-launch-measure” but that is not a million miles away from the lean philosophy of “plan-do-check-act”. And critical to the journey is the learning cycle between iterations.

Resign or fix what you broke?

There once was a time where the honorable thing to do if you screwed up was to resign. No more it seems.  Times change and to resign is to walk away and admit defeat.  Defeat is something our culture doesn’t honor; no-one likes a loser.  So you ignore the critics and stay on; you know what went wrong, so you are the best person to fix what you broke.  The honorable thing is no longer honorable.  Failure is rewarded, and we just carry on as if nothing happened.

When google fails…

…I’ll see if I can get an answer on the blog. My two year old daughter has managed to put two DVDs into the Mac Mini and I can’t get them out. Tried all the usual suspects for ejecting – eject button, F12, Cmd-E, rebooting with mouse key pressed, disc utility, terminal and drutil tray eject plus turning it upside down and no joy. Does this mean a trip to the Apple Doctor?

Where’s the vision

Experience suggests that a project without a vision is like a rudderless ship. A clear vision from the start is essential to the success of a project. It is like the corporate mission statement. It is not the project objectives (objectives are generally SMART – you shouldn’t be looking to measure the vision), rather an articulation of how the end goal of the project will touch the lives of it’s ultimate recipients; the customer or the user. What the project will do for them (not the business, not for IT, but the customer, consumer or user).

The first step then is to get the vision agreed on. Luke Hohmann’s innovation games such as product in a box are a good way of distilling the vision. Next step is to keep it live and visible. Don’t just have it buried away in the project Wiki, but have it stuck on the walls where the team work. And then use it as a frame of reference when those difficult questions arise around scope and priorities.

Why is this important? (Via Leisa Reichelt), Peter Merholz shows how Google started out with a vision for their calendar.

The vision…

The google calendar vision

And what it meant for the product when it went to market…

Google didn’t start with a bunch of features of functionality (“Drop dead simple to get information into the calendar” – that’s hardly a requirement any BA would be proud of), but by having this vision, a statement of what the product would mean to the end user, and referrring back to it when scope or design decisions had to be made, they ensured that the end product delivered real quantifiable value.

Hong Kong BarCamp

On Saturday I attended the Hong Kong BarCamp. This was the first Barcamp I have attended and it blew me away. Here were 200-odd people, brought together on their own volition to share and learn.

Hong Kong Barcamp logo

On-line communities are easy to subscribe to, requiring minimal effort to participate. Being physically present requires more commitment and effort. The content, as typical of Barcamps, was generally technical. It asks the question, is there something inherently social and altruistic about being a geek? Do other industry horizontals have such a rich picking of community events? Could there be an accountancy barcamp, or a marketing barcamp? And what about the verticals? Could there be a banking barcamp? And what about collaboration on projects for the common good? Geeks get together to opensource. When will the (to pick on a vertical) accountants get together to build an opensource offering?

 

Can retrospectives be made leaner?

The <enter time period> ends and a retrospective is held.  The team writes on Post-It notes things that are important to them and they get stuck up on the wall.  And maybe they get grouped into similar topics or themes.  And then the team vote on them; the topic that has the most votes is the one the group talks about first…. and they talk about that topic at length.  (If you were to analyse the signal to noise ratio of the first topic discussed compared with the last topic discussed, you’d find significantly more noise when you start).  Actions to resolve the issues are finally addressed and identified.  The team then move on to the next topic and so on until all the topics that had votes against them are done.  And it’s been a marathon session and we are done.

But what about the topics that no-one voted on?  What about the post-it that sits alone?  It was important enough for someone to have written it.  No votes, no priority,  no discussion, no action.  Yet mining it might have  delivered a diamond action.

I don’t care much for voting in retrospectives.  It’s not a particularly efficient way of doing things.  For one because the actual process of voting takes up valuable time.  Then by the time the issue with the fewest votes comes up, the energy in the room is drained and the discussion is rushed.  So why not do away with the voting, and introduce strict time management to the retrospective discussion.  Allow five minutes to each topic.  Use a stop watch to enforce this.  This will allow all the issues that were of importance to someone to be aired.  When the five minutes is up, if there is still heat in the discussion, park it and return to it later in the retrospective.  Such an approach is more incremental, and dare I say it, Lean.

Do you know what you are doing?

Recently I was told of a Blue Chip company whose IT organisation, in the guise of cost cutting, has recently disbanded its QA function. From now on, testing will be conducted by the developers themselves. Since when have developers relished the role of testing? It is inevitable that this cost cutting solution will end up costing the organisation more than it saves.

At the end of last summer I was working with a bank on their on-line retail banking strategy. During a workshop with representatives from their mortgage business they made it clear that they saw the biggest sector for growth in 2008 was the buy-to-let market. I left the workshop shaking my head, were they not reading the same newspapers I was? Even then I didn’t need a crystal ball to tell them that they were putting their eggs into the wrong basket.

Clearing out old paperwork, I came across a document describing the technology strategy for a blue chip organisation that I’d worked with in the past.

There is a guiding principle that is being applied to product technology selection that says we do not follow a ‘best-of-breed’ approach, but rather select a major technology leader (IBM) and ride their product development cycle. This means we explicitly seek and accept the “80% solution” rather than trying to optimise for each and every possible requirement. [We are] emphatic on this point. What this means in practice is that, following the selection of IBM WebSphere Application Server… add-on functionality should be sought from the IBM WebSphere family of products first. Shortcomings will be made explicit in order that we can escalate with IBM, and influence their product strategy.

No rationale was given for their preference for going with a single vendor rather than a best of breed solution, but talk to developers who have used best of breed products and the above mentioned vendor product and they will almost certainly come down on the side of the “best of breed” (that is why they are best).

During the dot-com boom I worked with bank who were developing a WAP mobile banking platform. Trouble was it could only be accessed via a Nokia 7110 (the first mobile phone with a WAP browser), the experience sucked – “Worthless Application Protocol” and the market penetration was never going to reach beyond the most hard-core (and GUI-patient) of early adopters.

At the time the same bank was intent on closing as many branches as possible – branch banking was considered unprofitable; on-line was the way forward… yet several years later I was back in the same bank helping them with their in-branch customer experience.

We all must have examples of times when we have shaken our heads and asked of others do they really know what do are doing? Whose interests are their decisions in aid of? You may not be able to do anything proactive about it at the time, but the question is, what can you learn from these encounters and how can you use them to teach others in the future.

Can you use the downturn to your advantage?

In the current market conditions the easy and obvious thing to do when turning to cost cutting is to wield the knife heavily on IT. New projects get culled, recruitment freezes and contractors get laid off as IT spend shrinks. This is a knee-jerk reaction and rarely in the long term interests of the oganisation. Surely the current market downturn should be seen as an opportunity to invest in IT, use the slack period to improve processes when they are not stressed, and get ready for the upswing when the economy turns.

What if an RFP was an Open Day?

We recently completed writing a response to an RFP. It weighed in at just under 100 pages with almost 34,000 words. OK, so there was a lot of copying and pasting going on, but that is not an insignificant amount of effort. Multiply that by the number of suppliers who were invited to respond; add the time taken for the client to produce the RFP itself, then review responses and answer questions and it is clear that RFPs consumes a lot of everybody’s time. With the winner taking all, that is a lot of wasted effort. But hold! That is only the first stage! The list of suppliers is whittled down and a beauty parade follows. Yet more effort is spent by two or three vendors turning their word document into a bunch of PowerPoint slides. A favoured supplier is identified and a process of negotiation follows, based upon estimates and what little information the supplier knows. Finally the supplier is selected, inevitably their are surprises on both sides when the engagement starts.

So the RFP process is a standard (but inefficient) way of doing business. What if it was done a different way?

One of the more significant decisions you make in your life (if you have children) is where you will send them to school. It is not a decision you make lightly as it will have a major influence on how your child grows up in the world. In the UK the government provides data (league tables) but this can only tell you so much; there is more to education that the statistics tell (which are historical and do not necessarily reflect the current reality your child is going to face). You will probably ask around – seek the wisdom of the crowd. Undoubtedly the community can identify good schools and bad schools. But the best judge of a school is to go there, to look around, to meet the teachers, to see the children. Do you trust the leadership of the head? Would you be happy for this person to teach your child, would you like your child to play in this playground, (and more importantly) grow up with these children?

So why not apply this thinking when looking for a supplier to build you an application? At the end of the day, projects succeed on personalities and relationships. Will the vendor get on with the buyer? The RFP tells you little about that. What if the RFP process was like seeking a school for your child? What if you had a project open day where you welcomed suppliers in, got to meet them, and maybe even got them to compete against each other.

What if you had three intense days when the business, IT and prospective invited suppliers come together to define the project and complete against each other in teams to come up with the “best” solution.

What if you provide the suppliers with details of what you are looking to achieve and request a basic qualifier – company details, profitability etc (the stuff that goes on every RFP) and a list of clients they have built similar products for (not exceeding one page of A4 per client). And for costings you ask them to provide you with their proposed rate card.

What if you then invite all suppliers to a large venue with a space for everyone to gather, and break out areas for the individual suppliers to work in. You start with background and presentations from the business and from IT. You tell the story of what you want, the vision, a description of the current technology, constraints, assumptions, known risks, integration points, etc. You provide some initial direction as a large group, but then breakout into supplier teams, interspersing each team with your people – from IT and the business. You provide technology (access to your systems, whatever is needed) and domain expertise. What happens next is up to the suppliers. They then have two days to impress.

What if at the end of each day each supplier presents their output to the whole group. The following morning you outline what you like of the outputs and ask the teams to take that as input to work on. Then at the end of the last day each vendor puts in an anonymous sealed envelope with their estimate (resources required to build the application). Can this triangulation technique be any less accurate than the estimate given on the back of several pages specification in an RPP?

If we accept that IT projects are about people, implemented by people, then the benefit of this approach is that you get to work with the supplier and experience the relationship first hand, rather than through documents and practiced PowerPoint presentations. And for the supplier it reduces the time taken to respond and will be more enjoyable for those involved. After all, don’t people prefer to do rather than write about what they do?

Do Business Analysts Destroy Value?

The usual approach for a Business Analyst is to start with the ‘as is’ situation and then model a ‘to be’ solution.  In understanding a problem, defining the as-is situation can take a number of weeks if not months.  Once the current technology, process and working practice are understood, the BA begins to define the solution.  Inevitably this solution is based upon what has been learned during the as-is analysis, thus the majority of their time is spent dwelling in the current reality rather than what could be.

Where is the value in that?  Where is the value in modelling a solution that is based upon that the current way of working?  What can you really learn about the business intent from the current as-is process?  A process that is based upon technical decisions, practical constraints and inherent complexity that were made at the time the software was built (in the enterprise world that was an average of 7.2 years ago), and hasn’t technology moved on since then?  By specifiying a system in terms of the curent reality the BA is missing a trick, and in the process is failing to add the value that the developement opportunity offers.  Indeed the BA is probably destroying value with over complex specifications that do not get down to the heart of the business need.

If Business analysts really want to create value, rather than dwelling in the past they should start with the “to-be” vision.  What are the desired outcomes of the application?  What should it do? (Not how should it do it).  Challenge existing assumptions, ignore perceived limitations and start with ‘blue-sky’ thinking.  What would we really like the application to do?  What are the customer / user goals and how can the application most eficiently (and delightfully) achieve these.  Think about the what, not the how.  Unlike the usual pattern of analysis, spend most of the time in the ‘to be’ world, only visiting the as-is to ask questions and confirm assumptions.

But that is only the first step of the BA creating value rather than destroying it. Why not go further and question the fundamental business model.  Rather than replace an old system with a new one, is it possible to reinvent the business itself?

Let’s take an example.  The client’s core business was data.  They supplied that data to their customers through an old and cumbersome desktop application.  They employed a service team to visit customers and install the system.  Data updates were sent via CD-ROM.  Their initial requirement was to maintain the desktop application.  The steer was to rebuild its functionality in an updated architecture (only one person in the company really understood how it worked, so updates were infrequent and key-man depecncy was a real concern to the business) develop a new local database and provide the ability to download batch data updates via the web.

The business analysis could easily capture requirements based upon this vision, yet they would be doing the client a diservice.  It would be possible to design and build a new desk-top aplication that woud be installed by the service team.  The technology would be better, database querries would be faster and customer attrtion would be slowed.  But it would be missing a trick.  The desktop application that IT wanted to rebuild was not where the value was.  The value was in the data.

Understanding what clients actually wanted and how they used the data (they used the desktop application to mine the data then copied and pasted into excel) it was possible to begin to challenge the existing assumptions.  The desktop app had charting and graphing functionality – why rebuild that when Microsoft do rather a good job of that with a product called Excel.  The requirements slowly changed into the ability for clients to pull data into excel via a web service.  It now would be possible to charge for data usage enabling creative new packages to be offered to different customers.  Previously customers had requested for changes to calculations and models to be implemented on updates for the desktop application.  Now the business started thinking about building a community where customers could create and share excel models and calculations on community website.  IT was helping the business create new value, setting aside the current reality and entering a domain of new possibilities.

The business analyst moved on from being a requirements taker to a change agent.  This was possible only with the mind-shift away from paying lip-service to the way the current application worked and thinking in terms of what and what if.

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