Clean Language – Dojo 1

Our First Agile Coaching Dojo introduced Clean Language questions.


clean-language.jpg

Additional Resources.

Clean Language is a simple set of questions developed by counselling psychologist David Grove. These questions are used with a person’s own words to direct their attention to some aspect of their own experience. Asking these questions in the right context often results in an interesting new insight or the recognition of some new possibility. And if that new possibility is then questioned using Clean Language, the result can be quite profound.

https://www.mindtools.com/pages/article/david-grove-clean-language.htm

 

Playing it safe #no surprises

I have had to adapt my style to my new manager. She likes process, she likes safety, she is not a risk taker.

I am struggling with this as I believe Agile is all about pushing the status quo. Challenging the current process and looking at how we can improve on it. Collaborating and taking in all ideas rather than the hippo effect.

It will be a constant challenge and I will have to come up with different ways. It’s a good opportunity to understand my opposite working style.

I do have reservations about the success of Agile with this mindset in the leadership team and today’s article from Mike Cohn put it nicely. About how playing it safe has an even greater risk of failure because you don’t see the dangers until it’s too late and your out of business. To me that’s what happened a few restructures ago with our PMO. We were playing it safe and didn’t see the dangers and got disastablished. I forwarded his article to my manager. I especially like this bit:

Agile isn’t about playing it safe.

Agile is about pushing limits–it’s about seeing what you can create when you challenge your assumptions. It’s about seeing how fast a team can go while maintaining an appropriate level of quality. It’s about seeing if the limits you think exist really do.

As Lisa Bodell of FutureThink put it about 12-15 minutes into a recent Work Life with Adam Grant podcast, too often people ”don’t know the difference between being in a groove versus being in a rut. … Most people are thinking, How can we keep what we have safe? [instead of] How can we get rid of what we have and do things better?”– Mike Cohn

Currently we have a consultant in to create process and documentation templates for our portfolio office which is looking a lot like a PMO.

And my Agile journey with ICT? Well
All my ideas have to be framed as experiments, they have to be planned out to the nth degree and approved by the leadership team. I am feeling very much in a box. I am still waiting to set up my continuous improvement experiment because I need to wait for the opportunity to speak at a people manager meeting which happens every 4-6 weeks.

Our CIO works on allowing people free reign to see how things work. As long as she knows what is going on she is keen to allow us to try something out. I would like to see how I can encourage her leadership team to do the same with their teams.

Creating my coaching techniques toolbox

I am part of the agile coaching meetup here is Auckland.  It is a great bunch of people and we have recently started a coaching Dojo.  Where we learn about a new coaching technique and then practice it.

The reason for this practise is to improve our professional coaching skills  a quadrant in  Lyssa Adkins Agile Coaching competency framework. More info available here Agile coaching institute

coaching pic

 

Why a Dojo? We know that to have learning we need to create new neural networks and the way to do that is through practice and doing what you have learnt. Many sports and musical masters have shared that through their practise, experimenting and learning from their mistakes in a safe environment they have improved and grown in their skills.

We have guiding principles to help create a safe space to learn and grow.

  • We are here to learn (also from mistakes)
  • We are here to help one another
  • We offer feedback
  • We accept feedback

 

We have a facilitator or two introduce a coaching technique and explain it to the participants and maybe even run through an example scenario.

Then the group is divided into groups of 3 and have the following roles.

SEEKER / CLIENT

You own the challange

You seek a resolution and/or next steps

Be natural

Don’t try to make it easier or harder to the coach

COACH

You ask questions and listen

You help to find resolution and/or next steps

Don’t offer advice

Stay neutral

OBSERVER

Stay silent

Make notes – ask the coach what they want you to pay attention to

 

Once the roles have been decided, and the participants have come up with a challenge they are facing to be coached on.

  • Can be a current challenge
  • Can be a past challenge
  • Think of the details
  • Take notes of
  • Background
  • Challenge
  • Impact

We start the rounds of coaching and feedback. (picture from Jakub Jurkiewicz)

agile coaching

Groups are given 2 mins to prepare,

then coaching for 6 mins.

Feedback on what was good for 3 mins.

Feedback on it would be better if…. for 3 mins.

Repeat 2 more times so that everyone gets a chance to be each of the roles.

At the end we hold a full room debrief on what we learnt during the experience and then have feedback to facilitators around what went well and what could be improved.

 

 

Book Review – Step up by Henry Evans and Colm Foster

You can get the book here.

What the book is about. 

Leading in 6 moments that matter.

  1. Use anger intelligently in the workplace – use anger to drive better results and match mood of a group to the task.
  2. Recognizing and dealing with ‘terminal politeness – don’t avoid important conversations – attack the idea not the person
  3. Making decisions when no one else is making them – embrace a willingness to be wrong in order to drive action
  4. Taking ownership with others are externalizing a problem – uncover the inherent biases that may lead you to be part of the problem.
  5. Identifying and leveraging permission – yours and others
  6. Inspiring others to take action – recognize when you and others are stuck in unproductive and redundant dialogue. – how to reverse momentum and focus on a solution or just move on.

Other notes.  

  • Learning a skill requires concrete experimentation – try out the new behaviours.
  • Get quality feedback often.
  • Reflect on the results on the new behaviour – check in on what were you trying to achieve, how did that work for you?  This requires that you honestly reflect on that experience.  Be kind to yourself
  • Assimilation – What am I going to do differently next time, what action will I take based on what I have learned.

Sounds very much like many of the agile continuous improvement practices we are trying to implement.  Like having short timeboxes to run your experiments in, getting short feedback and reflecting on how it went and making an action plan for how to make things better next time based on what we have learnt.

The first point is about Getting Angry not stupid

To take advantage of a situation requires two things

  1. The awareness of one’s own negative emotion and the ability to make productive use of them
  1. The skill to help others do the same

Use your anger as a fuel to generate the energy required to move.  This applies to all your negative emotions and I remember one of our internal courses advises this as well, to take that negative emotion and use the energy generated from that for positive action.

We need to learn to Respond – don’t react

A response is the behaviours and action you thoughtfully planned to demonstrate when and if you were ever in a particular situation.

We need to practice the behaviours we want to develop into habits and push ourselves further to grow.  To do this we need to Identify our triggers .

  • Ask yourself what type of behaviours in others tend to make you feel upset.  For me it is when I am not allowed to contribute or I am not listened to.
  • What types of situations tend to make you feel upset and what is your go to response action.

 

We are all human, we all make mistakes time and time again.  And we also all leap to judgement  and when interacting with people whose beliefs differ from our own can be guilty of judging the entire human being as ignorant, stupid or evil.

  • People can sense how you feel about them.
  • They are probably more complex than the single opinion illustrates
  • You could be misunderstanding them
  • They might offer you a perspective you are currently lacking.

you probably made a similar mistake at some point in your life and would want people to offer you compassion and the benefit of the doubt.

Managing your emotions – Getting angry is your body giving you a sign that you are about to go primal.  Use these techniques to help you stay intelligent.

  1. Breathing – Deep controlled breaths.
  1. Questioning – when you ask your brain a question if forces blood back to the neocortex.
  1. Palms up –
  1. Time out

Practise these techniques when you are not in the moment so that they are readily available when you are .

Anger is a potentially toxic emotion. The techniques above will help you get in control of it and remain intelligent, however the point is to keep hold of that high energy state and direct it towards something productive. When you are in control you are able to respond appropriately.   Anger isn’t the best emotion to develop plans, but it is useful way to implement plans.

The author provides some great questions to ask to identify your emotions and also to manage and redirect them.

Questions

Ask yourself before an interaction that you suspect might raise negative emotions.

  1. How am I felling right now
  2. Why I am feeling this way
  3. What emotions am I primed to experience because of my background mood?

The next two questions help you manage your emotions during the moment they occur

  1. Are my emotions intensifying
  2. Am I choosing to allow my emotions to heighten, or are they now in charge?

Final questions will help you redirect the emotion towards a positive end.

  1. What would be a good use of the energy I am feeling right now
  2. What could my next step be.

You can leverage your negative emotions to produce positive outcomes. 

 

We have been implementing or trying to at least a feedback framework for those difficult conversations, when you want to say something to someone that they are not going to like.  It is hard and people avoid having these conversations which is a real shame.  I believe it is something that needs to be taught a lot earlier and maybe across the whole society.  Otherwise we don’t deal with the issues, people aren’t honest with themselves or each other and act too nice, or you get shot down because the other person doesn’t want to hear it at all.

The challenge is to ignite enough of the right type of conflict to bring the best out of people.  

 

I liked this activity that the author suggests to give you some perspective on how equally you treat everyone.  Definitely something to think about and make a conscious effort to change.

 Write down a list of the 10 people with whom you interact the most at work.  Now rank order them from one to ten, from whom you like best to whom you like least.   Take a good look at how you treat the people at the top versus the people at the bottom.

How much time do they get, who do you confide in, most of us like to think that we treat everyone fairly and equitably, but you may get a surprise if you have complied your list honestly .

Book review – the art of deliberate success by David Kean. Part 5 – beliefs

This section encourages the reader to list their belief, ask if they are true, helpful and aligned with who you are. The chapter then talks through some of the more limiting ones.

Some of my beliefs:

I believe we can achieve anything we set our minds to

I believe I am a good person and deserving of success.

I believe friends are important

I believe everyone has some value in which to earn money.

I believe It is important to treat other as you want to be treated

I believe everyone has their own challenges and are doing the best they can

I believe I learn and grow from my mistakes and challenges.

I believe that I don’t have to like everyone all of the time

I believe communication is key to any relationships

I believe I am creative

I believe I am a great wife, mum, friend

I believe we can’t be the only life in the universe

I believe we all have choices.

I believe in positive thinking and affirmations.

I believe I am as equal as anyone else.

But it is our beliefs around failure that we need to investigate here. For if you believe that you learn and grow from your failures you will succeed in the long run.

Look towards the future knowing that what experience today is paving the way to your tomorrow. And, please, don’t quit.

Looking into what others think and I agree this quote sums it up well

What other things think of you is none of your business. – Jack canfield

And my friend Jen Richards said this to me

What people want to believe is up to them. It’s their choice. And in all honesty it has nothing to do with you what they want to believe.
The day I realised that people’sopinions and thoughts about me were none of my business, was the best day of my life. You see you’re the one who’s worrying about this, while they’re just getting on with their lives. Their not losing sleep because you’re spending all your time worrying. Their not suffering, because you’re spending all your energy stressing about it.
Keep doing what you’re doing and let your actions speak.

I try to look at people in two ways. They’re either giving love or asking for love. Those that hurt us, are the ones that are asking of the most love. If they weren’t in pain themselves, they wouldn’t be out in the world hurting others.
Remember that nothing in this world means anything, except the meaning you give it.

David advises to always do what you think is right regardless of what others might think.

He also encourages you to question your beliefs using Byron Katie’s work and 4 questions. Not all your beliefs are helpful to you and they should be in alignment with your unique life purpose.

Book review – the art of deliberate success by David Kean. Part 4 – information

This chapter is all about information and how to be deliberate about what information you let into your life.

Before you try to change something, increase your awareness of it. – Tim Gallwey

I really like this saying it appeals to my analyst nature. It’s important to take stock of the current state, then you work out what is working and what is not so you know what to improve upon.

This chapter starts with getting to understand how you process information and then delves into the types of information based on their richness (delay of feedback, multiple cues, personal focus and data variety e.g pictures, numbers, language. )

There is lots of data to support that face to face communication is the richest as it’s not just the words that we take in, it’s the tone, body language and facial expression and emotion that also adds to the richness of a message. It also allows for people to get instant feedback and to collaborate to get the same picture in each persons head.

Select the medium appropriate to the nature of the communication. Rich media are good for complex situations, whereas more distanced options are suitable for more straightforward tasks.

Great words and something I need to help communicate through at work. I really like the questions to think about for creating a communication policy at work. We currently have some challenges with our leadership team and their ways of communicating. It often feels like they have not got a common understanding between themselves. I think understanding how each of them communicate and take in information and an agreed communication policy would help enormously with the teams ability to communicate with one voice to their teams.

I also like an idea I read a while back that just because we have all these communication channels doesn’t mean we have to use them all, we need to evaluate them as they suit us and only take on those technologies that serve our purpose.

Notes from a Google sprints talk

I attended a talk quite a while back now by Jeff Johnston about Google sprints.

Benefits of a venture design sprint

  • Test often with the users
  • Focussed – no context switching between project or interruptions
  • Collaborative, no silos everyone in the room.
  • Productive discussion, no pointless discussion
  • Fast -keep up with customers
  • Rewarding because of above.

Design thinking.

  • Define problem
  • Create and consider many options
  • Test, learn, refine and repeat.
  • Pick the winner
  • Execute

Define the challenge

Setup a war room – put things on the walls to utilise spatial memory.

Invite the people (4-8people)- designers, CEO,product owner, BA, user expert, anyone interested and the facilitator.

Research Sprint (4 days) (pull)

Go out and find out as much as you can about the problem/ venture. Look for evidence of the problem without saying what you are planning.

Monday (gather requirements)

  • Introduce the challenge
  • Create a shared understanding
  • Review existing research
  • Identify project assumptions
  • Business /user interviews (whole room interview)
  • User Testing to get understanding of issues without assumptions.

Write up problem statement (how might we ……)

Tuesday (doing over talking)

  • People work independently to create a design, everyone can design. (1/2 hour)
  • People present their designs (3mins)
  • Team add feedback with post it’s ( I wonder, I like)
  • People iterate their designs
  • Prepare for testing- recruit people for testing.

Wednesday (refine ideas)

  • Use voting to narrow down options. Nothing is lost.
  • Everyone has 5 dots, the winner is the one you will be testing this week.
  • Include decision makers in the voting.
  • Prepare for prototyping the flow.

Thursday (prototype)

  • Make the experience real
  • Not everyone builds prototype, but everyone is present.. People do what they can do e.g. source images, be available for dev use, write instructions or training guides.
  • Finish at 5pm. Make it all done and prepare for testing.
  • Prototype is a mvp to test assumptions, it’s evolutionary or functional to validate the solution is technically feasible.

Friday (user testing)

  • 6 x 1 hour tests
  • Ask participants to think aloud
  • 1 on 1 tests with streaming to another room for the team.
  • Think about visual, disability users, colour blind or hearing impaired.

Reprioritise every week.

What now?

Monday again, the process is iterative.

  • Review the results
  • What did we learn
  • Create a shared understanding
  • Update assumptions
  • Business /user interviews
  • Update how might we statements.

First design and research sprints 4 weeks

Then development sprints 4 months

Reality:

Be an adapter, work with the business to create the documents needed whole the process embeds

Set some goals and experiment with it.

Compromises, you w/o be able to do this over a longer period but still have people in one room and focussed for a full day with no emails.

Prototype day must be timebixed

. Ensuring the value of your sprints.

  • Present to stakeholders at the end of each sprint to get approval to do another Sprint.
  • The prototype is your documentation. Create storycards and acceptance criteria and prioritise the backlog and establish the roadmap.
  • Business cases are done outside the Sprint.
  • Facilitators role can be shared ( listen to the conversation, repeat back and sympathize back in some English. Refocus team when discussion are too long and too far of tangent.

We ran the first 3 days when there were conflicts between solution options for a project and it worked very well at ensuring people were on the same page and reduced the them and us mentality.

An evening with Pat Reed.

I had the opportunity to attend an event where Pat Reed was speaking. I had attended my first Agile course with her almost 2 1/2 years ago I think.

There were three main areas that I focused on during her talk.

1. Learning

  • “Learn from everyone but copy noone” get information but then make it your own.
  • “The key to agility is learning and learning fast” having the short feedback loops and pivot strategies already in place.
  • “Learning is about creating new neural networks and we do that by doing and practise” 20% of your time should be devoted to learning.

2. Leadership

  • “Leaders need to understand their accountability and role model success for agile transformation change.” This is the next step that I have been trying to work on. But as a more experienced coach pointed out, unless leaders see they have a problem they won’t change.
  • Leaders need to focus on simple and continuous learning. Unpack and let go of the process. Many leaders address uncertainty by adding process. Unpack the benefits of people changing their behaviour and give them space to experiment with new behaviours.
  • “Effective leaders embrace and step into challenges without fear of holding the process or people back or not learning”

ebay transformation modelLeaders essential

Pat also talked about Microsoft’s core leadership principles.

1.create clarity (purpose,outcome and why)

2. Generate energy

3. Deliver success. ( focus on clear measurable outcomes. Drive innovation. )

And Google’s project Oxygen, Aristotle and Re:work.

  • Psychological safety
  • Dependability
  • Structure and clarity
  • Meaning of work
  • Impact of work.

And the work she is doing with Amazon.

3. Recruiting for Agility.

  • Look for people who are continuous learners and eager to learn.
  • Look for people with empathy. (Pat talked about one company that had two interviewees turn up and explained they had run out of time and needed to interview them at the same time and how they handle this and whether they try to collaborate or try to outshine the other person would give you an idea on their team work and empathy. )
  • When looking at performance management – specifically state the benefit of a behavior or a demonstrated learning would have on a specific measure.

Continuous improvement proposal

I have been working with management on what to do next in our agile journey.  Earlier this year we tried bite size training for the team, however this was not taken up so we reflected on the time and effort that was being put in against the value returned for the team and determined that it was a waste of effort and we dropped it.  We then looked for other ways to help the teams continue to develop the agile mindset.

  • Create Agile SME in each team to help coach and guide each team.
  • Create a team for continuous improvement.
  • map out our value stream and identify the bottlenecks so that we can make improvements there.
  • engage with audit to improve our relationship there.
  • create cross functional teams
  • create automated security tests as part of deployment pipeline.
  • Just focus on development for now and what we can do.
  • and the other items from here.

I kept coming up against roadblocks, my hands were tied. I was trying to go around and under and sideways and still getting blocked.

  • management says no.
  • management says we will come up with the process and let you know.
  • people don’t have time to commit to helping me.
  • we can’t do that.

I feel very much like the lone nut. – am I the only one who wants to make it easier and better?  Am I the only one that is willing to challenge the status quo? I know I am not the only one with good ideas so why is no one else sharing?

The manager supporting me with my agile coaching could see this as well, together we came up with a continuous improvement experiment (small timeboxed and small risk) to try.

This is our proposal.

Continuous improvement through better ways of working. 

  • to inspire and delight our stakeholders, and build the right thing.
  • Deliver products or services that are more valuable or deliver the value faster.
  • Create visibility of improvement ideas and impediments.
  • Increase the opportunity for radical improvements with small experiments.

Agile doesn’t have an end, it’s our way of life now. 

Principles for the continuous improvement process. 

Should be:

  1. Visible
  2. Led by the people who do the work.
  3. Minimum viable change that creates improvement.

Scope for the improvements. 

Anything that makes the ICT team’s job easier to create value.

Lean philosophy regards everything not adding value to the customer as waste (muda).

Such waste may include:

  1. Partially done work
  2. Extra processes
  3. Extra features
  4. Task Switching
  5. Waiting
  6. Motion
  7. Defects
  8. Management activities

continuous improvement flow

 

Proposed next steps

  1. improvement idea template based on lean principles around reducing waste developed.
  2. Tested out with a hand selected constructive focus group to see how many improvements they come up with that can be done in a day using the template
  3. Ideas brought to the management team to see if the process has enough legs to role out.

What won’t go onto the improvement board.

things which would otherwise require ICT leadership priortisation (more than 3 days effort)

Things that belong with the staff engagement group

ITIL problems

RFC’s and incidents

———————————————————————————————————

This was positively received and I finally have a green light to try something.

Next step creating the template.