AgilityHealth Assessing Remote Teams Webinar V2 · 2020. 4. 10. · This is simple, turn off...

Theworld’s leadingAgile measurement & growth platform

Assess & Improve Your Remote Team Collaboration

• Founder of AgilityHealth, EBA model• Frequent industry keynote speaker• 2+ decades of experience in enterprise

business agility transformation market• Author AgileVideos.com• Mother, Entrepreneur, Activist

Sally ElattaAgilityHealth® CEO, Founder

• Agile Coach/Trainer with 18 years Lean & Agile experience

• Key Contributor to AgilityHealth, AgileVideosand EBA Model

• Training Director, Public Speaker, Facilitator• Adventure Sports Enthusiast

Bryan TewEnterprise Business Agility Strategist

Copyright© AgilityHealth® | www.agilityhealthradar.com | Accelerating Enterprise Business Agility

You never let a serious crisis go to waste. It's an opportunity to do things you think you could not do before.- Winston Churchill

RESPOND vs. REACT

http://www.agilityhealthradar.com/


Potential Impacts of COVID (from last webinar)

Productivity could decrease

Feeling disengaged and

disconnected

Lack of clarity on priorities

Overwhelm with personal

distractions

Lack of focus, confusion

Technical challenges with

tools

Lack of discipline working from

home

Dealing with sickness

Losing key team members SPF Job loss


Let’s Assess Our Remote Team Collaboration!


Remote Teams Health Radar

https://agilityhealthradar.com/kiosk/remote-work/




Instructions for Completing the Assessment

1. Visit this URL and start assessment

2. Complete the assessment

3. View results, toggle to benchmark view



https://agilityhealthradar.com/kiosk/remote-teams/



Workshop: Complete the Assessment

Let’s take 8 min to

complete the

assessment.

Keep your results page

open

How are WE doing?



Workshop: Assessment Debrief

1- Share results page link

2- Short feedback on the

questions

How did we do?



Virtual Strategic Retrospectives

STRATEGIC RETROSPECTIVE: A retrospective that aims to help teams reflect on their last quarter or release and improve the next one.

Analyze real-time radar and textual responses. Have “real” conversationsST

EP 2

Build actionable growth plan forthe team and for their leadersST

EP 3

Team memberscomplete the assessment on their phone or laptop

STEP

1

Duration: 1 hr for Remote Work 3 hrs for Team HealthRepeat: Every quarter



Remote Working Tips | FunRetro Board

Add YOUR ideas or vote! https://bit.ly/remote-teams-tips


https://bit.ly/remote-teams-tips


Start Your Self-learning Journey30 days FREE access:https://agilevideos.com/RemoteTeams


http://www.agilevideos.com/remoteteams

1- INDIVIDUAL


Time Management1- Schedule work/task timeSchedule time for checking emails or getting tasks/work done. If you have too many meetings, make sure you have 2hrs min for this per day.

2- Meetings Attend meetings on time, be clear on any action items you’re accountable for. Create tasks for these.

3- BreaksSchedule a lunch break and 2 other shorter ones. Try to get up and walk, read, watch learning videos & check-in with family. Come back on time.

4- Exercise (5 work from home exercises )Standup and walk around during meetings, standup and work using a high bar or portable standing desk. Take walks after work with your family. Keep your morning or afternoon exercise routine.

5- Family/Personal TimeMake time to check-in on family, kids eLearning. Don’t work through the evenings and risk dinner time or relationships, it’s not worth it!

Working remotely, it’s hard to be productive if you don’t have strong time management and discipline.You’ll need to allocate time for:

1. Getting work done2. Meetings3. Breaks4. Exercise5. Family/personal time


https://www.cnet.com/how-to/do-these-exercises-if-you-sit-at-a-desk-all-day/

https://www.amazon.com/portable-standing-desk/s%3Fk=portable+standing+desk


Prioritization1- Create a To-Do listWrite down your daily to-do list on paper, Trello or your personal task management tool. Use the Getting Things Done method.

2- Keep Daily Task VisibleKeep the tasks visible at all times and check them off as you go.

3- When in Doubt, Confirm Priorities If you’re in doubt or not sure about the most immediate priorities, confirm with your team leader (product owner, manager, scrum master)

4- New Work and Interruptions If new work comes your way, which it will, have a process for prioritizing it against existing work OR ask your team leader for help. Don’t just say YES without prioritizing it.

5- Make Capacity for Urgent ItemsLife isn’t perfect and unplanned urgent items are a reality, especially in uncertain times. Plan some room for these items. Agile teams call this ‘slack time’.

Working remotely, you’ll need to prioritize your work and know what to

focus on each day

https://www.process.st/prioritization-matrix/


https://www.youtube.com/watch%3Fv=gCswMsONkwY&t=39s

https://www.process.st/prioritization-matrix/

Copyright© AgilityHealth®

Focus1- Create a Dedicated WorkspaceA dedicated workspace is one of the most important factors for productivity. Make sure you have an ergonomic chair, double monitors if feasible and sufficient supplies. Avoid working from the couch or by the TV!

2- Set Boundaries at HomeCreate norms with the family and kids for not interrupting during working hours. Avoid being the one who always gets called to help because you’re working from home.

3- Try an Accountability PartnerOne of tips if you’re new to working from home is to have an accountability partner. Set daily goals or schedule ‘pairing’ meetings where you get things done together. There is even a FocusMate app for this! Research: boost productivity by 200%

4- Stay Off Social MediaThis is simple, turn off Facebook, Whatsapp, Linkedin and even Slack notifications when you’re trying to focus.

5- Avoid Procrastination Avoid putting things off till later today or first thing in the morning. Chose the ONE THING, time yourself, set smaller goals, use incentives,

Working remotely, it could be easy to get off track, especially under

high volatility times, family stress and other

distracting factors.

https://www.focusmate.com/


Work Environment 1- Make Sure Your are SAFE!It goes without saying, with COVID safety is the highest priority item! Make sure you’re practicing social distancing and keeping you and your family safe, otherwise you’ll have bigger stress factors down the road.

2- Create a Dedicated WorkspaceA dedicated workspace is one of the most important factors for productivity. Make sure you have an ergonomic chair, double monitors and standing desk. Avoid working from the couch or by the TV! Article 1

3- Upgrade Your Internet BandwidthUse the guide here to determine how much bandwidth you need then

upgrade your internet if feasible.

4- Setup Your Remote Working ToolsMake sure you have access to: email, work management, collaboration and chat, online meetings, specific servers and tools in addition to anything else you need to do your job.

5- Buy SuppliesWrite down supplies you need like note pads, markets, flip charts, post-it notes, printer/paper, dual monitor, desk light, standing desk ..etc

Working remotely, it is very important to setup a workspace

that enables productivity and eliminates distractions.


https://www.cnet.com/how-to/5-best-standing-desk-converters-for-2020/

https://www.entrepreneur.com/article/243589

https://www.cnet.com/how-to/5-best-standing-desk-converters-for-2020/

2- Teamwork


Working Agreements1- Working Hours, Check-ins, Time ZonesForm agreements around core working hours for the team (when you’ll be ON and reachable), when to do the daily check-in and account for time zone differences.

2- Communication & Responsiveness Form agreements that encourage over communication especially in times of uncertainty, being open/transparent, having psychological safety. Set expectations on how fast people respond

3- Making DecisionsForm agreements around who owns what decision, when we need consensus as a team or when one person can decide and others provide inputs. Be clear on decisions will be communicated and documented.

4- Resolving conflict and impediments Form agreements around how to resolve conflicts between team members or as a team, when to jump on a call instead of chat, how to address snarky or direct chats that hurt feelings. How to raise impediments and get them resolved.

5- Having FUN JBrainstorm ideas on how YOUR team likes to have fun together. Mix it up and try something new each month.

Remote teams are more effective if they setup working agreements on

what they expect of each other



Short Term Goals1- Agree on Sprint CadenceAgree as a team on how long your sprint will be, one or two weeks. This will be your time-box for achieving small goals.

2- Set the Small GoalsStart with the business outcome and value your team is trying to deliver in the next few weeks. Then identify smaller goals to reach this outcome or deliver the business value.

3- Breakdown WorkBreak down the goal into smaller deliverables that are roughly 1 to a few days in size (called Stories). Define clear ‘acceptance criteria’ and definition of DONE for each one.

4- Get Team Consensus Ensure team consensus the plan is achievable during the planning meeting. Use fist of 5 voting poll or round robin.

5- Ensure Work Management Tool is UpdatedAdd your goals and stories/deliverables to your work management platform. Add the acceptance criteria to each one.

Agile teams set Sprint goals for the next week or 2 weeks then focus on getting

them done.



Team Meetings1- Consensus on the team meetingsAgile teams have these ceremonies, decide which ones you will adopt: Planning, Daily Check-in, Review, Retrospective, Pre-Planning & Discovery. Article 1 | Article 2 | Agile Meetings Videos

2- Consensus on frequency and timeAgree as a team on how often you’ll meet and when. Please take into account your team members in other time zones. Use Polls for this.

3- Start/end on time, end 5 min earlyStart and end meetings on time and try to end 5 min early so attendees can standup or take a short break before the next.

4- Ask team members to send updates if they can’t attend Core team meetings are usually not optional, ask team members to send their updates if they can’t attend unless they have exceptions.

5- Identify a facilitator Virtual meetings need strong facilitators, identify who will play this role, invest in training for them and other team members.

Working remotely, you’ll need to double down on keeping the core agile team

meetings healthy. Keep time zones into account when scheduling these!


https://www.atlassian.com/agile/scrum/ceremonies

https://www.scaledagileframework.com/agile-teams/

https://agilevideos.com/videoscategory/top-10-agile-meetings/


Daily Work1- Set Daily GoalsSet daily goals, write them down or add them to your board

2- Make Daily Goals VisibleKeep them visible to you at all times, share them with your team on slack/MS teams …etc

3- Have an Accountability PartnerTry the accountability partner pattern and share your daily plan with them or schedule ‘pairing’ sessions to get specific work done. The work can be independent or jointly done.

4- Check-in DailyAgree on when to check-in daily (mid day, end of day ..etc).

5- Raise Impediments Quickly!Let someone or the team know when you’re stuck, don’t keep impediments hidden. If you just need someone to problem solve with you, post it to the team channel and get their ideas.

A a remote team, setting daily goals, tracking them and check-in with the

team is the best way to stay productive.


3- Tools & Technology


Remote Working Collaboration Tools• Ideation & Collaboration:

• Brainstorming, voting, road mapping, charts and visual boards:Miro, Aha, Mural, Ideaboardz, Funretro.io

• Collaboration Tools: (Slack, MS Teams, Google Hangouts, MS Office 360, Google Docs, WhatsApp )

• Polling, engagement, Q&A | Slido, Kahoot, Doodle (zoom, skype, MS teams, WebEx have polls)

• Work Management:• Leverage your ALM team tools: (Jira, Leankit, Azure DevOps, Trello, Rally, Asana, V1, Monday.com ..etc)

• Specific PI planning tools: (Leankit, PIPlanning.io, Miro, https://kendis.io/ , Target Process ..etc)

• Measurement & Continuous Improvement: (AgilityHealth J, Comparative Agility)

• Video & Online Meetings• Online Video Meetings: (Zoom, MS Teams, Skype Business, WebEx, Google Meet, Whereby.com ..etc)

• Tools for screen sharing, remote support | Mikogo, Teamviewer

Define your needs then pick your tool OR

Leverage what your company has authorized and raise any gaps


https://miro.com/

https://www.aha.io/

https://mural.co/

https://ideaboardz.com/

https://funretro.io/

https://www.sli.do/

https://kahoot.com/business/pro/

https://doodle.com/en/

https://www.planview.com/resources/guide/scaled-agile-framework-how-technology-enables-agility/program-increment-planning/

http://www.piplanning.io/

https://miro.com/templates/pi-planning/

https://kendis.io/

https://www.targetprocess.com/solutions/full-safe/%3Futm_source=google&utm_medium=cpc&campaign_id=1692887262&ad_group_id=66022797516&utm_term=kwd-489835610146&utm_content=328749730521&utm_network=g&keyword=%252Bpi%2520%252Bplanning%2520%252Btools&gclid=Cj0KCQjwjcfzBRCHARIsAO-1_OroNJtUP0ueSf4nTcLHC3L2to9pKin4Cboz7d2n-Stk6H-j1xb3hHcaAui_EALw_wcB

https://agilityhealthradar.com/

https://zoom.us/

https://products.office.com/en-us/microsoft-teams/group-chat-software%3F&ef_id=Cj0KCQjwyPbzBRDsARIsAFh15JbzmvROLtzJdgnCPjH9kwNsNWIvbSXemHjztJa4ZWOjljk4rmzma3caAuNjEALw_wcB:G:s&OCID=AID2000955_SEM_Cj0KCQjwyPbzBRDsARIsAFh15JbzmvROLtzJdgnCPjH9kwNsNWIvbSXemHjztJa4ZWOjljk4rmzma3caAuNjEALw_wcB:G:s&gclid=Cj0KCQjwyPbzBRDsARIsAFh15JbzmvROLtzJdgnCPjH9kwNsNWIvbSXemHjztJa4ZWOjljk4rmzma3caAuNjEALw_wcB

https://products.office.com/en-us/skype-for-business/download-app

https://www.webex.com/

https://gsuite.google.com/products/meet/

https://whereby.com/

https://www.mikogo.com/

https://www.teamviewer.com/


Collaboration Tools1- Chat, Messaging & CallingMake sure you have an effective tool to chat with your team members or call them even if they are international.

2- Document Collaboration Make sure you have effective tools to share documents, update them together, track revisions all on the cloud.

3- Brainstorming & VotingMake sure you have an effective tools to engage the team in idea brainstorming, voting and polling

4- Whiteboarding & DiagrammingWhen you’re in person, it’s very powerful to whiteboard together. So as a remote team, find tools that enable this activity virtually and actually use it!

5- Screen SharingThis is basic, you’ll need to share your screen with others when collaborating.

Remote teams will be highly productive if they leverage effective daily

collaboration tools

1. Chat, messaging and calling2. Collaboration on documents3. Brainstorming and voting4. Virtual whiteboarding, diagramming5. Screen sharing



Meetings & Video1- Pick the right meeting platform for youPick the right platform from the list OR identify if the one you have will meet your needs.

2- Learn how to use itPlease invest in watching short tutorials on youtube or from the vendor website on how to use it effectively, especially if you are a facilitator.

3- Turn on the advanced featuresThere are a TON of features that enhance collaboration. Turn them on, you’re paying for them!

4- Ask for permission before recordingGoes without say, you need to ask permission before recording a team session. Decide when that’s helpful and when not to.

5- Raise impediments quicklyIf you are struggling with bandwidth and can’t run meetings effectively, make sure this is escalated to leadership. Yes video is optional but highly desired during introductions.

Remote teams must have access to effective virtual meeting tools with

various capabilities that make meetings productive.



Advanced Features



Advanced Meeting FeaturesNon Verbal Feedback – Use for engagement

Q&A Polls (vote on top growth items) Breakout Rooms



Tools for Virtual PI Planning

MiroKendis

TargetProcess

RenTouch Draft.ioMural LeanKit

BigPicture –Jira Plugin



Tools for Virtual PI Planning

• Miro• Kendis• TargetProcess• LeanKit• BigPicture• Mural• PIPlanning.io



Virtual Inspect & Adapt Workshops / Big Room Retros

Leverage the right radar to measure and growth at every level

https://agilityhealthradar.com/radars/


https://agilityhealthradar.com/radars/


Work Management

1- Pick the right platform for youYou’ll probably already have one, but glance at the list if you don’t J.

2- Learn how to use itPlease invest in watching short tutorials from the vendor website on

how to use it effectively.

3- Update it dailyWork management tools are design to be updated daily. Keep it current with daily tasks, impediments and progress.

4- Manage notifications and messagesHave a plan for how and when you’ll respond to these notifications.

5- Use visual boardsVisual boards rule! Make sure you’re using a visual Kanban board for your team to track your progress.

Remote teams will need to rely on their work management tools to stay in synch

and get work done.



Access & Support

1- Setup your remote working toolsMake sure you have access to: email, work management, collaboration and chat, online meetings, specific servers and tools in addition to anything else you need to do your job.

2- Upgrade your internet bandwidth at homeUse the guide here to determine how much bandwidth you need then upgrade your internet if feasible.

3- Get access to the right environments (servers)Setup your VPN or remote access to the right servers for development.

4- Know who to contact for supportHave the numbers, emails or support ticket process handy for when you need help.

Working remotely can be challenging if you are running into technology

roadblocks. Having the right access to the tools and support is critical for success.


4- Facilitation Skills


Preparation & Design1- Meeting DurationVirtual meetings are harder than in person meetings, so schedule them in 1 – 4 hour chunks MAX with frequent breaks. Example: a one day online training can be broken into 2 half days. 30 min meetings are great for quick and short chats.

2- Meeting Participants Invite the right people. Too many people = lots of disengagement. Make sure you know who is attending and why you’ve invited them, you can use this later to draw them out. Be considerate of timezone differences.

3- Purpose, Agenda and PrepMeet with the meeting sponsor to identify the desired outcome and purpose. Design the agenda and identify any prep needed by the participants or what to attached to the invite. Video 1 | Video 2

4- Engagement Plan & Tech ToolsSend invitation with clear links for joining the meeting with international dial-in numbers. Create the engagement polls, setup the ideation boards and columns and have a plan B for tech issues.

5- Tech and Support PeopleIdentify who will help you with larger meetings (ex: setup breakout rooms) and who can provide tech support if needed.

Remote teams are more effective if the facilitators invest

in preparing and designing remote meetings ahead of time.

https://bit.ly/facilitation-skills-sally


https://agilevideos.com/videos/3-top-10-haves-effective-meetings-part-1/

https://agilevideos.com/videos/4-top-10-haves-effective-meetings-part-2/

https://bit.ly/facilitation-skills-sally


Listening & Questioning1- Ask: Are Goals Aligned?Ask: ”Team, does anyone have anything to add to this agenda? Are we missing any topics or goals for this session?”

2- Learn ‘Process Listening’ to drive divergence or convergence As a facilitator you can start with divergence (brainstorming) activities and then midway leverage convergence (summary and action) activities and questioning. Video 1 | Video 2

3- Ask: For Input & FeedbackAsk: “How do we feel about this direction? Any concerns or suggestions? How about you Adam? Let’s do a quick fist of 5 vote on moving forward with this”

4- Ask: For UnderstandingAsk: ”Let me summarize what I heard … does this make sense to everyone, any clarification needed? Adam, can you summarize what you shared in few words please?"

5- Learn: Questioning Techniques There are several questions techniques such as: Direct, open ended, leading, re-directing... Learn when to use which. | Video 1

Remote teams are more effective if the facilitators engage team members using listening and

questioning techniques.


https://www.youtube.com/watch%3Fv=xjE2RV6IQzo&feature=emb_title

https://agilevideos.com/videos/5-process-content-listening-skills/

https://agilevideos.com/videos/6-questioning-skills/


Engagement1- Using VideoAt the start of the meeting, have everyone turn on their video especially for introductions (if bandwidth allows). This ensures they are actually setup and ready to be present.

2- Setup Upfront NormsSetup meeting norms for full and equal participation, no multi-tasking,

expectations of collaboration on decision making or recommendations. “I’ll need to hear everyone’s voice today to ensure we’re aligned before we move forward”

3- First 10min RuleEngage your audience in an activity during the first 10 min (ex: “what challenges you see with xyz?”. Re-engage them every 10 min even if it’s just questioning.

4- Engagement ToolsLearn how to leverage Q&A, polls, brainstorming, whiteboards, non-verbal feedback during your sessions. Mix it up and make it fun!

5- Small Breakouts Breakout rooms are REALLY great for getting a smaller group to collaborate then bring back their ideas to the team. Use it when you really need to engage quiet people or when the team is large.

Remote teams are more effective if the facilitators use creative methods for engaging

everyone!



Closure

1- Get feedback on the meetingTry: “Can I get your quick feedback, how did this meeting go? Please use the chat or speak up and share what worked well or can be improved”

2- Summaries action items and WWWTry: “Let’s summaries our action items | What, Who, When “

3- Celebrate success! Try: “I’m really proud that we were able to get XYZ done, awesome job team! Thank you so much for your ideas and collaboration”

4- Send meeting summary and recording (if applicable) After the meeting, within 24hrs, send meeting summary and action items along with recording of the meeting or any collaboration outputs if applicable.

5- Make sure tasks are added to the boardsEnsure team members have added their tasks to their boards.

Closing online meetings is important for members to feel

there was real value gained. Decisions and action items need

to be documented and sent.



What’s Next?

• Customers:• Contact us to turn on this radar to

leverage internally across teams. [email protected]

• New to AgilityHealth?• Contact us to learn more about the

platform and other radars • Continue to use free Kiosk version• [email protected]

Check out our Team Baseline Jump Starts


http://agilityhealthradar.com

http://agilityhealthradar.com


Join Our Community https://agilityhealthradar.com/get-certified/

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About AgilityHealth® Contact Us: [email protected]

Achieve Business Agility by Accelerating the Maturity and Productivity of Your Teams and Enterprisewww.AgilityHealthRadar.com



AgilityHealth Assessing Remote Teams Webinar V2 · 2020. 4. 10. · This is simple, turn off...

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