In the recent scrum gathering 2017 in Singapore was a day of open space. Open space was initially created and practiced by Harrison Own who also wrote a book called Open Space Technology, that was initially in his paper on organisation transformation. In the scrum gathering, Dan Mezick facilitated the open space. Dan wrote a book called Open Space Agility that focuses on using open space format for the adoption of agile.
The power of open spaces in an organisation is in its self-organisation format. It directs people to voice up and voice out towards a common theme or compelling problem they are trying to solve.
In a conference like scrum gathering, I have often found the intent diluted in practical use but heightened with cross pollination of ideas. Before I share the topic I attempted at the conference, let me briefly explain this. In a conference on agile with people from various stages of the adoption and interests, it is very difficult to have a compelling topic that is focused enough and specific enough in context for depth of discussion. At the same time, with the variety of background of participants, it becomes a unique market space where ideas can be shared as a form of sampling. Instead of the depth of ideation outcomes from an open space in an organisation, it becomes a breadth of possibilities everyone can take back to explore further.
With that, I attempt to explain how my session morphed into something I had not expected nor intended.
In my previous article on scrum gathering after thoughts, I mentioned that I had an idea to talk about product owner and scrum master with my friend and fellow agile coach in Japan on a bus. (I encourage bus rides, it creates incredible conversations like the kind we have in cars.) The compelling problem has been this:
With every agile adoption, the consistent talent issue is the need for new skills and competences to operate in the new ways of working. The most marked initial challenge are roles of product owner and scrum master. They didn’t exist in the company before agile adoption, there aren’t that many in the market place. So what can organisations do? And how can they scale when the recruitment of these roles are not at pace with the transformation?
I had used a few methods to help organisations where I coached to tackle the problem. Using my past HR and talent management background, I had always approached this topic with “grow your own” over hiring. And I wanted to find out what other people had done, gather new ideas. That was the intent of sharing the topic.
At the gathering, 2 things happened. I presented my topic and someone else wanted to present a similar topic so we combined our sessions. During the session, my co-chair wanted feedback on a training program that he is promoting to the market. Alarm bells went off in my mind as I hadn’t planned on being part of a sales pitch. (By the way, open space market place shouldn’t be a sales opportunity.) So very awkwardly, I tried to check the audience temperature and needs. And we asked the audience if they wanted to continue with feedback on the training programme or play a simple game I use to uncover the competences of PO/SM.
And very lucky for me, my co-presented stepped back from his topic and recommended mine.
So here’s the thing, I had not intended to have a session on the techniques I used but I was happy to share. And more importantly, it was by a sheer coincident and divine intervention that I brought my competency cards to the conference. I grabbed it from my desk in the morning while walking out, thinking, I’ll use it to show an example of what I did as part of the sharing / conversations. I almost walked out of the door without and something made me run back to my desk to grab it. That was what happened. I think I just winged an openspace session with no prep at all. For better or worse, I think the people at the session didn’t realise it.
Alright, here’s the real deal. In the rest of the this article, I’ll explain in better coherence what I shared at open space.
The workshop topic / technique: Co-creation of competences for PO/SM
The purpose: To co-create competences of product owners and scrum masters and a peer mentoring program to help them develop their skills. To create a strong chapter and/or guild of each role for continuous learning and scale.
Participants: Product owners, scrum masters, with team, leaders (optional) See variation below.
The materials: Any existing competency program used in the organisation. (I used Gallup’s strength finder strengths in the session).
Variation to the workshop: It can be for any role. The important thing is for people actually performing the role and/or working with the role to participate. This can be agile teams, leaders or HR. Although I tend to think HR is the consumer of the outcome not the contributor.
Example: Product Owners Competency Workshop
Set up: In a very simple version of this, only POs are participants of the workshop. A set of competences are used and there is no level to the competences, just the name and description. Each competence is written on a card. I used Clifton’s strength finder that has 34 strengths, hence 34 cards. (You can buy the book and take an assessment to find your strengths).
Round 1 – Individual Assessment
Participants are handed a set of cards each. They have to select the top 5 strengths they consider to be essential for a product owner.
Round 2 – Consensus workshop
All participants take the 5 strengths they had individually selected and pick them out from a new deck that will their common deck. Each different strength is represented by 1 card only no matter how many people picked them. You will end up with the minimum of 5 (if miraculously everyone pick the same one) or 34 (if everyone picked a different one and all the strengths are selected).
To gather consensus, you can use wall planning technique or MoSCoW method. The idea is to get to a final 5.
Note 1: For wall planning, you line the cards in order of importance starting with 1 and then add the next one left or right to the first card and so on. To the left is most important, to the left least important. The left most 5 is selected.
Note 2: For MoSCoW, the must have pile should only have 5.
Note 3: You may ask, why 5, not 6 or 4 or 7. You can have more or less but too little and the role is too singular in strength, too broad and no one can embody them. To do 5 well is usually the tipping point.
Round 3 – Self Assessment with Peer calibration (we didn’t do this at the open space but I talked about it)
Each participant has a flip chart paper on the wall and they draw a radar chart frame with the scale 0 – 5. On each of the lines, they should write the 5 strengths they had selected in round 2. For each of the strength, they should score themselves on a scale of 0-5 on their effectiveness in displaying and/or exercising the strength. 0 is not at all and 5 is highly effective.
After they had scored themselves, they form groups of 3 to discuss their scoring and explain their idea of the scale. Eg, what does a scale of 3 means for that strength.
Repeat this for several rounds, each time swopping members to have better calibration of their scale.
After a few rounds, they can rescore themselves.
Note 1: Self assessment should be an honest assessment of their own strengths and effectiveness. Hence, the workshop space should be a safe space where their managers are not present and these are not being used for KPI and promotion purposes. The intent at the beginning of the workshop has to be clear.
Note 2: Depending on the maturity of the group, the set of competences and self scoring can be skewed but usually, they can recalibrate through the conversations. The importance is to have the conversations and have as many rounds as possible for discussions on their scoring and scale.
Round 4 – Peer Mentoring
To close off, participants will find peer mentors and mentor their peers for each of the strength. They will indicate the person they are mentoring (where they score high) and the person they will be mentored by (where they score low).
Typically, participants can end up mentoring multiple people in 1 or 2 strengths where they are better at. Each participant should have at least 1 mentor for each strength they want to improve on.
Note 1: Participants may often choose their “friends” or people they are familiar with as mentor or mentee. I often encourage seeking people they had not worked with or in their social circle.
Note 2: Mentoring events should be specific and regular. So I encourage agreement up front on the cadence (when and how often) and how they will have the session. (where and what goals).
This exercise is best conducted every 3 – 6 months in the beginning of the agile journey and 6-12 months along a more mature agility path. This way, the competences created are just in time and relevant to the context and their abilities. With maturity, the competences or strengths selected will often change and the scoring will be more calibrated.
The facilitator should be someone outside of the team(s) and is not performing the role.
Use of Outcome
There are various ways the outcome of each workshop can be used. The most immediate outcome is for the group to have common understanding of the strengths required for the job and have a peer support system to help them grow.
The outcome can also be shared to identify potential people who can perform the role along with an understanding of the responsibilities of the role. (For this, it’s best left to another conversation and post.)
This year, with everything that was happening, major transformation at client’s, changing jobs and the french election (yes, I was worried for a while), I didn’t propose any topic. Not that I would be selected to speak but a proposal to speak at the conference is always a self-reflecting exercise to crystallise my thinking and a report card of sort of my learning since the last topic. It was also more appropriate to say, I couldn’t put into words what were brewing thoughts in my mind.
On a bus with a fellow coach from Japan to go shopping (of all things), we started talking. If you have conducted training to people who speak a different language than yours or tried to learn a different language, you would find out very quickly 2 things, 1) how to say what you want to say in shorted possible sentence and as clearly as possible 2) you have no understanding or baggage on the language (hence, sarcasm is lost on me, wouldn’t understand the double meaning).
While cutting through all my jibberish in the mind, trying to explain my frustration in coaching this year, I found myself getting from 1 aha moment to another. And that was how I came up with 3 topics I’m excited to share and wanted to propose at the open space. I managed 2 at the open space for which I will share in separate articles.
The 3rd one was about the top 8 things to focus on in the first 10 weeks of agile journey. While on the very long bus ride from west coast to orchard, I rattled on about 5 and couldn’t quite work out which other 3 would be more important. I wanted to ask the audience to help me during open space but decided there were far more interesting topics to attend than to occupy a slot. So I conceded.
Coming back to my aha moments and learning a different language. Learning all these languages wasn’t just for fun (it’s actually not that fun to be in a class, loss for words, especially for me) but it was for me to relate to people in different cultures better and become more efficient in communicating. I learnt about their food, language and culture so I can see their perspective. Agility was about doing things the way it should be, really. Getting to the market faster, learning to do things better and of higher value to the people who uses them. Isn’t that what we wanted when we first started?
Secondly, because I came from a long history of change and talent management & aquisition and not from technology, I didn’t learn agility with the “baggage” of someone who had worked with it and then taught it for years. I had to learn “why” and logic in structure unlike a kid who has learnt to speak a language from birth. And that’s how I learnt agility. I didn’t have to unlearn things, I learnt it in 2010s when the world has started digitisation.
That was how I came to talk about my frustrations and how I came to those topics. Being at war with what it was and reinventing what is becoming and always, coming back to good practices and habits that just work (at it’s purest form). I sincerely believe we just can’t be not agile but we have to keep reinventing our practices to achieve the why.
I love scrum, in it’s simple list of events and artefacts is an opportunity to invent practices to meet the objective. It never ends because the “why” is true. Agilists have to keep reinventing and improve. It is our cause and or being.
I like the story Peter Berhens told at the closing, in an environment to be the best, you have to fight to have a place in agility. It’s not a given or a mandate. And I think that fight is to be constantly better in our delivery, constantly clearer in our objectives, constantly sharper in our understanding.
When I returned to my team this week, a scrum master came up to ask my opinion on something. I asked him, what he thought. He said it smelled a little bad and I said, well, if it looks bad, it smells bad, it probably is bad. Abandon and rethink.
We have to hone our gut feel, sharpen our senses, learning about the newest and clarifying it for use. When you look at it, we’ve been living in distortion from what it should be. Yet in a conference like this, how do we absorb so many things to find crystallisation of thought. That’s why I think, I’ll be reflecting for a while, distilling and adapting till it is not gooey in my mind. I shall be seeking clarification for a while.
Quoting Pete: You’re (I’m) not done!
This last year, I was deep into agile transformation in an organisation as an agile coach. On the eve of my handover, I had realised that much has been done and yet much more to be done. When I surveyed my body of work, I had also realised that the transformation had taken a direction with my background in organisation structure and human resources. And I was keenly aware that I had not been able to reach deep pockets of agility in other areas outside of my specialisation. It has been a while now since I talked about a SWAT team. On retrospection of my work, I knew that this is what I want to do going forward. Build a SWAT team for agile transformation. A special weapons and tactics team focusing on helping organisation be agile.
Let’s assume I don’t have to reiterate the benefits of agility. So many people have done that. But in case of any doubt, let me summarise by saying, there is no technology or business agility. An agile organisation that has a strong learning quotient to learn from the market and react accordingly cannot be agile in 1 area and completely lagging in another. That will be like saying, I need a strong right arm and the rest of my body can be waning. Physically, I am not possible you have isolate a part of the body to be strong while the rest is weak and lethargic. So I go back to systemic change and change that impacts all level. And this is why I think 1 person can’t do it all and neither can 1 type of person.
In Europe, I’ve often seen and was part of the agile community formed by individuals. Most agile coaches are independent and operate independently. That or they were engaged in-house as part of a group of agile coaches. There were various models of engagement and I had also experienced them myself. One time, I was hired as an independent change consultant, another, I was hired as a scrum master / agile coach. Some of the people I knew were hired as agile coach to coach a few teams, others as trainers. Often what I see (not always) is a fragmented market of demand and hence a fragmented market of supply. And the type of demand changes from medium to large organisations. The small companies are usually inherently agile and lean from entrepreneurial background. For medium to large companies, sometimes scaled agile is used to create some order in process.
In Asia, I have started to see some similar trends. Companies look for agile coach, trainers, scrum master / agile coach. Before I generalise further, I think I can say that there is a growing trend towards adopting agile. (For good or bad reasons.)
So what has all these got to do with SWAT?
Let me first lay out a few common observations and challenges to overcome in an organisation that is starting to think about agility.
So it is not uncommon when a company thinks about trying agile, they use a project as a test bed and hire an agile coach to coach this project to see how that works. And then the next project and then the next. It would be ok but usually with a systemic environment that is not conducive, the initial team that experienced success will probably hit a break wall very soon. And when teams are formed for a project, the team building is gone to waste when they join other project teams and work with new people.
For an organisation convinced and committed to transform itself, I think it requires a pace that allows for sustainable momentum of change. But there is an initial stage of transformation that will be institutional followed by sustainable pace. That is when I think we need a SWAT team.
And these are the special weapons and tactics that will be needed in different order and combination of sequences. And it will be a tall order to expect an agile coach to embody all of these to help an organisation transform. And a team works together to focus on these areas to achieve the initial transformation before going into a sustainable mode.
Organisation Design Change
Teams have to be formed to create stable and dedicated teams. In existing context, this is not easy as each person can be involved in 2-3 projects that can finish at different times. They will need to be transitioned to form teams to start working together. Some of these roles may not even exist in the organisation chart and incumbent HR may not be able to support the creation of these profiles let alone the hiring of these people.
In tight labour markets and where labour laws are strict with strong unions, attrition, work contracts are common issues during this transition. Acquisition of external skills will also be difficult in particular skills area. In response, the design will have to have elements of transitioning, skills upgrading and development.
Product Driven Change
Where projects govern the way things are delivered, products thinking will have to take over to make way for stronger product integrity and innovation. Product driven thinking will mean a stronger focus on product performance and delivery where most valued. It will also require stronger design thinking to ensure products can be delivered incrementally in response to value driven in each delivery. To achieve the “cheaper” in a “faster and cheaper” agile delivery, it has to do with doing less and delivery more value to customers. Targeted delivery ensures each delivery enhances the product in a way the customer desires. And when objectives are achieved, stop developing the that area to focus on other areas of value. But this means better business domain knowledge, stronger design thinking and focus on innovation and market response.
A waterfall or handoff type of process can be entrenched in the decision making process. For this to change towards agility without losing accountability will require process change to review both. When we lose the long business case and requirement gathering stage in place of agile delivery to build-test-learn from the market place, we need a different process of communicating requirements and account for investment. Often, this also means a process of “testing” and “learning” that may not be in place or as strong as the “building” and releasing process. Without it, the organisation will only be releasing in shorter spurts of time that may not also end up to be more expensive to support these frequent release.
Budgeting & Financing Change
Budgeting and financing is an integral part of process change but deserves a space on its own especially in large public organisations with stakeholders and shareholders to answer for. Inherent in any agile delivery is a shorter decision making cycle coupled with shorter release cycles so the over response to the market is shorter. Traditional funding and budgeting model is anything but short as it calls for scrutiny in investments and upfront accountability to ensure the money spent will deliver the said outcome. To move away from upfront promise to outcome driven accountability, the budgeting and financing process will have to be continuous and more frequent, as many as the release cycles intended.
To respond to agile delivery, the engineering practice will have to change. Shorter delivery cycles requires teams to work at a sustainable pace but consistent. To ensure quality development that can be released “any time”, test driven development practices, test automation, code quality will have to meet those standards among others. In a longer release cycle, teams can handle a sudden surge of activities near release date where late nights ensued and adrenaline pumps high. With regular but shorter release cycles, the quality will have to ensure releases are smooth and each release doesn’t become a mayhem but just a regular exercise.
There is almost always a need to change infrastructure to support agility. This can mean creating possibilities of automation to support the releases, newer technologies and transition to these technologies. It can mean cloud, different supporting systems and many more. (And this is where I am lost.)
So you see, I can’t do it all. I am your organisation design change and process change person. And I wished I had a design thinking person, a devops person, an XP person and a beyond budgeting person to come together and form a SWAT team.
In my dream, my team will study the state of the organisation and chain up the changes so each organisation design change is hooked up to the right process change and the right engineering change and etc. And each change is dosed at the right amount for that organisation to create the different layers of transformation. And we will work at the leadership level to create systemic change to the environment so the teams can work in a fail fast fail safe environment while delivering products they and customers love.
And the SWAT team will only apply our expertise where required for the areas required for “just in time” change. While one organisation is going through transformation, another organisation can be sustaining change. And the SWAT team can be an agile coach for those sustaining change and come together to SWAT through a transformation. And the SWAT team is stable, we know our strengths and we cover for each other when we are applied. We have all the ego in the world and yet none with each other. We push each other to be better. We fight, we work, we build. We are the best together and can stand on our own. (Now, I’m getting really idealistic.)
It changes nothing. It changes everything. I want to build an agile transformation SWAT team.
It’s been a year I’ve moved to Singapore. Almost 9 months since my last post. Think of it as a release, after many iterations in the making. My first MVP was September 2015 when I tried out 1 month of living in Singapore. The next iteration was November 2015 where I actually stayed for 6 weeks, found a job and started working on a project. And I moved out of Paris and 10 years of my life in an apartment in all but 10 days. And it’s almost 10 months since I made that decision. My life adopting changes in numbers.
Singapore was where I was born and bred, I had studied and worked here all my life before moving to Paris 10 years ago. But Paris was home to me. To move out in 10 days a life I made for 10 years took all the agility in me. I developed a kanban flow of work, mapped out my life in various epics and sliced my first release. Everything else waited till February 2016 when I returned for another 10 days for another slice in release. Let’s take my move as an examination into agile application since I’ve always said, “you can apply agile to anything.” – Probably the most dogmatic thing you’ll hear me say.
Proof of concept – Working Freelance in Asia
To move to Singapore, I needed to proof that the concept works. (Notice I didn’t use the word ‘back’. It’s hard to say there is a notion of moving back since I never really felt at home in Singapore. And it’s just easier to consider it a brand new country move.) As an independent in Europe, I wanted to see if the concept of freelance works in Asia. There was a lot of time spent in front of Linkedin. A lot of skype and email conversations with people operating in Asia in the agile space. And I lined up as many conversations I can get for my September visit. I also wanted to see the appetite of Agile HR in Asia where it has taken me 2 years to build in Europe and only just seeing the beginning of a form of recognition and adoption. In addition, I had lined up a potential business opportunity to practice Agile HR as an independent in Singapore. It couldn’t be more encouraging.
Sept 2015 – My visit has proved wrong a few assumptions. Since I was going back for my sister’s wedding anyway, it was really fail fast and very safe. I had found that independents are still in the budding stage of being recognised in the Singaporean work society. Coupled with a new adoption to agility, being an independent in this area of work meant that work is limited and largely in training areas. In addition, procurement practices in large organisations where there were signs of agile adoption have not evolved to retain independent contractors. Work contracts are still signed through preferred supplier agreements and large supplier qualification exercises. Singapore is also a very expensive city to live in. That meant that without initial work, the upstart cost will meant large investments upfront. My business opportunity also stalled due to budgeting discussions and interventions from HR.
Round 2 – MVP – Minimal commitment move to Singapore
The minimal viable product / solution-more-like-it was designed to be a small test to the market. I was accepted to speak at 2 conferences in November 2015, Agile Tour Vietnam and Agile Tour Singapore. Since they were at the beginning and end of month, I had another 4 more weeks to see if my move to Singapore could be finalised. Both tours gave me good understanding of the agile community in the region and where the standards and appetite was. I was also confirming an offer in the mean time.
Nov 2015 – Minimal commitment / maximum output. In November, somewhere between my travels, I confirmed my work engagement. There was no contract but I had an offer that I could work with. And I found a place that I could rent into. I was travelling with a cabin luggage for 4 weeks of travel and speaking engagements and ended up staying for 6 weeks. I had started and completed a 6 week projects and signed on for a job while I still have everything in Paris to sort out. In 6 weeks, I sorted out all the essentials to give me the move I need.
2nd Iteration – Release 1.0 – 10 days to release
I returned to Paris knowing that I had to go back to my new job in 2 weeks. Excluding weekends and jet lag, I had exactly 10 days to sort out my move including French administration. (If you know about French administration, you will give me a 2nd oscars for lifetime achievement award in doing all these in 10 days. The first was to set up a company in France). It requires extreme estimation and every feature valued to give maximum benefit while the rest would just not cut it.
Dec 2015 – I story mapped my life in Paris and found a slice for release. All others will have to be abandoned or left to next release in Feb 2016. The 2 biggest themes were french administration and my apartment. My apartment were divided in different parts of living epics. Each epic had essentials that I had to take in and others nice to have that I had to abandoned. But I had allowed a few “wow” features that would give my life a sparkle to get over all the nice to have that I had to leave behind. Since French administration has large dependencies and hard to estimate in effort, I had to draw up my risk charts and focused on the riskiest ones to mitigate risks and manage them through a kanban board. The flow method worked better ensure that daily planning and prioritisation can helped when new information comes up. I’ve also added a new column for “pending comments” where there is no limitation on WIP since I can pile as many there as I want pending feedback from all external parties. Some items moved up in level of importance and some had to move down (very painfully but necessarily). I sacrificed a few wows but kept at least 1 box of wows to last me through the new move. I had 3 checked-in luggage, 2 cabin luggage and 2 boxes I can post. Everything else that didn’t fit won’t qualify. On Christmas day, I left Paris and 10 years of my life in 10 days. There were still many things left in the “pending comments” column but largely, my release was secured. Among the “wow”s were 2 boxes of fois gras, 1 bag of champagne truffles, a slice of truffled brie and lots of champagne and whiskey on business class. The most riskiest french administration items were tackled or mitigated with the rest in wait of release 2.
Managing an agile backlog with a waterfall French administration backend was my waterscrumfall release.
Release 2 – Closing my company in France
Feb 2016 – 2.5 months after moving to Singapore, I flew back to Paris to close my company. Release 2 afforded me with some additional wows and must haves. Depending on your point of view, French fashion was on my must have list. My reason, can’t get it here or at the price I can procure. But release 2 was largely for french administration of things. All the items that had large dependencies that I had put in motion had paid off.
Waterscrumfall – yes, we all hate it. It brings goosebumps everything I hear of it. But on hindsight, I had learnt much with my waterscrumfall release 1.0. Release 2.0 was integration with backend some of the front end user stories for a more complete release. I had exhausted cosmetic releases and all “integratable” items. It’s not ideal but it’s how I learn about agile transformation in less ideal places.
On that last point, think about the new iPhone 7, it has removed a “must have” of the last 10 years, before even smart phones came to the market. The phone jack is gone and the wireless ear phones is finally wireless.
And so is life with its many surprises. I also had to let go of a few assumptions for my move. The most painful was missing 4 seasons and its colours, the most compelling was Asia’s thirst for new expertise and a very very fertile ground in agile transformation. And so, I had left the city of lights for another. From a hunter of work to be a farmer of new approaches. And many aspirations. So release 3 will be brand new, in the making.
This week in Paris, I hosted a session of Agile HR meetup. It’s our autumn edition before I return from Asia for the winter session.
We had more than half of the participants from HR! It’s truly encouraging to have more and more HR coming to share and exchange. It was also liberating to talk about HR from an agile perspective to tackle some of the challenges faced by HR.
While the session is in French, my slides are in English. And I’ve also quoted some specific challenges faced in Europe that Asia may not experience. The slides are the same as Agile Meetup in HK.
I also wanted to do a mini workshop on competences but we ran out of time. So for the next session, I’ll be focusing on specific topics such as recruitment, competences, review & feedback and how agile can come into play in these HR topics.
For a few months now, I’ve been running experiments. And I’ve been running Agile HR meetups in various places, Brussels, Paris, Hong Kong, with various people. And I’ve been speaking, at conferences, meetups and coffeeshop conversations. And I’ve asked questions and asked more questions.
So, here is a summary of the meetups and reflections.
In the beginning, my conviction is that HR must be closer to the business, stronger in support and more present in the boardroom. After a year, my conviction remains stronger and my articulation clearer. We simply cannot continue to use conventional workplace management methods towards an evolved and evolving market place.
But there is also nothing revolutionary at its core. When I look back at the agile manifesto, it is the most basic and common sense of things. We need to interact more, collaborate more, adopt more and produce working outcome. But to do all these, we can’t leave it to chance, we need to synchronise and practice the principles and ceremonials.
HR – So few and so far away
The first couple of meetups in Brussels and in Paris brought forth these points from participants. Even though the invitation is open to all, HR and agile practitioners, the people who came were mainly agile practitioners or people keen on agile. There were hardly any HR participants.
When I look at the social media groups for professionals linkedin and meetups, HR groups are few and far between. And the image to business has been the same, they are never available. I even joked with my friends, when I tried to set up meetings with people, the people who were consistently cancelling or not available or not responsive were HR. I’ve never had it with finance, IT or operations. Even with mobile sales people, they are usually a phone call away. It seemed they had hidden somewhere or enclosed themselves in the room. Or lat least that’s the sentiment people have mentioned.
When we look closer, the sad truth is that there are only so many HR people hired in the company. Sometimes, in a company of 2000 thousand people who over 150 people in technology, there is maybe only 20 or less HR people. When you divide 20 HR with 2000 employees, it’s a ratio of 1 to 100. If we look into a company, often, the smallest department in the company is the HR.
In a meetup, after much criticism and debate on whether we should fire all HR, I thought I’ll say something in defence. (After all, I have been in this world for over 10 years.) When I asked:
“So you say HR doesn’t approach you to understand your needs. Have you gone knocking on their door?”
“So you say HR doesn’t care for you. Have you told them how you would like to be cared for?”
Maybe they have, maybe they haven’t. But as in interactions and focusing on individuals, it really takes 2 people or more to talk. Should we be calculative on who makes the more effort to try to communicate?
To the knowing, and I count the alight to be among the “knowing”. We can practice the manifesto by reaching out and communicating more. Because, the knowing knows that shutting down communication will beget more communication.
And HR can be more organised in communicating with business. Instead of the big annual headcount, performance review meeting, try shorter feedback loops and frequent discussions on needs. If there are more interactions, there can be less paperwork and misunderstandings. And people strategies is not a form filling and paper pushing exercise.
HR & Technology teams – 2 different languages
I invited 2 recruitment experts whom I worked with in a project to share their experience in a meetup in Paris. We had participants calling from different places and some in person. My invited guests were dealing in from Netherlands.
One of the key points we kept arriving at was, HR and technology teams speak different languages and sometimes, they simply don’t understand each other without interpretation or time and effort. It’s like the Gershwin song, “Let’s call the whole thing off.”
“you say tomato, I say tomato; you eat potato and I eat potato; tomato, tomato, potato, potato
let’s call the whole thing off.”
Sone of the most common challenges that HR, especially the recruitment team, expressed is that when it comes to technology teams, hiring managers or teams don’t want to spend time explaining what they want and when they do spend a bit of time, they expect HR to get it quickly. Let’s not forget that while technologists spent their time with technology and is still catching up with the latest, HR doesn’t. It’s like a product owner expecting developers to understand their requirements without spending time grooming and explaining them.
Collaboration takes time. Especially in the beginning, it takes a lot time to understand each other and decoding the messages. But the time spent is often rewarded with stronger working relationship and effectiveness as a team. Crossing the aisle to communicate is not enough, building a bridge together will make the passing easier in the future.
HR can collaborate more to create a profile of the requirements instead of asking to fill out job description forms. With the HR I work with, filling out job description forms is probably the last thing we focused on. The first thing we talked about is who do we need now and why. I left them alone in how to find these people and give them ideas when I have. The followup discussions have always been why some candidates are rejected and some are great to calibrate our understanding of what’s needed.
HR is an obstacle
That’s the other thing I hear often in these meetups. The situations can be headcount freeze, can’t hire, can’t change job titles, can’t change teams, can’t … In many case, there were frustrations on things they can’t do because they were blocked by HR processes. Some of those I came across in agile teams are, we can’t have a scrum master because scrum master is not part of the list of positions we have in the company. Or, you can’t hire this person until next year when the headcount is released.
This is when HR fails the business completely because it seems to be blocking and helping. If we look back into the reasons why these came up, it’s often not because HR were the ones responsible for the set up but are accountable for it. And they lack the will and courage to find break through solutions.
In Europe, unions often determines many of the policies from increment, hiring and firing headcount to creating new positions. Headcount and/or budget freeze for hiring is often decided at top management at the beginning or end of financial year. And HR is held not only as guardians but penalised if these are not adhered to.
Fundamentally, if the practice is waterfall, then even if there are collaboration, interactions and a desire to produce a working solution, adapting to change cannot happen. And it’s rather unfair to blame HR when we / business were the ones who put them in that position.
To change, some of the bad practices needs to be abolished. Annual and x-year anything is by nature very waterfall, if the world remains unchanged for that period of time. The reality of agility is that an organisation has to be able to react to business demands very quickly and smoothly as if it’s in their DNA. Most companies understand that and yet will follow-through hours and hours of year end meeting for next year plan and x-year plans with nothing during the period to iterate and make adjustments.
HR can be brave and abolish some of the practices while updating others. HR can also be more creative when it comes to adapting to changes. In one of the project, with early interactions on changes required, collaborating on the resourcing requirements, HR could update unions early on and kick off some difficult discussions to reach satisfactory outcome for both. Instead of annual headcount requirement, they can also look into monthly and quarterly adjustment for the needs of the team and advise some of budgeting red alerts for the business.
I am convinced we are at the tipping point of change for HR. People strategies simply have to catch up with technology driven strategies. There are be other drivers but I still believe technology drivers to be the biggest. And I believe agile to be a coherent and encompassing path to change. Maybe there are other paths and there are other big consulting firms to produce mountains of studies and papers to bury me in. But when I look at the need for HR to recenter on People over all the process, tools laws, obligations. I come back to agile manifesto inadvertently.
Maybe there are other ways, but how about we just simply start talking. Let’s listen and talk. And let’s not leave it to chance, let’s plan and co-ordinate these interactions. How about we just start with that? How beautiful is the world when people try to understand the other and talk!
2012 was the year I learnt about agile. To be faire, I had probably used it without knowing it. But as ancient history will say, there is power in words and calling something what it is. “Je m’assume”. This is my favourite French phrase, a state of being explained in simply 2 words, I assume (take on and be at peace with the position).
Beginning of 2015, I started discussing with Yannick and Nathaniel about setting up a structure together. The question on my mind is what will 2 agilists with extensive agile and technical background do with me, a non developer (not even html), HR and change management background. But we had a vision, even though it was just the beginning of a sort of a vision.
We started with lowest hanging fruits. The problems we all face as independents. As independents, we work alone, we find work alone and once we had work, we may forget to look for future projects. We wanted to create a space physical and virtual where independents can exchange, find solidarity with other independents and a convenient place to go to work and give trainings or hold meetings.
But we had a question, are we just a co-working space provider or a “mission” provider? That’s when we started debating and refining our vision. We are not just running away from something but we are running towards something. And that something is about advancing the practice of agile. This is the heart of the matter and the subject close to our hearts.
And this is where my heart lays – the dignity of work. Talking about happiness, talking about scrum, kanban, waterfall is just describing the waters when we are drowning. If we look at the spirit and essence of agile and the manifesto, it’s about communicating and gaining understanding among people, producing things that works and hence has value, working along side each other to achieve a goal, ability to adapt to seek improvements. How does that not describe the human spirit and being a human being in an ecosystem of people? And how can we say we can find dignity in work when we don’t have these, when we work by ourselves to produce outcome that benefits no one and has no contact with other human beings and has to work against other people? If we have these, how can we say we are still unhappy and why would scrum, kanban, waterfall matter? Aren’t these just the rules that define the game so we can succeed in working and enjoying this game of work?
And maybe that’s the HR in me speaking. And I digress.
We wanted a structure that will be open, transparent, provide teaching and learning opportunities, auto-organised. Most of all, it is to achieve better adoption of agile, not just in IT but in all professional communities (and private lives too, in my opinion). It’s not because it’s fashionable (but we like the trend), it’s not because it’s money making (that will be help!) but really because if we want to achieve all these values we talked about, agile propositions will get us there. In my opinion, if we were to achieve dignity at work and a happiness as a by-product, agile works. And it’s because agile already expressed these as values and principles.
Stephen Covey also proclaims that values govern people’s behavior, but principles ultimately determine the consequences.
Hence, practicing the principles will determine our arrival at expressing those behaviours in the values we promote. And why I put my trust in agile.
As a group, we debated about the name and finally, we arrived at Agile Tribu. A tribe is a group of people who is community driven and organises itself automatically according to a code. A tribe also has unique qualities that non-tribal members may not understand or join without displaying them. And a tribe has an insanely tight cultural code and belief system. And this is what we would like our structure and the network we build to do – a tribe obsessed with agile and advancing these principles and values, not as individuals but as a community, to hold each other up to these high standards and also to help and build each other towards the practice of agile.
We have also evolved in our thinking. We believe whether a person works for a company or works for themselves, they are still an individuals. And coming together as Agile Tribu will help to advance agile in their company or in their personal growth and work. But we hold true to the idea that we need a physical space to do that, a time to come together, to share, to learn, to teach, to think, to explore and to create.
And our business will be to help people in companies or individuals to advance agile adoption.
Finally, on a personal note, it is a community that I hope will consider my skin colour, my language and my origin as additions to a similar passion. Et oui, je parle français également.
And I hope, we will attract like minded people to come join the tribu and participate in our work, most of all, to work with us to uphold the vision we have on agile.
The title is a mouthful and a way I round up 2014 into 2015, with a few hours to spare. The world of work has changed progressively and even more so with the latest financial crisis. According to a Deloitte report, non-employee workers can reach up to 40% of a company. And it will likely to continue in trend with skills gaps and structural differences in the economy. So I’d like to kick off the new year summing up what I’ve been posting about in 2014, a systemic view of the workplace, a consideration on Total Talent Management.
Back in 2013 in a world wide HR conference in Orlando, I’ve heard someone mentioned the term, Total Talent Management. Traditionally, talent management is about actively looking at resourcing and planning the human capital in the company. Some companies have strategies for development and training with a selected group with leadership qualities, others may have a broad stroke approach and others non at all. But in all the practices, this is mainly tied to employees in the companies.
Employment laws have often dictated how HR can behave with non-employees. To protect workers from being excluded from employment benefits through engagement under interim or contract, there are typically tight laws around engagement of temporary workforce. This limits the number of years a person can be a temporary worker in a company and to ensure the line is clear, HR has also created walls to prevent ambiguity and potential lawsuits. The limitations vary from country to country, some relaxed and some stricter, typically in Europe and US. Some are enforced and some have common practices.
The result is a general deterrence from considering non-employees and hence any form of management.
If non-employee workers remain a minority of 5-10%, we can argue it is better to avoid all risks and it doesn’t impact the company largely in overall performance and strategy.
The challenge is whilst terms of work and its contribution has evolved, the laws have not. In a company today, there can be a percentage of temporary workers to complement for productivity surge and employees on leave. In addition, there is also an influx of contractors due to skills gap in the company. This is particularly prevalent with newer technologies and advancement in digital transformation. To compete, companies either seek expertise outside or outsourced a particular work order. Hence, outsourcing partners also becomes an extension of the workforce. There is also an increasing trend of independents who would not want to be employed and are happy to continue as consultants and/or contractors to companies to provide their expertise. Non-employeed extension of the workforce is growing and can sometimes represent up to 40%. What is this 40% really?
From a systemic view, a system includes contributors and includes any influences. If we think about throwing a stone into a pool of water, the rippling effect is the layers of systems. There is an immediate system and external systems connected to it. So where do we draw the line? It’s hard but one thing is sure, it does not stay with only employees, not when the rest of the system could make up to 40% when we consider a wider system.
And here we come to the HR challenge in 2015, if it has not already peeked in 2014. The question is, will HR step up and step out beyond the comfortable legal system of human capital in their company or will they take cover under the law and abdicate the responsibility to management? So what are the considerations of Total Talent Management?
Ensuring common ways of work in selection
A company, like a system, has an established way of working (sometimes called culture). In selecting independent contractors and even outsourced partners, this has to be considered. An external injection to the existing system with a completely different way of working and functioning will create misunderstandings and slow down progress. The efforts to correct it will be greater after engagement then selecting the right people and partners. HR has started to play a greater role in engagement of individuals who are hired on temporary or contractual basis. However, the greater impact is when injecting a whole group of people such as outsourcers or consulting partners. To ensure there are enough common grounds in ways of working, this has to be considered at selection stage. If HR is not managing this, then it will be up to hiring managers and management.
Ensuring team work in integration
Most HR will recoil at providing any form of training or leadership development to non-employees as this can give rise to potential law suites or ambiguity. However, team work can benefit from good facilitation during the integration process. Hence, HR will have to explore potential ways to help teams function together within the limits of the law. This can mean facilitation workshops, identifying problem areas and reflecting to partner companies or individuals as a form of improved service provision. A simple induction session given to all non-employees on the company culture and objectives will also be helpful without crossing the line extensively. This is the most challenging area and will require innovative HR approach.
Ensuring sustainable benefits in knowledge transfer
Finally, the benefit of external workforce is the expertise they bring and help during productivity hikes. The benefits can extend over longer period of time when their knowledge is transferred to existing workforce. Knowledge transfer can happen when people work together. With a concerted effort, knowledge transfer is not by chance and can directly impact in-house expertise. This can mean creating pair working, mentoring and strategic placement of external workforce with in-house. External workforce can also provide objective feedback on teams and leadership. Hence, with their exit, interviews and handovers are just as important as it is with employees.
Stepping into 2015, why not extend the vision and assess your current management of talents and how far it reaches. And from a classic systemic view, think about your resources and not your lack of. You’ll be surprised at how much you and your team can achieve.
Happy New Year!
I was torn. One of the biggest debate I had encountered when presenting in agile tours was the concept of job descriptions and competences. In an auto-organised world of agile, why do we need job descriptions? Isn’t that too limiting and will be outdated? While I agree that HR tools are traditional and lack innovation, I stand by the need for a point of reference. But I had left the conferences with a heavy heart.
How can we not do something for the sake of doing it? And how can we look past it’s ugly form today to see it and use it for what it is?
Let’s take a step back. A job description has 2 main functions, 1) for recruiting 2) for a summary of the job. If we take away job description, then we had to assume that a job title says what it does. So when we recruit a scrum master, we would assume that all scrum masters are the same and does the same thing. Hardly. Otherwise, all scrum masters would be cookie cut and replaceable by another seamlessly.
How do I hate you, let me count the ways.
So what do we hate about job descriptions? There are so many things to hate about it. The endless list of requirements that only a superman can fulfil and maybe not. Some of the qualifications are so ridiculous, I would have to cross breed spiderman’s ability to climb walls, superman’s ability to fly and then that wouldn’t be enough, because we would want that person to be resistant to kryptonite too. Then, the description of the job itself would either be too general that it seems anyone can do it or so specific that no one could have done all that and then be immune to kryptonite. And after all this, the person may still not be suitable because there are cultural and environmental factors not considered.
Different as night and day
Let’s look at the scrum master role (non-cookie cut version). In broad sense, the scrum master is the person that helps to identify and removes obstacles for the team to achieve a release in the time and budget allocated repeatedly. The success of this person will depend on his / her ability to resolve issues and motivate team forward. The difference is, every company has different issues and different team dynamics. Some simple, some complex. Some stable in agility, some still adopting agile.
In agile, personas are used to address a segment of users / customers. It is a fictional character / profile who has needs and wants and display characteristics and behavioural. We often give this person a name, age and income and we describe the problems we want to solve for this persona. We can create several personas who would be potential customers for a product.
Personas as Job Descriptions
In recruitment, the best recruiters and head hunters will usually as the hiring manager, “what kind of person are you looking for?”. And here’s where a persona began to make more sense. Some job descriptions already look like this but let’s take this a step ahead and call it a persona.
3 types of information
Scott the Scrum Master
We are looking to hire “Scott the Scrum Master”. He doesn’t have to be called Scott or be a man, but let’s call him Scott first. He should be in x age group with about x years of work experience. (Let’s tackle legal issues later, e.g. age gender etc). In this area, we use only basic information.
Scott’s personal traits and behaviour
Here, let’s describe this person in terms of behaviour and characteristics according to the demands of the environment. It would also include what the person must know. Here, we would include competencies that will help to describe Scott as the kind of person to succeed in the environment presented.
This area describes Scott’s critical success factor, what he is expected to do in the role. We can include a vision of success, what Scott would have done to be considered successful in the role.
A rose by any other name?
So am I just changing the name of job description to persona to please the agile community or sound innovative? In my mind, a job description has always been a point of reference to hire and induct the person into their job, even if it is for internal hire. The purpose and use is the same.
But in working and debating with agile teams, I think a Persona takes on a very different form than a job description. In a persona, the cultural aspects and critical behavioural traits are emphasised whilst skills and specific knowledge are added as required. The significance is that even if we have 2 rocket scientists considered for the same job, we will be able to know what kind of person we want and choose the person who most mirrors the behavioural traits. And more importantly, we can also consider a non-rocket scientist for that job as they as they can achieve the goals described.
Persona in itself will not be enough. If we do so, we fall into the same trap of a job description, using it as a form of checklist to hire. When it comes to hiring, there is a simple law of 3.
– creating the persona to describe the person desired and what success means in the job. Be clear but keep it simple. Remember, the person shouldn’t have to climb walls, fly and still be immune to weaknesses.
– creating a list of competences that make sense to include in the persona. Eg. if spiderman is to climb walls, then he wouldn’t need to fly like superman. Or maybe we don’t care about flying or climbing, what we want is to get to the highest or lowest place in the fastest way possible.
– creating a list of questions to qualify the person. If we want a person who can work in a complex political environment, we must know what it takes and ask the person to describe how they had worked in previous similar environments or how they would act in this situation.
There is much to be done in the way we look at HR tools. But let’s start here. Let’s recognise that a job is more than a job title and a person is more than his collection of job titles and certifications.
I wrote about this topic some time back as a proposition and how a word is a world of difference in human resources and human capital.
I’m still being challenged for using the word capital and I don’t have the right answers. But how about we take a step forward. How about we start treating people in the organisation as people and people with ideas and thoughts and potential to make the company better? How about we also look at HR transformation in an agile fashion, iterations by iterations, seeking continual improvement?
Some time this year, I was invited to participate in a HR case study competition in China. I thought I’ll use my experience to show the difference. And I started writing and a simple 500 word essay turned into 8000 words and I become more passionate about the subject that I went on to speak about HR in Agile Tours in Brussels, Toulouse and Montpelier. Talking about HR in agile is simply asking for trouble. But I like trouble. We need it. If we bother to fight and debate, we care enough to make a difference. So maybe, a drop in the ocean can contribute and a tiny sand can cause a ripple.
In this case study, I detail the story behind the presentations in the agile tours. And the story is told from the HR angle. And I invite HR to review the story and ask themselves, which type of HR are they in this tale of 2 HR?
A HR that is close to the business and can see potential in the situation and the people can advise, accelerate and advance efforts in an organisation. The law is kept firmly in its place of preventing deterrence and not the first draw of solutions. The people are the first considerations and their knowledge the currency of change.
A HR that is misguided (even with the best intensions) can obstruct, obscure and obliterate efforts. And OOOps is a heavy price to pay in talent drain and loss of momentum.
The choice is clear. The decision is courage. The path is arduous. The journey however, is a savour of bitter-sweet, there will be battles won and battles lost. But the war can be won. A thought is all it takes.
“Yet what is an ocean but a multitude of drops?” David Mitchell, Cloud Atlas
Edited case study from the original awarded version. http://www.slideshare.net/JasChong/hr-case-study-transformation-rh