We might be faced many times during our projects to deliver quickly, within a short space of time. I thought it would be fitting then to cover what is important and appropriate to teams who are co-locating and working under severe pressure.
Of the 12 Agile principles, two are pertinent when considering co-location:
1. Principle 4: Business people and developers must work together daily throughout the project.
2. Principle 6: The most efficient and effective method of conveying information to and within a team is face-to-face conversation.
The purpose of conversation and (face-to-face) communication is to transfer a message from the sender to the recipient. In projects, conversation is either about the project process (plans, risk, approach, etc.) or project content (requirements). Getting your team members to understand correctly the right information is a key factor in the project’s success. Being effective in this transference of information is crucial to save time and overcome any potential misunderstandings. Face-to-face communication is in fact the most effective way of communicating, and brings about the best outcomes.
Driving a 100km for a one-hour meeting is much more effective than several teleconference meetings. Despite the technologically advanced means of communication (e.g., IM, WebMeeting, video-conferencing) that we currently have access to, there is nothing more effective than co-locating and working with your team face-to-face.
What can programmes or projects do in this new Agile environment to be more effective as a team?
Here are some proven tactics and techniques:
Whiteboards for drawing image. Face-to-face communication and being with a group in a room with a whiteboard stimulates and energises the discussion and communication. You are able to draw anything to support your story and focus the discussion on the images on the whiteboard. A room with a whiteboard is the most powerful means of conveying information to a group.
Non-verbal communication. In face-to-face communication, you, as sender, are able to verify if your message is getting through via the non-verbal communication of the group. If everyone is staring at you in a haze, you know you are not transferring your message. If everyone is staring during a conference call, you have actually no clue at all, and cannot read their body language either
Getting everyone involved. Involvement in the discussion is useful when transferring information. Getting developers involved, for example, will help them see the business purpose behind the requirements. Getting involvement will make the discussion and information more real and relevant for them. And it will save time later, when verifying that the requirements have been fulfilled.
Commitment for marching routes and solutions. Agile projects revolve around the commitment of all stakeholders to the process and to the content (requirements). Face-to-face communication will give the project manager (or scrum master) the leverage for getting this commitment. Looking everyone in the eyes and asking them, “Do you agree with this approach?”, is different from letting everyone just nod and say “Yeah, I agree” during a conference call.
Help in demonstrations and getting approval. Face-to-face communication will also help during demos of new models or solutions or build features. You immediately can see (or even feel) if this model or feature gets the approval of the ambassador user of the system.
Develop personal relationships. Face-to-face conversation also empowers the development of a personal relationship, where team members connect well with each other. A team with members who connect and engage well with each other, will be more cohesive and go further to realise their common goal. And, of course, it is more pleasant to work with people you like.
And one of my favorite advantages of everyone being in the same room, is that you can get rid of a lot of admin! There is no need to book rooms for business meetings, no need to align calendars to pick the best time available. You get the answers you want immediately. This is―by far―the best thing that can happen to a team: being located in a dedicated room to work hand in hand, face to face, with business on a daily basis.
And if you’re not convinced or inspired already, here are some more tips for you:
● When you can, prefer face-to-face communication above web/teleconferences. Even if this requires some of the team members to travel.
● Set a project culture that embraces lots of communication and conversation. Make this a topic in your project kick-off (where of course all team members must physically attend).
● Make it a rule that “there are no stupid questions; it is just stupid not to ask them”.
● Bring the team together on a regular basis. Create standing (and stand-up) meetings for discussing the project’s progress, requirements and structure.
Asad Patel, is currently an Agile Coach and is passionate about bring value to people and organisations by adopting and changing the mindset of people, teams and organisation. Lets try making a difference to people's lives one conversation at a time.
Source: Work Together