Project inception workshop in the new normal

Yinseok Yoon
LINE Plus Tech Project Management Tech Project Manager
https://linedevday.linecorp.com/2020/ja/sessions/2081
https://linedevday.linecorp.com/2020/en/sessions/2081

Transcript

2. Yoon Yin Seok • Tech Project Manager - LINE Plus • Tech Project Manager/PJM Trainer • Agile Coach • Scrum Master • Project Manager/Consultant • Software Developer
3. 10 Questions of Inception Workshop Inception : The Beginning of Something
4. • 10 questions to ask at the start of your next project 1. Why Are We Here? 2. Create an Elevator Pitch(tell about project with 2 sentences for 30 sec) 3. Design a Product Box(do you want to buy this product as a customer?) 4. Create a NOT List.(Saying yes is easy. It’s saying no that is hard.) 5. Meet Your Neighbors.(..is always bigger than you think) 6. Show the Solution.(make sure everyone is on board with solution before begin) 7. Ask What Keeps Us Up at Night(a thousand things that could wrong on our projects) 8. Size It Up.(3, 6, 9Months?) 9. Be Clear on What’s Going to Give 10. Show What It’s Going to Take. Inception Deck
5. Inception Workshop for LINE Project
6. Background • Specific Cross Functional Project is on 2nd phase • Identified symptoms of consensus issues among members
7. • Suggested have Inception Workshop on April. 2020 • Must be Facilitated with Total 3 functional part 15 ppl via Online • Fortunately, LINErs could use Zoom(Video Conference Meeting Tool) & Miro(Online Whiteboard) Background
8. • Consensus Making & Aligning with Goal • Scoping • R&R(Role&Responsibility) Clearing Goal of Inception Workshop
9. 1. Elevator Pitch & OKR • New trend from Google • Alignment with Project Goal 2. Heaven & Hell / Problem Solving • Pre mortem – Futurespective/risk identification 3. User Mapping • Scoping, Key Customer & Value, Internal Effort. 4. RACI • Clear R&R in LINE matrix organization structure Customized Inception Workshop Scenario
10. Inception Practices for LINE Project Objectives Customized Question Inception Question Elevator Pitch OKR Heaven & Hell RACI Align with Goal Scoping Clear R&R Risk Identification Why Are We Here? User Mapping Create an Elevator Pitch Design a Product Box Create a NOT List Meet Your Neighbors Show the Solution Ask What Keeps Us Up at Night Size It Up Be Clear on What’s Going to Give Show What It’s Going to Take Problem Solving
11. Designing Workshop white board 0. Check-in 1. Elevator Pitch 2.OKR 1st day 3-1. Heaven 3-2. Hell 2nd day 3rd day 5. User Mapping 4. Problem Solving 4th day 6. RACI 99. Check-out
12. Preparing Workshop • Shared Material Early • URL Link of Miro board and Zoom • Calendar Schedule with Detailed Information • Guidance for Participants joining the meeting • Set prefer Language in Interpretation Menu • Turn on Camera, Turn off Mic first • Recommend to use wired micro phone & ear phone
13. At the begging of Workshop Facilitator Conference Meeting Environment Gallery View Kim Participants Shin Yu Lee Park Kim Kim Kim Shin Park Lee Chat To : Everyone Enter Message Here Web Browser White board Youtube Starbucks café music Materials.. Share Screen Power point Web Browser Share computer sound Excel App Store Excel Slack LINE Desktop OneNote From Me to Everyone: Hi How’s it going? How do you feel? Are you ready? From Kim to Everyone: Good morning… Conference Meeting Tool Lee 1 2 3
14. At the begging of Workshop Participants Conference Meeting Environment Gallery View Shin Park Lee Chat To : Everyone Enter Message Here Web Browser White board Materials.. From Yoon to Everyone: Hi How’s it going? How do you feel? Are you ready? From Kim to Everyone: Good morning… From Lee to Everyone: Let me turn on my Camera Conference Meeting Tool Shared Screed White board 1 2 0. Check -in 1. Elevat or Pitch 2.OKR 3-1. Heaven 3-2. Hell 4. Problem Solving 0. Check-in 0. Check-in 1st day 2ndt day 0. Check -in 1. Elevat or Pitch 2.OKR 3-1. Heaven 3-2. Hell 4. Problem Solving 0. Check-in 0. Check-in 1st day 2ndt day
15. 1st date - Aligning with Goal Check-in : how do feel now? And why? Takashi 3 Busy Yu 2.5 Confusi ng Kim 4 Good Weather Seon 4 Perfect Park 2 So Busy Ice breaking Identification Align with Goal Elevator Pitch Nika 3 Just Wedne sday Ambiguity “Quality” More info about Quality Guideline Need to Re-set “Competitor” High Level OKR Low Level OKR For [LINErs] Our product [LINE 00 System] is [Standard System] that provide [Standard, Efficiency] Unlike [other company’s system], Our product is [Standardization, Easy, Communicative] Objective Key Result Global Standard High Standard Efficiency System Objective Key Result Index High Standard Standard Guideline 50 Y/N Global Standard Committee Website Renewal Y/N Efficiency System FAQ Menu Y/N Y/N Official Request Channel System Promotion Workshop Region OKR(Objective + Key Result) : make consensus for Our Goal : Aggressive Goal with Key Factor to measure achievement : indicator for Key Result 1 2 3
16. 2nd date – Risk Identification Early Risk Identification Futurespectives Heaven Heaven & Hell : Imagine Best(heaven) & Worst case(Hell) during Project Introduction : Please use sticky note size L : Use Yellow color for Heaven : Use Red color for Hell Hell Problem Solving : Imagine and discuss why these worst cases are expected and how we can solve it. Easy System for New LINEr Decrease Productivity Problem Cause Solving No one needs to use our system Decrease Productivity Common Consensus Faster decision making with our system No one needs to use our system No Important Artifacts Complicated process difficulty User Needs Not common System Learning Curve Understand Current state Flexible system Regular sync? Sponsorship Adapt Feedbacks Simplify Exception Case 1 2 3 4
17. 3rd date - Scoping Key Customers User Mapping : draw entire flow that key customer get key value with us : identify which feature with ability we can provide to customer : identify problem & weakness on our feature and ability Product Managers Engineers Designers Connect with LINE App Guide building & Managin g Library Define Specifica tion On Stage Key Values Back Stage Consistent guideline High Quality Increase Productivity Fast build Handle Q&A Process adaption managing Communic ation channel Website Specification Managing translation Website Design Low communic ation cost Decrease resources Reliability standard Standard Guideline Library Guide for Development Website Review inquiry 1 2 3 4
18. Final date #1 – Clear R&R Category Job Product Library building & Managing Library C/I R/A Define Specification Handle Q&A R/A Standard Guideline Review inquiry R C/I Process adaption Managing Comm channel R Designer R/A C/I R/A R C/I I Engineer I I C R C/I I Operation I C/I R R I PM I R R Sponsor I Connect with LINE App Guide R R Managing translation R/A Website Design R C/I C/I A I Website Specification R C/I C/I A I Progress Report C C C C R A/I Meeting Arrange R R/C R/C R/C R Roadmap & OKR C/I C/I C/I C/I R A Dev Guide Common RACI : make sure Role & Responsibility for each Tasks R : Responsible A : Accountable C : Consulted I : Informed Website 1 2 3
19. Final date #2 - Closing Check-out : how did your feel change after this workshop? Takashi 3->4 Busy but Good to hear various opinions Yu 2.5 -> 4 Opportunity to make Consensus Kim 4 -> 4 Good workshop! Seon 4->4 Perfect hungry Park 2->4 So Busy but Nice Workshop Nika 3->4 Wednesday gone
20. Strongly Agree Agree Neither Agree nor Disagree Disagree Strongly Disagree Agree with Result of Inception Workshop? R&R of Project cleared? Recognize Goal & Objective of Project? Scope of Project cleared? Evaluation Inception Workshop
21. • Consensus Making • Scoping • R&R Clearing Archived?
22. Inception Workshop Still Useful? • Project Health Check(June.2020)
23. Inception Workshop Still Useful? • Project Maturity Check(Jul.2020)
24. Inception Workshop Still Useful? The Inception online workshop was very effective for our project, and it was an opportunity to set project goals and align all members. Action items to be done in the future and R&R of members have become clear and the speed of work is increasing. - Product Manager. Oct. 2020
25. Wrap up
26. Tips for Online Facilitation Using Zoom(Video Conference Meeting Tool) Gallery View Kim Shin Park Lee Youtube Starbucks café music Wired earphone Keep Answers Coming Lee Keep a Time Limit Keep on Track 2hours per each session Wrap up, Quick Intro Early Prepare & Share 0. Check -in 1. Elevat or Pitch 2.OKR 3-1. Heaven 3-2. Hell 4. Problem Solving 0. Check-in 0. Check-in 1st day 2ndt day Ground Rule Check-in/out Iterative Session Facilitating Participants
27. Tips for Online Facilitation Using MIRO(Online Whiteboard) Practice Description Instruction Guide Frame. Group. Lock Proper Sticky Note Color Use Shape to review
28. Thank you