I was inspired by this tweet from Dave Nicolette to talk a bit about what I look for when hiring Agile professionals.
Understanding the value of Agile coaches
While I have been working exclusively with Agile techniques since we adopted Extreme Programming at a start-up where I was the development lead in 2000, I had never encountered a team-aligned full-time Agile professional before I joined Spotify in 2013. My prior experience with Agile was always that the team was responsible for it.
As a development lead, I was the XP coach when we did Extreme Programming. When my teams chose Scrum, I might take the role of Scrum Master, or it was the Program Manager, someone else on the team, or float between multiple people.
When I came to Spotify and found that I had three Agile coaches in my tribe, I was first a bit skeptical about the role. The coaches I worked with were not program managers, not scrum masters. They didn’t “lead” Agile in the teams with whom they worked. I wasn’t sure what their purpose was.
I first came to understand their value when one of them went on an extended vacation a few months after I started. At Spotify, I had found the most advanced and mature implementation of Agile/Lean product development at a scale that I have ever seen. I knew the coaches helped this, but I wasn’t sure how.
The coach went on their vacation, and everything kept going on as usual for a while. I would visit the stand-ups, and teams were adding stories and tracking them across the boards. One day I sat in on a squad’s stand-up and noticed that they had added a couple of swim lanes to their Kanban board. They now had more swim lanes than developers—a big red flag.
Over the weeks the coach was gone, the teams slowly slid into some bad habits. Velocity started to slip. I did my best to make them aware of this and get them back onto better paths, but I couldn’t be with each team enough.
The coach came back from vacation, and within a week or so, things were back to their high levels of performance. I wanted to see how he did it, and so I watched the ceremonies when I could. He didn’t cajole or quote Agile texts at them. He gently reminded them what good looked like, lessons they had learned in the past. He asked them many questions around why they thought what they were doing was a good idea. He didn’t “fix” them. He got them to fix themselves—a true coach.
Now I understood the value of the Agile coach role.
Good coach, bad coach
As Spotify grew and the number of Agile coaches in the company swelled, I also got to see some challenges with the role. Some coaches were highly effective and some less so. I had been lucky to start with three excellent coaches in my team. Some of my peers struggled with the coaches in their organizations.
As I came to understand the characteristics of the coaches that I found successful, I started to look for those qualities as we hired into our team. I have continued to look for those qualities as I have created those roles at companies in the US and UK where the role of Agile Coach (versus Scrum Master, Delivery Manager, or Agile Project Manager) is still novel.
Before I enumerate those characteristics, I want to make one point about careers as an Agile professional.
It is a tough job.
In many parts of the world, full-time Agile roles are very hard to come by. Mostly, companies hire Agile folks on a contractual basis. So, most Agile people have to string together six- or twelve-month stints at various companies trying to earn a living.
After reviewing hundreds of CVs in the US and Europe, the same companies show up often. These companies are always the ones who are in year X of a one-year Agile transformation program. Those are soul-crushing gigs.
The stringing together of short-term jobs can lead to a consultant mindset. These folks have the wisdom from having to jump into hostile environments, trying to survive. They have seen many mistakes that companies have made. Few have held the more extended roles where they have not only got teams functioning in an Agile way, but also helped them to evolve to a much better level. Their experience is broad, but not deep.
It is vital to keep that in mind as you review applicants, you need to understand their world and watch out for folks who have gotten stuck in that short-term mindset.
What I look for when I hire Agile coaches
A product development background. It isn’t critical which specific history the person has as a developer, tester, product manager, UX designer, engineering manager… I want to see that they had direct experience shipping a product. Agile roles have been around long enough that people can be trained in them in school and go right into the profession. From my experience, Agile people without experience building products can have a hard time making the trade-offs that are sometimes necessary. They may focus too much on the “how” without understanding the “why,” “what,” or “when.”
Broad knowledge of Agile frameworks and techniques. While the core of Agile thinking has been around for many years, new practices and methods continue to evolve. Like any profession, I look for a candidate to demonstrate that they are not only keeping up but are interested in what is happening in their field.
Experience growing a teams’ proficiency over time. As I mentioned above, many Agile professionals get stuck in an endless series of Agile transformations at different companies. While this is a valuable experience for an Agile consultant, it isn’t that practical for someone coming into a long-term role.
Pragmatic, not pedantic. Pragmatism is something I look for in everyone I hire. I would not expect this to be an issue for an Agile professional, but I have interviewed people whose definition of what was or was not correct was defined by a single book.
Knowing what good looks like. The characteristics of a high-performing Agile team are incredibly context-dependent. There is no single way to be an effectual team. So how do you convince teams to invest in improvement? You need to give them the vision of what they can be, which means that you need to know what “good” looks like.
Knowing what bad looks like. The converse of knowing what good looks like is knowing what bad looks like. I want to hear what the candidate identifies as harmful patterns in a team. The patterns they identify, help me understand how they look at teams. I also want to listen to their techniques for breaking teams out of these patterns. I want to hear what has worked and not worked for them.
A desire to build something bigger than themselves. I want to see some ambition in a coach. Not just to get a group working well, but to redefine what a group can achieve with the right support. If a candidate thinks their job is complete when the team has regular ceremonies, a groomed backlog, and a good flow of tickets, they probably aren’t what I am looking for.
Experience working with cross-functional stakeholders. Too many people view Agile as a software development thing, with defined boundaries aligned to the engineering team. Successful Agile organizations interface with the whole company, even if those functions do not choose to work in an Agile way.
Building an Agile coaching practice in your organization
If you want to build a new Agile coaching practice within your organization, it is best to start slow. Hire one coach, work with them to establish what the role means within your company. When the organization demands more time from them than they have to give, it will be time to hire a second coach, and so on.
Each coach should be able to support multiple teams, especially if you want the teams to own their practices instead of the coach (this is one reason why the coach should not be the scrum master for the groups they work with). Working with multiple groups also helps give some visibility across the organization about the quality of Agile practices and is an excellent conduit for best practice sharing.
You may have over-hired on coaches when the Agile coaches end up driving their deliverables and organizing their work as a function. That may mean that the coach to team ratio is off.
If you are serious about evolving your Agile practice as an organization and improving the quality, efficiency, and happiness of your teams, hire an Agile coach.
One of my family’s quarantine projects is re-assembling all my daughter’s old Lego sets. The pieces from the sets are in several large storage totes, mixed at random from years of building and taking things apart. As I was digging through a box today looking for some specific piece, I started noticing the system I had started to use.
As I looked for a piece, I would start to collect identical pieces and join them up. Joining pieces allows me later to find those pieces later more efficiently, even if I put them back into the box. It also reduced the number of pieces I would have to sort through to find anything. I do this unconsciously because I have done this ever since I was a kid.
Today I realized that this was a perfect metaphor for paying down technical debt.
Grouping the Legos as you are building means that you take a little bit longer on the sets you make at the beginning, but each successive set gets faster. Not only are there fewer Legos to sort through, but the Legos that are there are becoming more and more organized.
When working in a code base that has accumulated a lot of technical or architectural debt, cleaning things up as you go means that your velocity increases over time. Ignoring technical debt is like adding a few random Legos to the box as you take pieces out. Not only does it not get simpler or faster. It gets slower. Eventually, you have to go to the store to buy a new set because it is just easier than finding the pieces for the old one. Or worse, you have to go to eBay and pay twice as much for the same set because Lego stopped manufacturing it. (I am probably abusing the metaphor here.)
I’ve also been thinking about the difference between building a set by pulling out Legos from a big box versus building a brand-new set.
When you build a new set, the pieces come in smaller bags. Lego numbers the bags, so you only need to open one at a time to find the parts you need. Bigger sets may have multiple instruction books, also ordered by number.
The grouping of Lego pieces into bags is a metaphor for Agile software development.
By narrowing the scope and limiting the options, you make the work go faster, even when the problem is involved (like one of their expert models).
The next time you are trying to explain to your product manager (or anyone) why you need to add more tech-debt stories into the backlog even though it means a feature will take longer to deliver, bring in a big box of Legos as a teaching tool. If it doesn’t work, you’ll at least have a fun team meeting…
I was the Chief Technology Officer at Avvo from 2016 until 2018, when the company was acquired. One of the proudest achievements of my tenure there was building a more diverse and inclusive technology team.
While I have spoken a bit about our efforts before in talks, I haven’t written about it. Even though we had done well, I hadn’t achieved the ambitious goals I had set when I joined the company. I was always hoping to do better at my current company, and then use the wisdom from building more diverse organizations multiple times to provide higher-value insight.
Given current events, I hear from friends at tech companies that they are re-evaluating their lack of diversity. They want to improve. While companies have tried different tactics for years, we haven’t made much progress as an industry. If you are trying to address diversity for the first time, it is a daunting task. It is easy to try some things, make no progress, and then give up.
This article isn’t a prescription for improving diversity at any technology company. It is a case study for how we grew diversity at Avvo. The different strategies we employed may be useful for your efforts. They may just inspire you to try new things that are appropriate for your company and culture.
Avvo is an online legal marketplace connecting consumers and attorneys in the US. The company overall was fairly diverse from both a gender and a race perspective. When I joined in 2016, the technology team was a different story.
At the start of my tenure, the organization was not very diverse, as displayed in the charts below. Additionally, there was no one from any under-represented groups with a management title in the Technology team.
The team’s status quo was not the result of overt discrimination, but it did demonstrate a lack of prioritization of diversity, inclusion, and reducing unconscious bias.
My vision for the company was to make it an exemplar of diversity and inclusion within the region. I wanted to not only make Avvo’s technology team diverse to prove that it was possible. I also wanted to show that a diverse group is more than capable. I knew that we could use our diversity as part of our employer branding, helping us stand out in a very crowded market for talent.
Making Improving Diversity a Priority for Technology
I set the tone I intended to take as part of my interview process for the role. I didn’t want any potential for disputes between the rest of the senior leadership and me.
Once I had accepted the job, I had a multiple-month notice period with my former company. I used the time to talk to the Director of Engineering and head of recruiting to prioritize diversity in hiring, set expectations, and start building a better pipeline.
Building a Coalition and Setting Expectations
If you are working to build a more diverse team, you have to get recruiting as your partners on the effort. While it may seem natural, it is not. Recruiting (especially external recruiters) are incentivized or measured on their ability to close roles as quickly as possible. Most recruiters I have worked with are delighted to help find diverse candidates, but it is critical to let them know you understand that it means it will take the whole process longer. It is also essential than their managers understand this.
If you have hiring managers reporting to you, you need to get them on board and excited about this effort as well. One measure of a manager is their ability to hire well. Being serious about diversity will likely mean that they will take longer to fill roles for their team.
You may need to assure them that you will take this into account if they miss their KPIs. You cannot set-up or hold conflicting goals for your managers. If you cannot prioritize building diverse teams over hitting KPIs, you will likely fail at both.
One way to handle the increased time to hire is to start sourcing for a role much earlier than scheduled. Spend the time before the position was supposed to open only looking at under-represented candidates. Create an agreement with your manager that you will be able to hire them if you find a suitable candidate early. If you reach the planned opening date for the role and you haven’t located anyone, you can open the pool to your normal channels without losing time.
Your manager will also need to understand the potential impact of a diversity hiring focus on your KPIs.
With your manager’s support, create a reasonable KPI or OKR as your goal to track your efforts. The OKR should give you not only a target but also some cover if there are challenges to some of the tradeoffs you may need to make because you are hiring more slowly. Share your goal with your team. Update them on your progress regularly. Transparency is essential but also helps to enlist the rest of your team doing their part to help achieve the goal.
At Avvo, my diversity goals were part of my OKRs. I shared our progress with a monthly update to the organization. This repeated communication demonstrated the level of importance I placed on this goal and showed our improvement in real-time.
The good news is that as you make progress towards your goal, your time-to-hire will come down while maintaining or increasing your diversity. It does get easier. You will soon stop making tradeoffs as you continue to improve.
Fixing the Interview Process
When I joined Avvo, the hiring process involved multiple pre-interviews, a do-at-home coding challenge, a review meeting, an in-person interview loop, and a follow-up meeting. The process may have taken a single candidate over a month to get from the recruiter’s first e-mail to an offer. Even without taking diversity into account, it was not an efficient process for a company that wanted to grow.
The Avvo process kept inappropriate candidates out by design. It did not find appropriate candidates, however. In machine learning parlance, the false rejection rate was too high to avoid raising the false acceptance rate. If you are trying to screen out, you miss a lot of good people. Often, biases are part of the filters. Those biases reinforced the lack of diversity.
The state of the current process gave me a license to make some drastic changes. I had the support of the recruiting team and many of the managers. They all had stories of losing good candidates because of the length of the process.
There were some employees and managers who defended the status quo hiring process as required to maintain the quality of the development team. Luckily, they were in the minority. After hearing their position and discussing it with them, I decided to move forward, knowing that I had the support of the majority of the group.
Removing the Coding Challenge
Many companies believe in the at-home coding challenge as a critical way to establish a candidates bona-fides before investing too much time in them. Many sources discuss the problems with coding challenges from a diversity perspective. The arguments against the practice that resonated with me were the following:
Candidates will often take much longer to complete them than companies expect them to. The Avvo guidance was that the candidate should spend no more than two hours on the challenge. One candidate estimated that he spent 12 hours on it. He wanted to make sure that he did well.
A coding challenge is unpaid labor with no value for the results. The demand sends a message that the company places no worth on the candidates’ time. I do know that some companies pay candidates a nominal fee for completing the challenge. I encourage this, but eliminating the challenge also solves this problem.
Not all candidates have sufficient time to work on coding challenges. If a candidate is on a job search, they may get challenges from multiple companies, each with an expectation of hours of work. A candidate may already work at a stressful job or multiple jobs. They may be a caretaker to children or other relatives or have a long commute so that they can live in an affordable home. The candidate may have other issues that require their time. The challenge can be an unreasonable burden for those people.
A coding challenge requires that the candidate have the equipment and connectivity to complete the project. This requirement may not seem like an unreasonable expectation for a software developer, but not every developer may have the economic or personal safety to make this happen.
The combination of all of the above creates a bias towards people who do not have significant constraints on their time and finances. Those biases reinforce and perpetuate the lack of diversity in the industry.
As part of the hiring process, it is still critical to understand a candidate’s technical maturity. We replaced the coding challenge with multiple in-person challenges during the interview loop described later in this article. To not overwhelm our interviewers, we focused on making sure that the recruiter and hiring manager screens established a high culture and technical bar. This expectation on the screening required training the hiring managers on questions to ask for candidates at different levels. As we got comfortable with this process, the new screening process achieved an equivalent level of success identifying candidates while increasing diversity in the candidate pool and significantly decreasing the time-to-hire.
The Interview Loop
There are many articles on reducing bias in the interview loop. We combined the ideas that we felt resonated the best with our culture as well as some of the best ideas I had experienced from prior companies.
We required that anyone participating in the interview loop participate in two training sessions:
An overall interviewer training that myself and the head of recruiting for my team presented. This training included much of the standard content of a traditional interview training effort.
An implicit bias training led by someone from Ada Developers Academy (a Seattle developer training program focused on women and gender-diverse people). We had hired interns from Ada, and their mentors were required to take this course. It was so valuable that we made a deal with Ada to present that class at Avvo from time to time to help with our interviewer training.
We also required that anyone participating in interviews got qualified on the interview questions.
A group of developers for each of the different disciplines got together to create two or three technical problems to solve reflective of the type of work they did every day. Each question had a set of representative answers in a 3×3 grid. One axis represented the candidate’s experience level. The other axis was unacceptable, acceptable, and excellent solutions.
We asked the same questions to any candidate regardless of the level of the role or their experience level. Over time, we added to the set of representative answers as we heard new answers from candidates.
To train on the question, ideally, the interviewer would attempt to answer the problem themselves. Then they would observe a trained interviewer working with a candidate on the challenge twice. Then a trained interviewer would watch them working with a candidate on the question themselves.
Only once all those steps were completed could the person interview candidates. Any trained interview could interview for any team hiring for a role in that discipline. There was no level required for an interviewer.
The Interviewer Panel
We made sure that there was at least one person from an underrepresented group on any interviewing panel. This requirement was challenging at first. Some of the interviewers ended up having many interviews to do.
We felt it was important for two reasons. If we were interviewing someone from an underrepresented group, they would see someone like themselves and would be able to ask questions (if they wanted) about their experience. If we were interviewing someone, not from an underrepresented group, we would potentially catch any red flags that indicated that they might have challenges in a diverse environment.
This practice turned out to be very valuable.
As the interview training required shadowing, almost every interview would have two people from the interview panel. One person worked with the candidate, and one observed the discussion. This pairing meant that the hiring manager got two interpretations of what happened in the meeting and how the candidate responded to different questions. Multiple perspectives were beneficial in reducing the effect of any interviewers’ biases.
We offered to let candidates bring their tools if they chose so that they could be comfortable rather than presenting the candidates with an abstract problem and having them solve it on a whiteboard or a company laptop. The interviewer and the candidate solved the technical challenges collaboratively. This approach mirrored the way that many teams at Avvo worked in a pair-programming style. The goal was to recreate, as much as possible, the actual working environment of our teams.
Gaining Credibility as an Inclusive Technology Employer
Improving our interview process alone wouldn’t make a significant difference if Avvo was not visible in the market as a company serious about diversity and inclusion.
The team already had multiple people volunteering at the Ada Developers Academy but had never hired an intern. We hired our first two interns from Ada in their next cohort.
We followed that by joining the new Washington Technology Associate Apprenti program (a registered technical apprentice program focusing on underrepresented groups and veterans). We hired two apprentices from the first cohort of that program as well.
We always hired interns and apprentices in pairs because we wanted to make sure that they would have someone else going through a similar experience that they could use for mutual support in addition to their Avvo mentors.
Working with these programs let us partner with people deeply enmeshed in the community. We wanted to learn and listen. Working with them also introduced us to their volunteers, often experienced developers from other companies who felt strongly about increasing representation in technology.
Along with our partnership with training programs, we made sure we attended the local meetups for underrepresented groups. Either one of our recruiters, engineering managers, developers, or I would attend these meetups to listen and understand the challenges that these groups faced in the industry. We networked as well, but only tentatively at first. We wanted to establish credibility and not just come to a single meeting and disappear.
The sustained efforts to become a part of the community taught us a lot and raised awareness of what we were trying to do at Avvo. Candidates would apply and mention the different people that they had already met at the company. Avvo was already hosting meetups for different technologies. Those meetings eventually started to become more diverse as candidates from underrepresented groups visited to see our offices.
Evolving the Culture
The focus on increasing diversity did not have universal support. When I joined, the technology team culture was not very inclusive, and some were resistant to making any changes.
I continued to educate and discuss, but I also continued to push firmly forward.
Our agile coaches and I taught new, more inclusive facilitation techniques for meetings and discussions. One of the senior managers started a mentoring program for everyone in the organization designed to support everyone, but especially those who might feel impostor’s syndrome.
Eventually, those who were not interested in the new culture decided to find other opportunities. In the end, this was a relatively small percentage of the team. Most were interested in being part of the new culture.
In under two years, we increased the percentage of women in the technology team from 17% to 27%. We increased the percentage of Black, LatinX, and multi-racial people from 2% to 11%. Our age diversity also improved significantly. We did this while increasing the size of the team by nearly 50%. We also significantly improved our employee net promoter scores during this time.
If one thing stands out to me about what we accomplished during this time, it is a question asked by one of our developers during a town hall right after our acquisition. The town hall was hosted by the acquiring company’s executive team to answer questions from their new employees. The Avvo developer said, “we are very proud of the diversity of our technology team at Avvo. What efforts have you put in place to make sure that your team is diverse?”
There are several people mentioned in this article by title. I do want to acknowledge them here as this was always a team effort and would not have been successful without their involvement and leadership. Specifically: LaQuita Hester, a fantastic recruiter dedicated to improving diversity in the technology industry; Hunter Davis, Director of Engineering and the creator and guide for our mentoring program; Justin Weiss, Director of Engineering; and Leslie Zavisca, Engineering Manager.
Many, many others were instrumental in ways large and small. Every developer, tester, data scientist, and manager helped.
I also want to acknowledge my executive team peers who had built an excellent company and supported me as I brought my team up to a level of diversity closer to what they had created. My executive peers were Mark Britton, Eric Dahlberg, Monica Williams, Bhavani Murugiah, Sachin Bhatia, Kelly McGill, and Jason Moss.
If you are lucky in your career, you will have a few good bosses. They are people who inspire you and teach you how to be a better developer, manager, or person.
Manny Vellon was my first boss at Microsoft. Since leaving college, I had a string of good jobs, but not the best managers. I was a bit raw and somewhat guarded by my experiences.
I was the third person to join the team. There was our Director, Manny as Development Manager and me, so for the first few years, I got to work very closely with him. He had already been at Microsoft for several years in the Developer Tools team, so he had survived and thrived in a callous and competitive culture.
At first, I just respected his programming skill and knowledge. We were building the initial code together. I was amazed at the effortless way he would jump down into the assembly when he needed to understand why some bug was happening.
Once we started making more progress and started meeting with other teams, I was blown away by how he handled the often-tense situations.
Microsoft in the mid-90s was still in its heyday of competitive culture. Disagreements were handled by being louder, making threats, or sneaky political moves to undercut other teams.
In these settings, Manny was the vision of calm confidence, transparency, and good humor. If this didn’t diffuse the situation, he would calmly take apart whatever PM or DM was threatening our team or pounding their fist on the table. They would be left trying to maintain their dignity and backtrack as quickly as they could. He wasn’t cruel or mean. He was firm, he was interested in what was right and would accept no less.
As soon as one of these meetings ended, Manny would be right back to his jovial, wise self.
He was transparent, but not in an obvious way. It was just who he was. He didn’t feel the need to guard information. He knew that I could do my job better if I had the complete picture.
He pushed me to be better, to be more ambitious in my goals. He modeled those expectations himself. If we had a deadline, he was always there, with the rest of the team. Doing whatever he could to push us to hit our commitment. If I got something done but could have done it better, he would challenge me to take it to the next level. Always with humor. He made me feel like it was important to him that I grow. He considered that responsibility as my manager seriously.
A lot of who I am as a leader today comes from the lessons he taught me and what I learned from watching him work. Anyone that has worked with me since then has heard me tell a Manny story or three.
Manny Vellon died on May 27th while hiking.
I had lunch with him a couple of years ago, and I told him how much he meant to me. I am very grateful that I did that. I wish I had kept in better touch with him over the years. I know that there was a lot more I could have learned from him as he moved from Microsoft into starting his own companies and being a CTO.
My deepest condolences go out to his family and friends. There has been a massive outpouring of stories and emotions from the people he touched over the years. My own experience is hardly unique.
In the Seven Habits of Highly Effective People, by Stephen Covey, he asks you to imagine your funeral. What will people say about you? What would you hope that they would say? I hope that Manny would see how he positively touched the lives of so many and be content.
My intent with writing this is not just to tell you about a beautiful and inspiring person but also to charge you with that kind of influence on others.
If you are a manager or leader, the behavior you model, and the lessons you impart can change the direction of the people around you. Positively and negatively. What are you modeling? What are you teaching?
If there was someone like this in your life, a teacher, manager, mentor, or friend, tell them. You will be glad you did, and it will mean a lot to them.
If your company is starting to plan for getting back into your office, now is a good time for you to schedule a personal strategy day.
In the whirlwind of the day-to-day work, it is often hard to carve out time for something that does not have a specific deliverable. Working from home can be even more challenging because of the additional pressures of helping your family. In the tech lead training program I am doing at Onfido, we are currently discussing how to be more strategic leaders. A familiar dictum of strategic thinking is the criticality of taking the time to think and plan.
The Personal Strategy Day
Liminal spaces are the transitionary spaces between things. In the liminal space between moving from working at home to being back fully in the office environment, you have an opportunity to try something new—a personal strategy day.
Block out a day in your calendar as people start moving back to the office. There will be some turbulence then as everyone is transitioning. It is the perfect time to start thinking about what you want to accomplish for yourself and your team before the whirlwind starts up again.
The Personal Off-site
Companies schedule off-sites to get away from the distractions of the office. If you can find a “third place” (a place that is not your office or your home) where you can focus, that is ideal. If not, book a secluded conference room in your office, or find an empty desk far from where you usually sit. If you are still at home, let your family know you are working, and need some blocks of focused time.
Don’t read your e-mail. Don’t take any meetings. Your job on that day is to think and plan. To help me focus, I will usually print out whatever supporting materials I think I need and work on paper to avoid the lure of the notifications and other electronic distractions. Think of this as a gift of time and focus that you are giving yourself.
What to consider
Think of the time before the lockdowns began. You may have just been starting on your 2020 commitments and deliverables. What was going well then? What were your concerns? Now think through what you have learned about your team, the work, and yourself during the lockdown. What do you want to keep, and what do you want to discard as you go back to the office? What about the industry you are in, and the world at large has changed? What new pitfalls and opportunities are there? Now think ahead to the rest of the year. What new goals should you have for yourself and your team?
Take notes. Write things down. You will want to refer to them as you go through the year to revisit or remind yourself of your thinking.
Now make a plan. Not too detailed because the world is going to keep changing. Detailed enough that you feel as if you have something against which to execute. Write that down also. With milestones, if possible.
Finally, think about the process you just completed. Did it work for you? Would you do it again? If so, what would you change next time?
Retrospect and Revisit
This whole process may take anywhere from a couple of hours for you to an entire day. Don’t be too preoccupied with the length of time you spend. You are starting to build a practice of taking time for strategic thinking, so this is about taking more time than you have before.
If you found this valuable, you may want to plan your next strategy day for six or twelve months from now. Again, block it out in the calendar early and protect that time!
You may also find that it is good to schedule smaller blocks of time, weekly or monthly, to revisit your plan, track progress, and make adjustments. These blocks of time are strategic thinking too!
If you struggle to keep time for strategy, building a structured approach like a personal strategy day may help you create a practice. Using the liminal times like transitioning from lockdown back to whatever it is that comes after is an opportunity to block and protect time. The liminal times are also crucial for strategy because your past assumptions are likely no longer correct, and there may be some opportunities or challenges that weren’t visible before.
I’ve spent the last several years building a structured personal strategy process for myself. Many people have inspired my practice. Their suggestions may inspire you as well.
The planners from the Ink+Volt team helped me build some structure around my strategy, and also regular time to revisit and update it. Kate Matsudaira (who is also a very established technology leader) provides useful structured planning and strategic thinking documents in her newsletter and on their blog. https://inkandvolt.com/blogs/articles
In September of 2019, I gave a talk “Developing Your Developers: Constructing Career Paths For Your Technologists” at the Honeypot Hive Conference in Berlin, Germany. The slides from the talk are below. There were many questions from the audience that I didn’t have time to answer. The questions and answers are here. The talk was recorded. I’m hoping that the video will be posted in the near future.
How the organizations you worked in were going about diversity recruiting? What kinds of initiatives were being taken?
In companies where we have had made good progress on diversity recruiting, we used a few different initiatives:
Made it clear to the organization that it was a priority by regular communication, and updates on our progress
Engaged the recruiting team to ensure that hiring pipelines included a reasonable slate of candidates from underrepresented groups, even if that meant taking longer to fill the role.
Incentivized external recruiters with bonuses when we hired candidates from underrepresented groups
Actively participated with external groups supporting underrepresented people in the industry
Ensured that every hiring pipeline included a diverse panel
Can you give an example of what you retroactively changed in a career framework without being too intrusive?
At Spotify, we created a new framework where there had been none. At Avvo, we completely replaced a very traditional structure with one more suited to our culture. At Onfido, we are currently evolving our framework. We are making conscious deltas from the previous career-pathing model to support how our culture has evolved. We have clear goals and will follow the path described in my talk to make sure that the team understands and supports the changes.
How did you test the distribution?
We tested the distribution by doing an exercise with all the managers where we did a preliminary slotting of each person into what level we thought they would go into, including doing a calibration across teams. We then compared the resulting distribution with the one we expected to have when we designed the framework. This simulation also served as part of the training for the managers in the organization.
How do you roll out an updated growth framework in a company where you have something in place? Do you then re-map existing people within new levels?
You should roll out a new framework in a similar way to creating a new structure from scratch, but you should make the process of how you will map from the existing framework to the new one explicitly part of the plan. The mapping will be unique to the old and new pathing models, but you should do a calibration step to make sure that people get mapped fairly.
A lot of companies do give you more money only when you threaten to leave. Should people be rewarded for staying also when they don’t get promoted with a title?
If the only way for an employee to get a raise is for them to threaten to leave, then the company’s compensation system is broken, and they will struggle to retain employees.
Do you think there is a possibility to develop an application for career development? (If yes, let’s meet :))
I know of one, https://www.progressionapp.com/, our design team uses it at Onfido. In general, it is hard to develop a career development tool that would be useful for multiple companies because, by requirement, it would need to be generic. I’m advocating for each company to build a unique career development framework. So, there is a mismatch there.
Is there a single company doing all of this well?
I think that many companies do this well. I only have direct experience with the ones that I have worked at, though.
Thank you, Kevin, for your interesting speech. I don’t have a question but as introvert I wanted to thank you for bringing up this issue.
You are welcome!
What about the people who are not promoted, do they have to work on continuous improvement to reach the goal.? Or are they considered as under achiever.
That will be contingent on the company culture. Some companies have an “up or out” culture that expects people to be continually working towards the next milestone in their career progression, or they will be moved out of the company. Other companies support folks who do not choose to pursue the next level. It’s a decision that must be incorporated into the design of the framework itself.
What to do when someone wants to be a manager but is clearly not going to be a good manager – how do you present other options to them?
You should have tracks that support people who want to remain and progress as individual contributors as well as those who want to move into management. If people can move forward in their careers in either track, then there is no pressure to move into management to advance in their career.
If you have good IC and manager paths and someone wants to move into management even if they aren’t suited for it, then you can have an honest conversation about how you see their skills relative to the role that they want.
You mention candidates having all the criteria for the next role. In some cases is it not impossible to have this without experience in the next role?
It is the responsibility of the manager to help people progress in their careers by allowing them to grow by taking on additional responsibilities when they are ready.
The manager should be giving the employee chances to get the experience needed to progress.
Any tips on creating a meaningful growth path in a small company without much hierarchy, where vertical growth is very limited?
In a smaller company, people can feel meaningful growth and career progression without a formal career path. If you do create a career path, you have to build it so that people can progress even without company growth.
Rather than building a career path, instead, focus on making sure people have opportunities to learn new things and take on new responsibilities and then find ways to celebrate them when they do. You can give people meaningful milestones in their personal development without having to make a formal career path.
This mostly considers a straight or slight forking line of development. What about moving across the business. A dev becoming product etc. How do you roadmap?
You can decide if you want to support this in your career pathing design explicitly. It does not tend to happen that often, so unless you want this to be part of your culture, you can probably treat it as an exceptional case.
If you don’t want to be explicit about how to transfer between functions, you can have people apply to the role they would like to switch to and evaluate their level against the new career path just like any candidate.
How can you make an attractive offer in regards to career development for developers? Can you give some concrete examples?
Make your career path and core parts of your culture public, given documentation on them to candidates. When you interview the candidate, ask them where they want to go with their career and then discuss how your career pathing framework can support their development.
I’m not sure I understand what you mean by concrete examples here. Feel free to clarify in the comments.
Would you recommend including values into the promotion process? If yes, how?
Your company’s values should be part of your career pathing framework and, therefore, part of the promotion process. If your companies values are not part of your career pathing, then you send a message to the organization that the values are not real values.
One way to tie the values into the pathing is to think about how each value would be demonstrated at progressive levels of professional maturity and use that as part of the requirements for each level.
What do you think about creative naming of roles? A lot of companies are renaming roles to make them sound more exclusive etc does this confuse career paths?
At this point, I think software engineering titles are so polluted from title inflation that it doesn’t matter what we call them anymore.
There are two benefits I see from using a more “traditional” title naming scheme. One advantage is that the job posting is easier to find, and when a recruiter contacts a candidate about the role, it may make it easier to decide if the candidate approaches them back. The second benefit is that people may have a title that they are mentally aiming for, “Principal Developer” is more likely to be someone’s career goal than “Master of the coding arts.”
You can always choose to have internal and external titles. One is the title that people inside the company use when talking to each other, and the other is the one that people use when talking to external people. People will do that naturally when speaking to outside people anyway, rather than try to explain some unique title naming scheme.
How do you make sure we don’t bias towards the people we have now, while ignoring the people who may join in the next year with different motivations?
If you have experience working in companies at different stages, you can try to anticipate what the next set of joiners may want, but it is probably a futile exercise. Focus on the company you are today. Make sure that you revisit and revise your career pathing framework with a reasonable frequency so that if it doesn’t perfectly align with the motivations of a new joiner, then they know they will have an input into the next iteration.
My last company decided to create a career path when I asked and for me that was a red flag. It means they were not thinking about employee progression. Agree?
Without more context, it is tough for me to make a sound judgment. In my talk, I make the point that you can create an employee progression framework too early. The company needs to move from the phase of “will the company exist a year from now?” to “what will my role be if I choose to stay another three years?” If you are asking the second question at a seed-stage startup, you are probably in the wrong place.
Many companies treat tech career pathing by intertwining seniority and leadership. What about people who want to grow and not lead? There can only be one CTO?
I am going to rephrase your question in the way that I believe you intended to ask. Please correct me in the comments if I got it wrong. I think you meant “intertwining seniority and MANAGEMENT.” I expect senior individual contributors to be technical leaders just as much as I expect senior people managers to be leaders.
In my talk, I make the point that companies should not intertwine these two things. There should be an individual contributor track and a management track, and as much as reasonable, the responsibilities and pay should be comparable, right up to the C-level.
As you say, there can be only one CTO. However, there can also be a Chief Architect, who may not be part of the executive team, but who has a level of responsibility and leadership equivalent to an SVP or similarly senior role.
When you have built a well functioning engineering team and things have stabilized, how do you keep career progression open?
I have been privileged to work in some very stable, well-functioning engineering teams, including people with multiple decades of tenure.
The biggest challenge to keeping career progression open is an unhealthy retention rate (too high), especially if organizational growth is near flat. I have seen this create a problem in an organization where up-and-coming talent leaves because they have a cap on their growth since there are no senior roles available. This describes one company I left after several years of very positive career growth. I knew that I had reached a level where I would be stuck, potentially for many years, because there were no roles likely to open above me for some time, and the company kept headcount flat year over year.
The best thing you can do in that situation is to help your up-and-coming talent find new roles outside the organization, and then keep in touch with them, so that when a senior role does open up, you can hopefully get them to return.
How do you know an idea is worth stealing/it makes sense in your organisation?
Has the idea worked in an organization your size? Do you see it scaling up or down to your dimensions of an organization? Does it align with your culture? Would you need to do some culture change work to implement it? Is there a way you can try it in a limited way to test it in your organization? And of course, does it sound like a good idea to you? An idea that you can champion?
Do you think it’s good to have career path development for start up with 60 people?
How old is the company? What is the average tenure of an employee? If both of those are low numbers, then probably not. It is maybe too early for you to focus on career path development. Unless managers are getting questions about career development commonly from employees, that should be your first warning sign that it is time to think about career pathing.
Doesn’t waiting for the timing to build a career pathing seem reactive? Ideally an organization should be proactive i.e think ahead of your employees.
Yes, it is reactive. I think about it this way: One of the most attractive elements of a startup is the flexibility and freedom that come from being a small, growing company. Trying to impose structure and process too early can feel “corporate” too soon to those employees. It is also hard to establish what responsibilities levels should have as the team is still forming. You are likely to build a framework that matches current employees (who don’t want structure) instead of the one that will work for the employees who join later and are expecting more structure.
If your company is already established and is of a certain size and attracting employees who want more structure, then you have probably waited too long.
Do you think a good career development framework kan help with developer retention?
A useful career development framework primarily exists to support retention. Beyond establishing career paths for employees, it also helps benchmark salaries for new hires. A career development framework ensures that pay is fair relative to the market (which is also essential for retention).
If you read the slides and have questions not answered above, please ask them in the comments.
Many companies are interested in experimenting with self-selection as a way of organizing their teams. I see questions about the process often in online forums. While there are some excellent books and blog posts on the topic, I thought that I would share a self-selection exercise that we did at my last company, Avvo. It worked reasonably well and with relatively little drama. If you are considering a similar exercise, you might consider this approach.
I joined Avvo as its’ CTO in the summer of 2016. At the beginning of 2017, we moved to a new team structure. The basis of the new team structure was the customer journeys through our product. The new teams were naturally called “Journey Teams.” I describe Journey Teams briefly in my talk Building a Culture of Continuous Improvement in Your Company.
Traditionally at Avvo, the development teams had been organized in a top-down manner. I had heard from the individual developers some frustration at how they were placed into teams and moved without consultation. I decided that this re-organization was an excellent way to demonstrate the more inclusive and autonomous culture that I was building. Allowing people to self-select their new team seemed like an excellent way to break from the past and set expectations for the future.
We decided on six Journey Teams. Four were product-focused supporting customer journeys. The other two were internally focused. One Journey Team supported our developers with tooling to help them manage their services. The other internal journey team focused on supplying business analytics to the marketing, finance and sales teams.
If someone is going to choose a team, they need to understand what the team is and why they would want to join it. The Chief Product Officer and I, with our direct reports, set the number and charters of the Journey Teams.
Once we set the number and missions of the Journey Teams, we picked an initial leadership group for each team. That leadership group consisted of one senior member of each functional specialty that would be part of the team. The product teams each had a Product Manager, a Development Lead, a Test Lead, a UX Lead, a Data Engineering Lead, and a Data Analytics Lead.
The new Journey Team leadership groups were each responsible for setting up the initial scaffolding of each of their teams. The scaffolding included: fleshing out their missions, establishing their spheres of responsibilities, putting together some initial strategies they would use, and choosing their core metrics. As they made progress on these, they would review with each other and with the senior product and technology leadership. We needed to make sure that every part of the product and platform had an owner and that the plans and metrics made sense.
As the Journey Team leadership groups made progress building their plans, they were asked to put together staffing estimates on what they would need to execute their strategies. The staffing estimates were valuable as it helped me decide on what staffing I would need in the next years budget. The budget process was happening in parallel with this effort.
As we moved into December of 2016, the leadership of each of the Journey Teams had made enough progress that I felt comfortable setting the self-section exercise to happen right after the New Years break in January. At this point, the board had approved the budget. The CPO and I could figure out what staffing we would allocate to each team based on their mission and their strategy. Each Journey Team then needed to think about how they would structure their efforts based on their allocated staffing.
The self-selection exercise structure was a job fair with a festive atmosphere. The entire product, design, development, test, data engineering, and data analytics teams assembled. We had cupcakes and drinks. One by one, each Journey Team leadership group came up to pitch their team to the rest of the organization. They described their mission, their goals, their initial plans, and the planned size of the team. Some had already designed logos and had slogans. Each team was selling their mission to their peers. Some teams put a lot of effort and salesmanship into their pitches. Other teams had a difficult time articulating why people should join them.
After the last Journey Team had presented, every person in the room got a card. The card contained a space for their name and a list of the Journey Teams with spaces to put their order of preference. We asked everyone to fully rank their preferences just in case that would be needed.
When all the cards were filled out and collected, the meeting adjourned.
Finalizing the selection
After the self-selection meeting, the people managers from the organization met. The responses from the each of the cards were now in a spreadsheet showing each person’s preferences, the number of people currently assigned to each Journey Team and the number of people that were budgeted to be on the team.
The people managers were part of the process because they knew each of their reports interests, challenges, growth plans, and interpersonal issues. They were there to advocate for their reports wishes. They were also there to understand the process. With an understanding of the process, they could explain to someone why they didn’t get their first choice. The people managers were also there to make sure that each team had the best diversity of skills, backgrounds, and experience so that they would have the highest chance of succeeding.
The matching people and teams process was iterative. As the teams started to fill in, we had to go back and re-adjust a few times. The whole process of matching people and teams only took about 90 minutes for a 120 person organization. It went relatively quickly. Along the way, we chose to shift one headcount between teams to accommodate a developer’s professional development interests.
We were able to match 99% of the people to their first or second choice of Journey Team. In the case where someone got their third choice, we had a good explanation for them about the decision.
Once the initial rosters for each Journey Team were set, they had a chance to review and give feedback. For the cases where people didn’t get their first choice, their manager was able to discuss with them in their 1:1s.
While we were open to further iteration to accommodate any concerns that came up, it turned out that it wasn’t necessary. The Journey Teams and individuals were all content with the matching.
A week after the self-selection exercise we sent out the official announcement of the new team rosters. The teams started meeting to flesh out the initial plans and individuals moved to sit with their new teammates. We did make it clear to every person that if they were unhappy with their decision that we would help them switch.
A Retrospective on the exercise a few weeks later found very high satisfaction from the organization on the process and on the teams that it produced.
The exercise itself was a success. It had tremendous engagement from the organization. People felt empowered in the exercise and committed to their new team because it was their choice. Only one person switched teams in the three months after the exercise and only a handful in the rest of the year.
What I would do differently Next Time
The process of preparing for the exercise from each of the Journey Teams created some tension in the organization. The Journey Team leadership groups spent much time meeting together in the weeks before the exercise. The teams weren’t transparent enough about what they were doing. We as leaders hadn’t set reasonable expectations about communication. We did start to encourage them to send out updates to the organization on their progress, but it came later than it should have. Next time, I would give more guidance to the leadership teams about how they could go about their initial organizing. I would put a tighter time expectation on them, and I would make sure that they were transparent to the rest of the organization.
The presentations themselves were a bit of a challenge for some teams. We did encourage teams to make their presentations fun and to sell their missions. We didn’t help the teams with their presentations though, and we didn’t do a run through with them. The disparity in presentations did mean that some teams attracted an inordinate amount of interest. Next time, I would have a run through where each team could see each other’s presentations, and we could give some advice to help make their presentations better.
Regular Self-Selection Exercises
There were some in the organization who were so happy with the self-selection exercise that they suggested we repeat it every year. I know that there are organizations who do this. From my experience, I can see it working within a small company where most everyone already has a good connection with each other. In a small organization, it would take much less time to go through the forming, storming and norming phases. In a larger organization, regular re-organization would mean a lot of wasted time trying to get teams going.
For Avvo, the self-selection made sense at a juncture where we were doing a complete organizational restructuring. The old teams were utterly gone. It took a while for the new teams to get going, but once they established themselves, they worked well, and it made little sense to change them again. Individuals always had the option to move between teams if they felt like they were ready for new challenges. The organization was growing, and so the teams were always hiring. If we had been in a more constrained environment, we would still have done our best to facilitate smooth movement within the organization.
The core thing with an exercise like self-selecting teams or any other exercise is to be deliberate in your intent. Why are you doing the exercise? What benefits do you expect? What are the downsides? If it is successful, what will you do next? If it is unsuccessful, how will you roll it back or what will you do instead?
Letting the people in your organization self-select into teams can be an active driver of engagement and autonomy. The exercise we did at Avvo was successful for us and is worth looking at as inspiration for your process. If you are considering self-selection, be deliberate about what your goals are, what aspects of self-selection help you achieve them and what you might do if the goals are not met.
I was delighted to be invited to speak and participate on a panel at the OPEX Week Summer conference today. While it is not my specific function, I do learn a lot from understanding other disciplines and industries.
Below is the text of my speech.
In the software industry today, we can change our product daily in response to direct, instantly measured customer feedback. We can trivially give different versions of our products to different customers to see which they like more. We have figured out how to reduce the time from idea to customer value to revenue from years to days or even hours.
Some of you are thinking, “that would be great to be able to do that in my industry.” Some of you are thinking: “what a nightmare, how do you plan, track and manage in that environment?”
The thing is that when I started in the software industry, it didn’t work this way. We would spend months designing and planning, then we would build the new product, then we would ship it to customers, and then we would start on the next product. It would take years. If we misjudged our customer needs, it would take us years to find out and correct the issue.
For software, it was the revolution of the internet that allowed us to break free of our old industrial manufacturing paradigms. It was a two-edged sword though because the platform that enabled us to become more lean and efficient also lowered the bar to competition. The speed of innovation is now the critical aspect of success and survival. Easy access to investment has reduced the value of efficiency to less than zero. Companies can lose money indefinitely if they can show continued growth. If we, the market leaders become complacent, a much smaller competitor can come from nowhere and take our market away instantly. The barriers to entry are now lowered significantly.
What I am describing may seem interesting, academic or even obvious, to some of you. “That’s nice for you” or “too bad for you over in software” you might be thinking, “but my industry is different.” Tell that to the taxis, or the automotive manufacturers, or retail.
Just as we in software improved our agile and lean software development processes by learning from TPS, Deming and the established OPEX practices and literature, we can share what we have learned back with the larger OPEX community today.
This talk is a short talk, so I will focus on one way we’ve found to improve innovation velocity: a true autonomy culture.
For me, an autonomy culture starts with Toyota and its’ Kaizen.
Kaizen pushes responsibility for improvement through the whole organization and puts the decision making closer to where the knowledge is. However, for the companies I know and have spoken to, kaizen is usually used to make efficiency improvements to the process, not to the product itself.
If you want to bring more innovation into the product, you must find how to bring autonomy to more levels of the organization
* empowering teams with access to the customer
* Giving them the ability to perform low-risk experiments to validate their hypotheses
* Using data to inform their decision-making and measure their effectiveness
You are changing the model of the organization from plan/command/control to inform/inspire/measure. It’s a real culture shift. Leadership sets the direction and high-level strategy and each team in the levels below figures out how they should approach their part of achieving that strategy with increasing levels of specificity.
The inform/inspire/measure model was how we worked at Spotify, it was how we evolved to function at Avvo, and this will be how we work at AstrumU as we grow.
If you are hiring smart people, you should be taking advantage of their intelligence and creativity. If you are not hiring intelligent people, you need to look into why you can’t trust the people you hire.
For your teams to be successful, they need access to their customers. They need data. Find ways to instrument your product to give data on real-world use back to your teams. If that isn’t possible, share the data from your user research, industry and market trends, your user testing, competitive analysis and your product focus groups to your whole organization.
Data can also help establish accountability. Work with your teams to develop real data-driven business metrics that they can be uniquely accountable for. Avoid vanity metrics or non-objective ones. Every team should be able to tie what they do back to the core business of the company, even if what they do is support the other teams. Empowering other groups to be more efficient will help drive your core business outcomes.
If your company isn’t data-driven today, you may need to train your teams to understand and utilize data. This training will not be a wasted effort.
At Avvo, we created a data-driven decision framework. We trained everyone in the company in its use. It was our version of a Kaizen card. It required the employee to validate their thinking with data and validate their decision’s success or failure with data as well. As a deliberate side-effect of this effort, data became a central part of our processes and discussions.
Teams armed with the context they need to make smart decisions, and tools they can use to measure outcomes objectively against the broader business goals, can be given more autonomy.
There is one more thing that is needed though before the organization can truly embrace this model: ways to limit the risk of failure.
Innovation requires failure. You can’t do something genuinely new without making mistakes along the way. If we want our companies to be more innovative, we need to reduce the risk of failure. Data reduces risk, but it alone isn’t the answer.
You need to find areas where each of your teams can experiment in the market in limited ways with actual customers. With rapid prototyping tools and limited run manufacturing capabilities this has become increasingly easy over the last decade. Giving teams this ability lets them experiment and learn rapidly by giving them the knowledge they need. In turn, they can innovate without putting the whole company at risk.
What of governance, compliance, oversight, quality and process control? These things are still as vital as they ever were, but the way that they function will need to evolve in an autonomous enterprise. They need to be integrated and intrinsic, part of the DNA so that teams incorporate them naturally into their experiments, and for the areas where this is most critical, the groups may need that expertise integrated into the team structure as opposed to externally applied.
I discuss this with you as a thought exercise, a different way of approaching innovation in your organization. It is working wonders for us over in the software industry. I have spoken with high street banks in the UK, large department stores in the Netherlands, multi-national financial institutions, heavy equipment manufacturers, personal grooming appliance makers and others looking into these ideas of autonomous teams to bring more innovation into their practices.
If it is possible for them, then it is entirely possible for you.
A culture of continuous improvement is a culture where you are always open to improving how you build and deliver. You don’t accept the status quo; you choose how to work and feel empowered to change it if it no longer makes sense. It is a people-first culture.
Having had the benefit of a culture like this at the last place I worked, when I started at my current company, I wanted to see if I could create a continuous improvement culture there, too. It took some effort, and we learned some painful lessons along the way, but we did make significant improvements to how our teams operated and how the engineering organization functioned.
As a result of these changes, our teams are able to execute at a much higher level, and the morale of the organization improved significantly. In short, we get a lot more stuff done, and we are happier doing it.
To get there, we had to change some of our frameworks, structures, and processes, or adopt new ones.
Here are some of the frameworks we created that could be helpful for any company:
WIGs and sWIGs: A way to align the company around a common mid-term strategy and shorter-term tactical deliveries in a way that preserves team autonomy and agile delivery. WIG stands for “wildly important goal,” and sWIG means “sub-wildly important goal.” Our WIGs clarify the midterm strategy for the company, and the sWIGs clarify the shorter-term tactics we are using to achieve that strategy
DUHBs: A data-driven decision-making framework that allows individuals in the company to craft a clear, data-based argument for a making a change. DUHB stands for data, understanding, hypotheses, and bets, which describes the linear process of solving a problem
Journey teams: An autonomous team model that gives teams more direct control over how they work, aligned with customer journeys
RFCs: A mechanism that allows anyone in the organization to drive large-scale change inclusively. It is a document and a process that uses the “request for comment” structure from standards groups as a basis
Retrospectives everywhere: A cultural shift in how we think about examining our organizational strengths and weaknesses when it comes to executing projects
Each framework builds upon the others. By making the priorities and goals of the company clear, people have the context to make good decisions. With a common data-driven process for vetting ideas, people have a good, structured way to propose changes. With autonomous teams, we can test new ideas locally and let the best practices emerge organically. With an inclusive mechanism for proposing larger-scale changes, the organization can participate in the process instead of having it pushed down from leadership. Finally, with a practice of retrospectives at all levels, the organization can learn from successes and mistakes made in any of the other components.
These frameworks created an environment that was not only adaptable and nimble, but also one where the members of the organization were empowered to make changes and were given tools to make advocating for change easier.
If there are more companies with continuous improvement cultures, it means a healthier and happier industry for all of us.
In management, we can become very “interrupt driven.” We get so used to distractions that we count on them. This dependency can make it very hard to focus when we need to. My calendar fills up with meetings. My unscheduled time is full of people stopping by to ask questions or chat. If I am not careful, I will find myself doing a lot of work at night.
Over the years, I’ve tried many different ways to improve my focused time. Here are the things that work best for me.
Defrag your calendar
Every six months, I review my schedule. Recurring meetings tend to accumulate over time. This periodic review makes it easier to identify meetings that are no longer necessary. I also will try to reschedule my recurring meetings so that they group into blocks. That 30 minutes or an hour between meetings is a waste of time. It isn’t enough time to work on anything significant. Grouping my meetings gives me larger blocks of time that I can use for focused work.
Block out your focused and loosely structured time
Now that your calendar has larger blocks of time add recurring calendar entries to protect parts of your week for focused work. For me, I need at least two hours to engage in a task, so I don’t block out less than that. Ideally, I will block out more.
Putting it on the calendar prevents other people from scheduling you in that time. Likewise, I also block out time for unstructured work, like reading e-mail. Reading e-mail or returning phone calls work well in those one-hour blocks between meetings. Having dedicated unstructured time also means that I’m not tempted to do unstructured work in my focused blocks.
Do make sure you leave some gaps in your schedule to allow folks to add in a meeting if they need to. I made the mistake of filling my calendar almost entirely for a while. People started to ignore my free/busy time because they couldn’t find any empty meeting slots.
Set out a “do not disturb” flag
In an open-plan environment, create a sign, so people know not to disturb you.
I have a weird lamp on my desk. People know that when the lamp is on, I am trying to concentrate. For the most part, they will let me focus. When I worked in an office, I would put a post-it on my door with a note asking people to send me an e-mail unless it was urgent.
Get out of the building
Sometimes to get focus you need to go elsewhere. I will sometimes go to a nearby cafe, co-working space or a library if I need a few uninterrupted hours.
Turn off the notifications
There is a reason that you see this advice shared often. I turn on “Do Not Disturb” on my mac and my phone. I have a separate Chrome “Person” that only has the extensions I need for focused work and no notifications enabled. I quit all apps that are not the ones I need for my task. My phone goes in my pocket. I don’t want any electronic distractions.
If I have to write something, I will sometimes do it longhand on paper first to eliminate distractions. Writing on paper works exceptionally well for me if it isn’t a topic I am excited about but need to get done. Once I have the first draft on paper, it is much easier to edit and refine on the computer without being tempted to do something else.
Set a goal and reward yourself
We are so unfocused these days that gamifying your focused work may help. For example, when I finish the first draft of this post, I will spend 10 minutes on Twitter to reward myself for getting it done without interruptions.
Set aside a whole day for your focused work.
It is sometimes challenging as a manager to have an entire day clear. If I have something vital to do, especially something time sensitive, I will clear the whole day to focus on it. Usually, I will also get out of the building to avoid other work distractions. I give myself a one-person offsite with the goal of getting something done. I turn on my “out of office” e-mail responder with a note letting people know that I am working off-site and asking them not to disturb me unless it is critical. I will also schedule these “focus days” up to a quarter in advance, to make sure I have them in case I want to use them.
Clean your desk
Cleaning the clutter in your eye-line is also very common and useful advice. Things tend to accumulate on my desk: mail, tchotchkes, magazines, books. When you are trying to focus, they can be distractions or the general clutter can be a distraction. You don’t need to clean your desk thoroughly. You just don’t need to see that stuff. Put it all somewhere you can’t see it when you are trying to focus.
Clean your computer desktop
Just like your physical environment can be a distraction, your virtual one can be too. All those files on your desktop are like a big to-do list of fun things instead of the work you need to focus on. Create a “clutter” folder and move everything into it.
Create your focused playlist
Some people like to work in silence. I find that music helps me focus better, especially in busy environments. I have different playlists that help me focus on various tasks: reading, programming, writing. For reading, I like ambient music. For programming, it is post-rock and electronic music. When writing, I favor modern classical music. You may prefer silence or music may help you. One important thing for me is that the music that is on my playlists is music I know well. I find listening to new music can be too distracting for me in these situations.
Start with a mindfulness exercise
Especially on my focus days, I like to start with a ten or twenty-minute mindfulness exercise to help me clear away the other things on my mind and help me focus on the task at hand.
Make your exhaustive to-do list
One of the exercises I like from the “Gettings Things Done” book by David Allen is exhaustively writing down everything you can think of that you need to do. It is very freeing for me. I find that if I need to remember to do something, it will nag at me the whole time I am trying to focus. If I write it down on a piece of paper or in a to-do app, it helps me put it aside for a while so I can focus.
These are all things that I do that help me focus. I hope that you find some of them useful. I’d be interested to hear other tips that people have as well. Please leave a comment with your focus tools.