Scrum Master Toolbox Podcast: Agile Storytelling from the Trenches

Episode: Establishing Communication Channels, Lessons From a Scrum Master's Failure | Zvonimir Durcevic
Host: Vasco Duarte
Guest: Zvonimir Durcevic (also referred to as Tsvonimir Durcevich)
Release Date: March 31, 2025

Introduction

In this episode of the Scrum Master Toolbox Podcast, host Vasco Duarte welcomes Zvonimir Durcevic, an experienced Agile Coach and Certified Scrum Master from Austria. The conversation delves into Zvonimir's professional journey, his challenges as a Scrum Master, and the invaluable lessons he learned from his setbacks.

Guest Background and Journey to Scrum Mastery

Zvonimir Durcevic begins by sharing his transition from traditional project management to Agile methodologies. Initially working as a software developer, he was thrust into project management roles where conventional tools like Gantt charts and work breakdown structures proved ineffective in the rapidly changing software development environment.

Notable Quote:

"Everything was changing so fast that we couldn't answer these questions that were at that time important Cloud like how long it will take, how much it will cost."
— Zvonimir Durcevic [02:14]

Frustrated with the rigidity of traditional project management, Zvonimir sought alternatives and discovered the Agile movement, particularly Scrum. He emphasizes the shift in mindset—from focusing solely on timelines and costs to valuing customer-centric outcomes and adaptable, high-quality software development.

Notable Quote:

"The basic ideas, the mindset was different, the approach was different, and the questions were also different. The questions were more like, what is the value that we could deliver to our customers?"
— Zvonimir Durcevic [02:14]

This revelation led him to obtain his first Scrum Master certification in 2005, marking the beginning of a fulfilling career in Agile product development.

The Failure Story: Managing a Scrum Team's Backlog

Vasco steers the conversation toward the episode's core theme: failure and the lessons it imparts. Zvonimir recounts a challenging experience while working as an external Scrum Master with a software development team tasked with creating a new product within a sizable organization.

Notable Quote:

"We explicitly signed, we are using Scrum. And it was really a good start."
— Zvonimir Durcevic [05:47]

Initially, the project appeared to be on track with positive stakeholder relationships and a focus on technical excellence. However, complexities surfaced as the team navigated dependencies and growth within the backlog. Signs of trouble began when team members were not fully dedicated, juggling daily duties alongside Scrum responsibilities.

Notable Quote:

"The backlog was starting to grow as they usually do, right?... And I couldn't persuade them to get backlog smaller."
— Zvonimir Durcevic [12:17]

This backlog proliferation led to missed milestones and escalating frustrations among stakeholders, culminating in a situation where accountability was lacking, and finger-pointing became prevalent.

Analysis of What Went Wrong

Zvonimir identifies several critical missteps that contributed to the project's downfall:

1. Insufficient Communication Channels:

   • The lack of transparent communication within the organization hindered visibility into the project's true state.

   Notable Quote:

   "Setting up things like the communication channels, which I discovered later that they were not open, so it was not transparent for the rest of the organization, what is really going on in the project."
   — Zvonimir Durcevic [12:41]

2. Backlog Management Failures:

   • An ever-growing backlog without proper prioritization and pruning led to overwhelm and decreased team focus.

3. Lack of Early Engagement with Stakeholders:

   • Not establishing clear agreements and understanding the organizational context from the outset resulted in misaligned expectations and support.

Lessons Learned and Advice

Reflecting on his experience, Zvonimir emphasizes the importance of foundational practices that can prevent such failures:

1. Establishing Clear Communication Channels:

   • From the project's inception, setting up open and transparent communication ensures all stakeholders are aligned and informed.

   Notable Quote:

   "One of the biggest learning out of this story was to devote more time at the beginning of the project... setting up the communication channels."
   — Zvonimir Durcevic [12:41]

2. Early and Comprehensive Contracting with Stakeholders:

   • Defining how the team will collaborate, communicate, and operate within the organizational ecosystem helps in mitigating future conflicts.

3. Active Backlog Management:

   • Regularly refining and prioritizing the backlog prevents it from becoming unmanageable and ensures that the team remains focused on delivering value.

4. Understanding Organizational Context:

   • Investing time to learn the nuances of the organization's culture and processes can inform better Agile practices and enhance team integration.

5. Continuous Learning and Adaptation:

   • Embracing failures as learning opportunities fosters resilience and continuous improvement within the Agile framework.

Notable Quote:

"Spending more time with the team and the organization to learn the context, to learn their context. How do they do things how do they communicate in the organization."
— Zvonimir Durcevic [14:01]

Conclusion

Zvonimir Durcevic's candid recounting of his challenges as a Scrum Master offers profound insights into the intricacies of Agile project management. His experiences underscore the paramount importance of effective communication, proactive stakeholder engagement, and diligent backlog management. For Agile practitioners and Scrum Masters, his story serves as a valuable lesson on navigating and overcoming the inevitable hurdles in the path of Agile transformation.

Additional Highlights

• Fail Monday Segment: The episode's focus on "Fail Monday" encourages Scrum Masters to share and learn from their failures, fostering a culture of transparency and continuous improvement within the Agile community.

• Upcoming Global Agile Summit: Although not the central theme, the episode concludes with a promotion for the Global Agile Summit, highlighting its relevance for those seeking to rejuvenate their Agile practices and combat Agile fatigue through real-world success stories and expert insights.

Tune in to gain actionable advice, new tips, and inspiring conversations that can elevate your Scrum Mastery and Agile coaching techniques.