Scrum Master Toolbox Podcast: Agile Storytelling from the Trenches Episode: From Top-Down to Collaborative—Reimagining Organizational Restructuring | Somya Mehra
Host: Vasco Duarte
Guest: Somya Mehra
Release Date: August 13, 2025

Introduction

In this episode of the Scrum Master Toolbox Podcast, host Vasco Duarte engages in a compelling conversation with Somya Mehra, an experienced Agile Coach and Scrum Master. The discussion centers around Somya's recent experience leading an organizational restructuring process, transitioning from a traditional top-down approach to a more collaborative and inclusive methodology. This episode provides valuable insights into effective change management, team engagement, and the practical application of Agile principles in real-world scenarios.

The Change Process: Shifting from Top-Down to Collaborative

Initiating the Change

Somya recounts a significant change process that occurred within her organization just a month prior. The company decided to split into two distinct business units to enhance focus and efficiency. Historically, such reorganizations were dictated by upper management without team involvement, leading to frustration among employees.

"Most of the time you see these are the decisions made at the top level. They decide what portfolio, which team will have and how, where, who will go and they just inform them."
(01:56)

Recognizing the dissatisfaction, upper management took a different approach this time by involving a team of five to six Scrum Masters in designing the reorganization process. This shift aimed to foster a sense of ownership and collaboration among the affected teams.

Defining Constraints and Collaborative Planning

The first step Somya and her team took was to consult with upper management to understand the non-negotiable constraints of the reorganization. This clarity prevented back-and-forth adjustments and streamlined the planning process.

"Before going in front of team and doing this workshop with them, let's do it by ourselves. Each Scrum master, based on the constraint, tried to create the teams to see what kind of different approaches each one is taking."
(03:15)

Each Scrum Master independently proposed team structures, considering factors like location, skill sets, and interpersonal dynamics. These proposals were then collectively reviewed to identify the most feasible and harmonious team configurations.

Engaging Product Owners

The next phase involved a workshop with product owners to allocate product portfolios to the newly formed teams. This stage was particularly challenging as it required balancing differing interests and ensuring that product ownership aligned with team capabilities.

"This workshop was about preparing how to divide the product portfolio within the teams and who will be the product owner of which team so that the team stayed focused."
(06:18)

Despite initial resistance and prolonged negotiations, Somya emphasized the importance of product owners embracing their roles in driving vision and ensuring team alignment.

Implementing the Change with Team Members

After securing agreement from the product owners, Somya and her team presented the proposed structures to the team members. Transparency was key; they communicated that while feedback was welcomed, it was impossible to satisfy every preference.

"We are taking your feedback, trying to include as much as we can, but there is no surety that you will make 100% people happy."
(07:38)

Each Scrum Master worked closely with their respective teams, facilitating workshops where team members could express their preferences and concerns. This participatory approach ensured that the majority felt heard and valued in the process.

Key Lessons Learned

1. Securing Buy-In Through Inclusion

One of the foremost lessons Somya highlights is the necessity of involving team members in the change process to garner buy-in and reduce resistance.

"The first key lesson is to get the buy in from the people. You have to include them in the process."
(08:50)

By making team members active participants, they developed a sense of ownership and commitment to the new structure, resulting in higher satisfaction rates.

2. Managing Dissatisfaction Constructively

Despite best efforts, some team members may resist change. Somya shares an instance where a team member criticized the inclusion process as a waste of time.

"You are the one saying that, okay, the changes happens and we are not included and now we are including you. So it's a wastage of time."
(09:05)

Addressing such concerns with empathy and reiterating the benefits of inclusion helped mitigate resistance. Somya underscores the importance of accepting that not everyone will be entirely satisfied, aiming instead for widespread approval.

3. Continuous Collaboration and Adaptation

Post-restructuring, Somya's team remained agile, ready to make adjustments based on feedback and evolving circumstances. This flexibility ensured the new structure remained effective and responsive to team needs.

Notable Quotes

• "Once you start to include them in the change process, letting them know why we are doing it, what is the benefit of doing it, and they are part of it and they have somewhat control over it. You get a buy in from them so they are not revolting."
  — Somya Mehra (08:50)

• "We can't make Everybody happy, but 80 to 90% people are happy and they are appreciating this change."
  — Somya Mehra (09:15)

• "Including team members who were impacted."
  — Somya Mehra (07:38)

Conclusion

Somya Mehra's experience underscores the transformative power of collaborative change management within Agile frameworks. By involving Scrum Masters and team members in the restructuring process, her organization successfully navigated a complex transition with high levels of engagement and satisfaction. Key takeaways from this episode include the importance of securing buy-in through inclusion, managing inevitable dissatisfaction with empathy, and maintaining flexibility throughout the change process.

For Scrum Masters and Agile Coaches, Somya's approach serves as a valuable blueprint for leading effective organizational change that respects and empowers team members, ultimately fostering a more resilient and adaptive workplace.

Join the Conversation

For more actionable insights and inspiring stories from Agile practitioners worldwide, consider joining the Scrum Master Toolbox membership community at scrummastertoolbox.org/membership. Connect with like-minded professionals, access exclusive content, and elevate your Agile practice to new heights.

This summary is intended for individuals who seek to enhance their understanding of Agile change management through real-world examples and expert insights. Whether you're a seasoned Scrum Master or new to the Agile landscape, the strategies discussed in this episode can significantly impact your approach to leading and managing change within your organization.