Scrum Master Toolbox Podcast: Agile Storytelling from the Trenches

Episode: One-on-One Insights—Building Change Strategy Through Individual Conversations | Bernard Agreste
Host: Vasco Duarte
Guest: Bernard Agreste
Release Date: July 2, 2025

Introduction

In this insightful episode of the Scrum Master Toolbox Podcast, host Vasco Duarte engages in a compelling conversation with Bernard Agreste, a seasoned Change Leader. The episode delves into Bernard's firsthand experience managing a significant digital transformation at Teach for America, highlighting the strategies and techniques that facilitated a successful overhaul of critical internal tools.

Context and Challenges

Bernard begins by setting the stage for the massive change initiative undertaken at Teach for America. The organization was grappling with an outdated internal tool that was pivotal for staff operations, impacting approximately 12,000 to 15,000 students annually across 23 school districts.

[01:46] Bernard Agreste: "It was a very old school tool with so much tech debt that we were just duct taping new features onto it. But it needed a rebuild."

The primary challenges included:

• Technical Debt: The existing tool was burdened with accumulated technical debt, making it inefficient and costly to maintain.
• Unclear Requirements: Developers were creating patches without a clear understanding of evolving organizational needs.
• Stakeholder Misalignment: There was confusion and disagreement on prioritizing which components of the system to address first to minimize disruption.

Identifying Solutions

To navigate these challenges, Bernard adopted a grassroots approach by conducting one-on-one conversations with team members to gain a comprehensive understanding of their workflows. This method revealed a critical insight:

[03:00] Bernard Agreste: "Teams weren't viewing their work as cyclical flows, but more as straight lines, like passing a baton in a race."

Realizing the need for a holistic perspective, Bernard mapped out the entire workflow continuum across teams for the year. This mapping highlighted the central role of the onboarding team, which was instrumental in supporting multiple other teams and processes.

[04:36] Bernard Agreste: "By mapping out the full continuum, we saw that the onboarding team was involved in every cycle and had their own core work to do as well."

Involving the Team

Understanding that successful change requires buy-in from all stakeholders, Bernard emphasized the importance of engaging the team in the transformation process. This was achieved by:

1. Active Listening: Asking team members to provide feedback on the existing tool and how it could be improved to better serve their needs.
2. Collaborative Design: Incorporating the team's input into the redesign to ensure the new tool addressed real pain points.

[09:09] Bernard Agreste: "We spent a ton of time working with everyone on staff who needed to use the tool to really vest them in where their value add was."

Example: Enhancing the Onboarding Process

One significant improvement involved automating the tracking of teacher qualifications required by California standards. Previously, this was managed manually using Excel spreadsheets, leading to inefficiencies and errors.

[05:04] Bernard Agreste: "We were tracking qualifications in an Excel spreadsheet, which became cumbersome with hundreds of entries and varying deadlines."

By redesigning this process, the new tool not only streamlined data management but also positively impacted related teams such as hiring, coaching, and program metrics.

Impact and Results

The strategic focus on the onboarding team as the catalyst for change yielded remarkable results:

• Budget Allocation: Enhanced visibility into budget usage allowed for more effective allocation of resources.
• Support for Teachers: Reprioritizing funds enabled one-on-one support and tutoring for teachers, increasing first-time success rates by 25%.
• Operational Efficiency: The redesigned tool facilitated smoother workflows across multiple departments, reducing friction and enhancing overall productivity.

[07:04] Bernard Agreste: "After redesigning, we saw a 25% increase in first-time success rates for teacher qualifications."

Key Insights and Lessons Learned

Bernard's experience underscores several critical principles for successful change management in agile environments:

1. Start with Understanding: Conducting individual conversations to comprehend the nuances of existing workflows is essential.
2. Map the Workflow: Visualizing the entire process helps identify central nodes that can drive impactful change.
3. Engage and Empower: Involving team members in the design process ensures the solutions are practical and gain widespread acceptance.
4. Focus on User Needs: Tailoring the tool to address specific pain points can transform resistance into enthusiasm.

[10:53] Bernard Agreste: "They were excited for the change because it would actually make their lives better. And we achieved that by simply asking them."

Conclusion

Bernard Agreste's narrative provides a compelling case study on the importance of strategic planning, team engagement, and user-centric design in driving successful digital transformations. His approach at Teach for America exemplifies how agile principles can be effectively applied to navigate complex change initiatives, ensuring minimal disruption and maximum impact.

For Scrum Masters and Agile Coaches seeking actionable strategies to manage change, this episode offers valuable insights and practical techniques that can be adapted to various organizational contexts.

Notable Quotes:

• Bernard Agreste [01:46]: "It was a very old school tool with so much tech debt that we were just duct taping new features onto it. But it needed a rebuild."
• Bernard Agreste [04:36]: "By mapping out the full continuum, we saw that the onboarding team was involved in every cycle and had their own core work to do as well."
• Bernard Agreste [05:04]: "We were tracking qualifications in an Excel spreadsheet, which became cumbersome with hundreds of entries and varying deadlines."
• Bernard Agreste [07:04]: "After redesigning, we saw a 25% increase in first-time success rates for teacher qualifications."
• Bernard Agreste [09:09]: "We spent a ton of time working with everyone on staff who needed to use the tool to really vest them in where their value add was."
• Bernard Agreste [10:53]: "They were excited for the change because it would actually make their lives better. And we achieved that by simply asking them."