Summary of "Why Your Process Changes Are Failing—The Stakeholder Alignment Problem" featuring Deniz Ari
Scrum Master Toolbox Podcast
Host: Vasco Duarte
Guest: Deniz Ari
Release Date: May 21, 2025
1. Introduction and Context
In this episode of the Scrum Master Toolbox Podcast, host Vasco Duarte delves into the intricate challenges of implementing process changes within Agile teams. The focus is on the stakeholder alignment problem, exploring why certain change initiatives falter despite initial enthusiasm. Deniz Ari, an experienced Agile practitioner, shares her firsthand experiences navigating these challenges.
2. The Complexity of Change
Deniz begins by emphasizing the universal difficulty of change, regardless of its nature—be it introducing new tools, technologies, frameworks, or even altering meeting structures.
“Change is always difficult for anyone. It's not like some different personalities. But we need to give it little bits, give some time, and trust the process.”
— Deniz Ari [01:42]
She references the change curve, highlighting the emotional journey individuals undergo, including phases of denial, anger, fear, and eventual integration.
3. Implementing New Tools: JIRA and BigPicture
Deniz discusses her experience with introducing BigPicture, a tool integrated with JIRA Atlassian, to manage multiple projects and dependencies within her Scrum team.
“I introduced BigPicture tools under the Atlassian. It has plenty of functions like Gantt charts, linking dependencies, and tracking people's capacity. It's a very user-friendly and visual tool, which is why everyone initially liked it.”
— Deniz Ari [03:30]
Initially, the adoption was positive due to BigPicture's intuitive interface, facilitating better visualization of project timelines and dependencies.
4. Challenges in Sustaining Change
Despite the initial success, Deniz encountered significant resistance:
“Over time, I found myself the only person updating and using the tool. Others stuck with their existing project plans and often didn't engage with JIRA.”
— Deniz Ari [05:05]
This highlighted a common issue where individual initiative in adopting new processes doesn't translate to team-wide adoption, leading to fragmented workflows.
5. Aligning Product Owners and Team Expectations
A central theme was the misalignment between Product Owners (POs) and the development team. POs often sought high-level milestones and straightforward timelines, while the team required detailed task breakdowns to set realistic sprint goals.
“Product Owners wanted high-level descriptions for milestone dates, but as a Scrum team, we needed to break down tasks to create achievable sprint goals.”
— Deniz Ari [06:26]
This disparity led to conflicts, as the team needed to provide detailed plans for effective sprint planning, while POs were focused on broader deliverables.
6. Bridging the Communication Gap
Deniz attempted to mediate by understanding the PO's perspective and the team's technical constraints. She emphasized the importance of mutual respect and clear communication.
“I tried to understand why the PO was coming from their perspective and explained our technical limitations, even though I'm not a technical person myself.”
— Deniz Ari [07:38]
Her role became that of a translator, ensuring that the PO's strategic goals were aligned with the team's operational capabilities.
7. The Importance of Shared Tools and Documentation
Deniz stressed that relying on disparate tools hampers collaboration and transparency. She advocated for using unified tools to maintain visibility and accountability.
“When everyone uses the same tool, like JIRA, it creates visibility on what each person is working on and ensures alignment across the board.”
— Deniz Ari [09:57]
She also highlighted the pitfalls of depending solely on human memory, especially in complex software projects with numerous tasks and acronyms.
8. Continuous Adaptation and Learning
Embracing Scrum's iterative nature, Deniz acknowledged that change is ongoing and requires constant adaptation. She pointed out that both external client demands and internal team dynamics necessitate flexibility.
“Scrum allows us to keep adapting because everything can change easily, and our ceremonies help us navigate these changes continuously.”
— Deniz Ari [08:39]
9. Overcoming Resistance to Change
Deniz shared strategies to mitigate resistance, such as demonstrating the benefits of new practices and fostering a culture of continuous improvement. She noted that even small changes require patience and persistence.
“No matter how small or big the change is, human reactions are the first obstacle. We need to keep explaining and reinforcing the benefits for upcoming sprints.”
— Deniz Ari [10:15]
10. Conclusion
The episode concludes with a reaffirmation of the Scrum Master's role in facilitating change and ensuring stakeholder alignment. Deniz's insights underscore the necessity of empathy, clear communication, and strategic tool implementation to navigate the complexities of process changes within Agile frameworks.
Bonus Segment: Global Agile Summit Promotion
In the closing segments, Vasco Duarte promotes the upcoming Global Agile Summit in Tallinn, Estonia, highlighting its relevance for those experiencing Agile fatigue. The summit promises real-life success stories, workshops, and conferences featuring renowned Agile thought leaders.
“The Global Agile Summit is a different kind of event. We're bringing you real life first person stories of Agile succeeding in the real world to inspire you to take action.”
— Host [11:42]
Key Details:
- Dates: May 18-20, 2025
- Location: Tallinn, Estonia
- Highlights: Workshops, keynote sessions by industry leaders like Clinton Keith and Jurgen Apelo, and tracks focused on Agile Business, Product, and Development.
Participants are encouraged to join to gain fresh ideas, network with over 200 Agile professionals, and rejuvenate their Agile practices.
This detailed summary encapsulates the core discussions and insights from the podcast episode, providing valuable takeaways for Scrum Masters and Agile practitioners seeking to understand and overcome the challenges of process changes and stakeholder alignment.