Scrum Master Toolbox Podcast: Agile Storytelling from the Trenches

Episode: Xmas Special: Running Experiments Over Managing A Tasklist, aka The Backlog
Host: Vasco Duarte, Agile Coach, Certified Scrum Master, Certified Product Owner
Release Date: December 25, 2024

Introduction

In this special Christmas episode of the Scrum Master Toolbox Podcast, host Vasco Duarte delves into a critical aspect of Agile methodologies: the shift from traditional task management to a more dynamic, experiment-driven approach. This episode is part of Duarte's ongoing "Five Wishes for 2025" series, where he explores transformative ideas aimed at enhancing Agile practices in the upcoming year.

The Task Management Anti-Pattern

Vasco begins by expressing his frustration with what he terms the "task manager anti-pattern." He observes that teams often start new projects with immense enthusiasm, comparable to the excitement of the first day at summer camp. However, this initial energy tends to wane as teams become overly fixated on managing their backlog of tasks. This excessive focus on task management detracts from the original objectives of project delivery.

“When teams start a new project, there's all this energy and hope, you know, everybody's positive... but then something happens. We get so caught up in managing the backlog that we forget why we started the delivery in the first place.”
— Vasco Duarte [04:30]

Key Issues Identified:

• Loss of Focus: Teams prioritize maintaining the backlog over achieving meaningful outcomes.
• Ineffective Planning: Managing tasks becomes akin to planning a road trip by focusing solely on gas stops rather than the destination.
• Stagnation: The "backlog secretary" role leads to obsessive task organization without delivering substantial value.

Embracing an Experiment-Driven Approach

Contrary to the traditional task management model, Vasco advocates for a paradigm shift towards running experiments. This approach emphasizes learning and adaptability over rigid task completion.

“Instead of playing this backlog secretary role, why don't we focus on running 24-hour experiments?”
— Vasco Duarte [05:10]

Benefits of Running Experiments:

• Rapid Learning: Teams can gain insights more quickly, enabling faster iterations and improvements.
• Flexibility: Experiments allow teams to pivot based on real-time feedback and data.
• Enhanced Impact: Focus shifts from task completion to achieving meaningful business goals.

Real-Life Success Stories

Vasco shares compelling examples to illustrate the effectiveness of an experiment-driven approach:

1. Client Transformation:

   • Challenge: A skeptical client was entrenched in traditional project management.
   • Solution: Over a three-day workshop, the team released two market experiments within 48 hours, garnering real customer feedback.
   • Outcome: Significant progress was made in a short timeframe, showcasing the power of experimentation over prolonged planning phases.

2. Startup Success:

   • Approach: A startup collaborates twice a week to design and run experiments.
   • Result: This team learns exponentially faster—more in a week than many teams do in a month or six months—especially compared to those releasing updates only once or twice a year.

“We're learning more in a week than many teams learn in a month or even six months... it's like having a superpower.”
— Vasco Duarte [09:45]

Implementing the Experiment-Driven Process

Vasco outlines a high-level process for teams to transition from task management to an experiment-based workflow:

1. Define Concrete Business Goals:

   • Use the Business Value Equation to distill the business model into tangible, measurable targets.
   • Avoid vague objectives; ensure goals are actionable and quantifiable.

2. Create a Metrics Tree:

   • Break down high-level goals into daily measurable aspects relevant to product development.
   • This facilitates tracking progress and ensures alignment with overarching business objectives.

“First, we start with a concrete business goal. And I don't mean this fluffy be the best nonsense. I mean real measurable targets.”
— Vasco Duarte [12:20]

3. Run Experiments:

   • Encourage team members to propose new features or changes as experiments.
   • Each experiment should track relevant metrics to assess its impact on the business goals.

4. Analyze and Iterate:

   • Use the Question, Experiment, Insight Cycle (akin to Lean Startup's Build, Measure, Learn cycle) to continuously refine and enhance product offerings.
   • This approach acts as a GPS for product development, guiding teams towards impactful outcomes rather than blindly following a task list.

“This cycle changes everything. It's almost like having a GPS for our product development.”
— Vasco Duarte [14:50]

Case Study: From Feature Factory to Experiment Mode

• Before: Teams operated in "feature factory mode," focusing on continuous feature delivery without strategic alignment.
• After: Transitioned to "experiment mode," where product owners pose high-level questions based on business goals, and teams brainstorm and test solutions collaboratively.
• Result: Enhanced focus on solving customer problems and achieving business objectives, leading to more impactful and relevant product developments.

Benefits of the Experiment-Driven Approach

Adopting this methodology offers numerous advantages:

• Increased Learning Speed: Teams can validate ideas quickly, reducing the time between ideation and actionable insights.
• Greater Alignment: Ensures that all efforts are directly contributing to the defined business goals.
• Enhanced Team Engagement: Empowers team members to take ownership of experiments, fostering creativity and innovation.
• Higher Impact: Focuses on delivering value that resonates with customers and drives business success.

“Let's stop being backlog secretaries and start being product scientists. Let's run experiments, let's learn fast and actually drive an impact for our business and our products.”
— Vasco Duarte [16:30]

Conclusion and Call to Action

Vasco wraps up the episode by reiterating his wish for 2025: to transition from managing task lists to running impactful experiments. He emphasizes that this shift not only enhances business outcomes but also makes the work more engaging and enjoyable for teams.

“It's a lot more fun to work this way than it was to work in this backlog secretary, task management anti pattern that we've been working so far.”
— Vasco Duarte [17:15]

For listeners eager to implement these strategies, Vasco invites them to join the upcoming Global Agile Summit in Tallinn, Estonia, where real teams will share their experiment-driven success stories. He encourages proactive engagement with the Agile community to foster continuous learning and improvement.

“Remember, a backlog full of tasks is like a restaurant full of recipes. It actually means nothing until you know what the customers actually enjoy eating.”
— Vasco Duarte [17:45]

Key Takeaways

• Shift Focus: Move from task management to running experiments that align with concrete business goals.
• Rapid Learning: Utilize experiments to quickly gather insights and adapt strategies.
• Collaborative Innovation: Empower teams to brainstorm and test solutions collaboratively.
• Measure Effectiveness: Implement a metrics-driven approach to track progress and ensure alignment with business objectives.
• Engage with the Community: Participate in events like the Global Agile Summit to learn from and connect with other Agile practitioners.

Notable Quotes

• On Task Management Issues:
  “When teams start a new project, there's all this energy and hope... but then something happens. We get so caught up in managing the backlog that we forget why we started the delivery in the first place.”
  — Vasco Duarte [04:30]

• On the Power of Experimentation:
  “We're learning more in a week than many teams learn in a month or even six months... it's like having a superpower.”
  — Vasco Duarte [09:45]

• On Concrete Goals:
  “First, we start with a concrete business goal. And I don't mean this fluffy be the best nonsense. I mean real measurable targets.”
  — Vasco Duarte [12:20]

• On the Experiment Cycle:
  “This cycle changes everything. It's almost like having a GPS for our product development.”
  — Vasco Duarte [14:50]

• On Becoming Product Scientists:
  “Let's stop being backlog secretaries and start being product scientists. Let's run experiments, let's learn fast and actually drive an impact for our business and our products.”
  — Vasco Duarte [16:30]

• On Customer-Centricity:
  “A backlog full of tasks is like a restaurant full of recipes. It actually means nothing until you know what the customers actually enjoy eating.”
  — Vasco Duarte [17:45]

Join the Conversation

If you found this episode insightful, consider rating the podcast on Stitcher or iTunes. Share it with fellow Scrum Masters and Agile practitioners to help them leverage these valuable strategies in their own work environments. Remember, continuous learning and adaptation are key to thriving in the ever-evolving landscape of Agile methodologies.

Stay Connected:
For more insights and actionable advice, subscribe to the Scrum Master Toolbox Podcast and stay tuned for future episodes featuring Agile gurus and thought leaders.

Upcoming Event:
Don't miss the Global Agile Summit 2025 in Tallinn, Estonia, on May 18th-20th. Secure your super early bird tickets at globalagilesummit.com and join the community shaping the future of Agile.

Keep experimenting and driving impact! See you in Tallinn.