Archive for the ‘OpenAgile’ Category

Agility, the Age of Interactions, and the Military

Tuesday, June 1st, 2010

The United States Department of Defense Command and Control Research Program has published a short (10 pages) paper on the concept of Agility (by David S. Alberts) and the need for Agility for Complex Endeavors.  Lots of fabulous thinking has gone into this paper which is loaded with useful definitions, useful concepts and advice about where we need to go with research.  I STRONGLY recommend taking twenty minutes and reading it right now.

Now that you have read it… no? … go read it!  You don’t have an excuse – you’re reading my blog aren’t you?!

Okay, really.  Here a couple of highlights:

The Age of Interactions

We are no longer in the Information Age.  I _love_ this concept.  It gels well with what I am doing with agile in organizations, it gels with what I am doing in my volunteer work as a Baha’i.  It gels well with my limited media-filtered understanding of what is going on in the world of ecology, economics, and politics.

The Age of Interactions is characterized by

unlimited possibilities… unleashed for the ways individuals and organizations can connect and work with one another. These interactions have profoundly changed our world, presenting both a set of challenges as well as providing new opportunities.

This means that ways of working with these connections (skills, processes and technology) are going to become the keys to unlocking the potential of this Age.

I Disagree

Mr. Alberts claims “Agility is a latent property, a potential that remains dormant until it is manifested and its power released.” (p. 9).  This is incorrect.  Agility can be and is an active property, not latent.  Agility is manifested actively by running short-term experiments, options analysis, executing work using just-in-time principles, and systematically incorporating experience into a body of knowledge and habits that further enhance Agility.

Thanks to Dan Mezick for the link to this excellent paper via the PMIAgile Yahoo! Group.

OpenAgile is a system that helps individuals, teams and organization deliberately build the capabilities to demonstrate Agility, regardless of industry, affiliation, or context.

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Case Study: Agile Process and a Twist on “20 Percent Time” for a Self-Organizing Volunteer Team

Sunday, May 9th, 2010

Cross-posted from the personal blog of David D. Parker: A Changemaker in the Making

I am engaged in a learning process with a charity that has undertaken to implement a new model of volunteer coordination based on OpenAgile, an open source agile method.  We recently held an orientation with our new volunteers.  In the hopes that this information will be useful to others who are trying to innovate on their  model of volunteer coordination, here are the instructions I shared with the volunteers.  In summary, they cover our process for sharing tasks, the tools we use to communicate with each other, and our use of what we are calling “60/40 time” a twist on Google’s “20 percent time“.

ORIENTATION INSTRUCTIONS:

I. Agile Volunteer Team Process

We are all here to support the charity. We are inspired by its mission and goals, and we want to help in a way that draws on all of our abilities, knowledge, skills, and creativity.
Our team uses a specific system for producing valuable results. We work in Cycles of 5 weeks. The charity’s staff talk with the stakeholders and decide what steps are necessary for accomplishing the organization’s goals. Each one of these steps, called Value Drivers, add up to providing value for the stakeholders once they’re delivered. The staff also decide the priority order for completing the Value Drivers.
In week 1 of the Cycle, there is a planning meeting with all the volunteers who are committed to doing work during the 5 week Cycle. All volunteers are urged to attend and participate.
  1. The meeting begins with reflecting on the results of the previous Cycle. These observations and lessons are an important part of the planning process.
  2. Next, the team of volunteers works together to create a Cycle Plan by taking the highest priority Value Driver and breaking it down into tasks. Tasks are represented by sticky notes on the wall.
  3. Third, the volunteer team counts the number of tasks needed to complete the highest priority Value Driver. If the past Cycle showed that the team can complete more tasks, then the team takes the next Value Driver in the list and breaks it down into tasks. This process continues until the team makes a unified decision that it has taken on the amount of work it can actually accomplish.
  4. The last part of the meeting is commitment. Everyone shares the responsibility for completing the Value Driver (represented by multiple tasks) by the end of the Cycle of work. Therefore each volunteer must truthfully commit to completing the work. If a volunteer is not comfortable committing to all the work on the task wall, then some tasks must be removed until everyone is able to commit.
In week 2, 3, 4, and 5 of the Cycle, the team of volunteers complete the tasks in the Cycle Plan (aka “doing work”).
  1. Volunteers are free to take whatever task is of interest to them. If they need more information about the task, they ask the other volunteers or the staff for details.
  2. When a volunteer begins a task, they sign their name on the bottom of the sticky and move the task into the “in progress” column.
  3. When a volunteer completes a task, they move the task into the “done” column.
  4. There are weekly conference calls where all the volunteers check in. They answer 4 simple questions
    1. What did I do last week?
    2. What will I do this week?
    3. What did I learn/observe?
    4. What obstacles, if any, are affecting my ability to do work?
  5. New tasks can be added to the wall based on any of the volunteers’ observations, obstacles, clarifications, questions, urgent new tasks, etc. If you add a new task to the wall, add your name to the bottom of the task, so that other volunteers can know who to go to for questions. Note that these new tasks must also be completed by the end of the 5 week Cycle.
At the end of the 5 week Cycle, the team presents the valuable results it has produced to the charity staff/stakeholders. Any insights, observations, corrections, etc. are factored into the next Cycle Plan.

II. Communication Tools

Over the time we have worked together, the volunteer team has decided to use a few tools to help us communicate. The main tool is the task wall and sticky notes. The secondary tool is a shared Gmail account.
NOTE: This list of instructions is a working, evolving document; it is not set in stone. Volunteers are encouraged to work together and adapt the way we do things to create a system that works well for all of us.
ACCOUNT INSTRUCTIONS:
  1. Login and read new messages
  2. Emails in the Inbox means there is work to be done (if the task is complete, archive the email to remove from the Inbox aka the To Do List)
  3. Apply Labels – Gmail doesn’t use folders; it uses labels instead. Apply labels to emails to assist other volunteers with how to treat the content of that message.
  4. Write up volunteer tasks for the task wall (Note: Label as “Task Written & Posted”)
  5. Get work done:
  6. Move the task on the wall to in progress
  7. If the task came from an email, label the task with your name
  8. When the task is complete, label as “Task Complete” and archive the email so it doesn’t appear in the Inbox
CURRENT LABELS:
  • ??? – this means more information or context is required to understand the request –> ASK QUESTIONS, or get help, to complete the task
  • By Volunteer Name –> This means the task/email is in progress; A volunteer labels the email with their name when they accept responsibility for a particular task
  • FYI (For Your Information) – these are emails that contain information that is relevant to volunteers, but does not necessarily require action be taken. If action is required, write up a task and post it on the wall)
  • Task Complete – Use this to label When a task is complete; archive the email so it doesn’t appear in the Inbox
  • Task Written & Posted – apply this label after you write up the task and post it on the wall
  • Social Media – these are emails that apply specifically to social media like Twitter, Facebook, etc.
  • Website – these emails are relevant to website updates

III. What is 60/40 Time?

There are many reasons why people volunteer.  Here is a short list that comes from Molly Schar’s article Making the Most of Nonprofit Volunteers:
  • Belief in the mission of the charity
  • Desire to “give back”
  • Meet new people
  • Make new business contacts
  • Invited or inspired by another volunteer or staff member
  • Improve resume
  • Learn new skills
  • Benefits such as free events
We want all of our volunteers to get the most out of their experience here. Rather than insisting that every moment of a volunteer’s time be spent on completing tasks on the wall, we ask you to split your time 60/40. We want to give our volunteers freedom to spend a large portion of time doing things that satisfy their motivations while still providing value to the organization. For example, if someone has an interest in building skills in using social media, but there aren’t currently any tasks on the wall related to social media, the volunteer would be encouraged to use 40% of their time using social media to benefit the charity. The remaining 60% of the time is essential for delivering other important results to the organization. We aspire to having a trusting environment, so it is up to you to monitor how you’re spending your time. During progress updates, all volunteers are encouraged to share what they’ve accomplished during their 40% time. This will help other volunteers to learn what motivates their teammates and will give the team information that can be integrated into future Cycle Plans.
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Case Study: OpenAgile for Charity Volunteer Management

Friday, March 12th, 2010

Cross-posted from my personal blog: A Changemaker in the Making

For the past several weeks, I have been helping a small charity solve a dilemma. Because the charity is well-recognized for their good work, they regularly attract volunteers who want to help. Unfortunately, the two overworked staff members are too busy to recruit, train, and manage them. My approach has been to use OpenAgile, an open source system for delivering value to stakeholders, to implement a few simple techniques to help them.

There are several aspects of OpenAgile that fit very well for managing volunteers:

1. Self-Organizing Behavior

This means people “volunteer” for tasks instead of doing them based on a tightly defined role or having someone tell them what to do. This frees the staff from having to assign work. Instead, they identify priorities and rely on the volunteer’s creativity and personal motivation to do the task in their own way.

2. Shared Responsibility for the Workload

When there is more than one volunteer, they work in a team and share the responsibility for the workload. The team of volunteers discuss the priorities of the organization, and decide among themselves what tasks need to be completed. Then, they create and commit to a 1-2 week short-term plan that will deliver those results. Finally, they come back after the 1-2 week period and reflect on what they accomplished.  This pattern of action, reflection, learning, and planning is one of the Foundations of OpenAgile.

3. Visible Tasks

This means that all people doing the work should be able to see what tasks needs to get done, what is in progress, and what tasks are done. One technique that co-located teams often use is simply posting tasks on a wall using sticky notes. (Check out my OpenAgile Task Wall Prezi) Another cool idea is Card Meeting which works on the same principle, but it can be useful for distributed teams.

4. Learning Manifesto

The emphasis on learning is perhaps the most important aspect of OpenAgile that aligns with the needs of volunteer management.  The Learning Manifesto states that “Learning is the key that unlocks human capacity.”  Volunteers are drawn to an organization because of its vision but can get pushed away when they feel they’re underutilized or not able to contribute in a meaningful way.  By making it explicit that the volunteer is primarily accountable for learning, the organization creates a safe space for experimentation and innovation.

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Comparison of OpenAgile with Scrum

Monday, February 1st, 2010

OpenAgile is similar to Scrum in many respects. Both are systems for delivering value to stakeholders. Both are agile methods. Both are frameworks that deliberately avoid giving all the answers. So why would we choose OpenAgile over Scrum?

The most important difference is in applicability: Scrum is designed to help organizations optimize new software product development, whereas OpenAgile is designed to help anyone learn to deliver value effectively.

OpenAgile is an improvement over Scrum in the following ways:

  1. More effective teamwork and team practices, in particular the Consultative Method of Decision Making, and
    applicability over a larger range of team sizes from a single individual on up.

  2. Recognition of the individual capacities required for effective learning, namely Truthfulness, Detachment,
    Search, Love and Courage. Scrum acknowledges a separate set of qualities, but does not show how they systematically connect with the requirements of a Scrum environment.

  3. Systematic handling of more types of work beyond just “new artifacts” and “obstacles”. In particular, OpenAgile includes calendar items, repetitive items and quality items and acknowledges their unique qualities in a work
    environment. OpenAgile also provides a framework to include additional types of work beyond these five.

  4. Improved role definitions based on extensive experience.

    1. There is only one role defined in OpenAgile (Team Member) vs. three defined in Scrum (Team Member, ScrumMaster, Product Owner).

    2. There are multiple paths of service that allow Team Members and Stakeholders to engage with an OpenAgile team or community in different ways. There are five paths of service: Process Facilitation, Growth Facilitation, Tutoring, Mentoring, and Catalyst.

    3. The Process Facilitator path of service is similar to the ScrumMaster role with the following major differences:

      • is not responsible for team development
      • is not necessarily a single person, nor is it a required role
    4. The Growth Facilitator path of service is similar to the Product Owner role with the following major differences:

      • is responsible for all aspects of growth including value (like the Product Owner), and individual and team capacity building.
      • is not necessarily a single person, nor is it a required role
  5. Integration of principles and practices from other methods. Two examples suffice:

    1. From Crystal: creating a safe work/learning environment.

    2. From Lean: build quality in, value stream mapping, root cause analysis, standard work.

  6. OpenAgile allows interruptions during the Cycle. Scrum has the concept of Sprint Safety. This makes Scrum
    unsuitable for operational work and general management.

  7. The distinction between Commitment Velocity and other uses of the term “velocity” used in Scrum. Commitment Velocity is the historical minimum slope of a team’s Cycle burndown charts and determines how much work a team plans in its Engagement Meeting.

  8. Flexibility in the length a Cycle. Scrum requires that Sprints (Cycles) be one month in duration or less.
    OpenAgile allows a Cycle to be longer than that and instead provides a guideline that there should be a minimum number of Cycles planned in the time expected to reach the overall goal.

  9. The Progress Meeting in OpenAgile does not require people to take turns or directly answer specific questions.

  10. Avoiding conflict-oriented models of staff and management (Chickens and Pigs in Scrum).

  11. Terminology changes to be more clear in meaning and applicable beyond software. A comparative glossary is
    included below.

Another major difference between OpenAgile and Scrum is how the community operates. OpenAgile is an open-source
method that has a specific structure for community involvement that allows for continuous improvement of the system. Scrum is closed. It is closely managed by it’s founders and this has led to challenges with the method becoming dogmatic. OpenAgile is meant to constantly evolve and grow.

Comparative Glossary between OpenAgile and Scrum

OpenAgile Scrum
Cycle Sprint
Cycle Planning Sprint Planning and Sprint Review
Team Member Team Member or “Pigs”
Process Facilitator ScrumMaster
Growth Facilitator Product Owner
Work Queue Product Backlog
Work Queue Item Product Backlog Item
Cycle Plan Sprint Backlog
Task Task
Work Period Day
Progress Meeting Daily Scrum
Learning Circle w/ steps Inspect and Adapt”
Delivered Value Potentially Shippable Software
Stakeholders Chickens”
Five Types of Work:

New, Repetitive, Obstacles, Calendar,
Quality

- no equivalents -

User Stories, N/A, Impediments, N/A, N/A

Consultative Decision Making - no equivalents -
Sector / Community - no equivalents -

References on OpenAgile:

http://www.openagile.com/

http://wiki.openagile.org/

References on Scrum:

http://www.scrumalliance.org/

http://www.scrum.org/

“Agile Software Development with Scrum” - Schwaber and Beedle

“Agile Project Management with Scrum” - Schwaber

“Scrum and the Enterprise” – Schwaber

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1st OpenAgile Team Training: Location is set! #OpenAgile

Thursday, December 10th, 2009

This is for people who have received the OpenAgile Readiness Certificate, this course is a key component for advancing your learning to the next level – the level of being able to function effectively as a Team Member in OpenAgile. This training gives you hands-on exposure to the OpenAgile team environment, and practice with all the core OpenAgile techniques for accelerating learning and moving systematically towards your goals.

Date;
January 26-27, 2010

Location:
Soloway Jewish Community Centre
21 Nadolny Sachs Private
Ottawa, Ontario K2A 1R9
Directions to Soloway Jewish Community Centre also known as The Joseph & Rose Ages Family Building

More information

To register for this seminar!

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First Public OpenAgile Team Member Training in Ottawa

Tuesday, December 1st, 2009

Great News!

We at Berteig Consulting have been developing OpenAgile with the OpenAgile Champions and we are ready to hold the first ever public OpenAgile Team Member training session.  OpenAgile is a new method of using Agile methods for all kinds of work (beyond just software and IT).  Now we have our first ever public OpenAgile Team Member Training. The first seminar is taking place in Ottawa, our nation’s capital.

Details:

City: Ottawa

Date: January 26-27, 2009

Price: $750.00

For more information visit: http://www.berteigconsulting.com/OpenAgileCertificationOATrainingJanuary2010OttawaOntarioCanada

OpenAgile is a system for rapidly delivering value that is based on Truthfulness, Consultative Decision-Making and constant learning. OpenAgile is an “open source” process – a community of practitioners is helping to build it, and anyone can learn about it and use it and then contribute back to it!

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Infonium using OpenAgile to transform Canadian healthcare

Tuesday, November 3rd, 2009

This summer, Berteig Consulting delivered an intensive OpenAgile training to Infonium, developers of enterprise application software for the Canadian healthcare industry.  Based in Ottawa, Infonium collaborates with Canadian healthcare practitioners to develop innovative software solutions that solve issues that are specific to the healthcare industry. 

http://www.infonium.ca/about-infonium/news/96-news-berteig

Berteig Consulting is proud to be helping Infonium achieve their vision of transforming healthcare across Canada.

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Agile method for the Financial Services industry

Tuesday, June 30th, 2009

There are two things every leader needs to know to be successful: first, a leader must clearly articulate what they expect, and second, they need to inspect what they expect on a daily basis. The big challenge though is how do you stay on top of changing priorities? And how do you avoid micro management and driving your team crazy?  This is why OpenAgile, in my opinion, will be very quickly embraced by management teams around the world. It has all the necessary tools to ensure success.
 
For the past 6 months, I have been working with a financial services team in Slovakia to introduce them to Agile methods. I started with Scrum, a methodology and framework that has been used in the Information Technology sector for the past 5-10 years.
 
The Slovak team started using Scrum with one team of 6 managers. They grew to have 4 teams actively managing their activities and projects using Agile Scrum, and another 2 teams are planning to launch soon. The feedback from the team members has been positive and the team leader is very impressed with the methodology, the activity levels, and the results. This organization/structure is doing very well in the very competitive marketplace that is Slovakia. I interact with the teams on a regular basis and often travel to Slovakia from Canada on business, so I have the opportunity to work closely with the structure, leader, and the teams.
 
The only challenge with Scrum is that it is somewhat restrictive regarding the types of work that is recorded and reported upon. Scrum does not accommodate repetitive or calendared activities. Fortunately, Berteig Consulting has developed OpenAgile as a new Agile method that allows for the tracking and reporting of all the Scrum work activities plus these new categories. I find OpenAgile more inclusive and representative of the Financial Services work environment.  
 
I’m now in the process of transitioning the Slovak teams from Scrum to OpenAgile. I believe OpenAgile will be a much better methodology for this team, and for all non-IT organizations, as it creates an environment for teams to achieve even greater success.
 
The OpenAgile method teaches the team members to self-manage. And rather than replacing the role of the team leader, that person is empowered to truly lead because they are free to focus on creating an environment where the team can thrive. OpenAgile helps the team to clearly identify the key strategic and tactical goals, and it allows the team to systematically inspects what everyone expects to be done.

There is actually a third thing every leader needs to know. It’s called OpenAgile.  And you can learn more about OpenAgile at http://www.openagile.com/ or by contacting Berteig Consulting http://www.berteigconsulting.com/Contact

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Why try to be good?

Monday, June 29th, 2009

What motivates human beings to do the right thing?  To do good deeds, to be truthful, to be kind, to be helpful, to try to make the world a better place?  First of all, we have to realize that everything we say and do has an actual, real effect on our environment for better or for worse.  Every time we help someone, or tell the truth, it actually makes the world better in some small way, just as when we lie, cheat, steal or speak unkindly to someone, no matter how small the affront, we actually make the world worse.  In fact, our thoughts, words and actions can really have only one of two basic effects on the world – they can make it better or make it worse.  Period.

There are some powerful cultural forces in our society, most obviously the constant stream of materialistic propaganda through various forms of hypnotic media, that influence the way we perceive our ability to contribute to the betterment or worsening of our environment.  The basic message is that individuals can’t affect any real fundamental change in society (i.e., their environment) and that the best any of us can do is to change our position, rank or class within the permanent structures of our society.  Therefore, “only the strong survive”, “get what you can while you can” and the “pursuit of happiness” have become not only slogans that we live by, but conceptions of human nature that have constructed our social reality.

For example, the concept behind “the pursuit of happiness” is that happiness is something external and fixed that a person has to find somewhere “out there”.  Embedded in this “right” is the implicit message that “average” individuals and groups do not have the potential to exert influence on, and contribute in any meaningful and lasting way to the shaping of the prevailing social order.  Thus, there is always a better neighborhood to live in, a better employer to work for, a better school for your kids to go to, etc.  It disempowers us all from thinking that we can get together and do something right now about our immediate reality.  ”Don’t even bother”, it says, “you won’t be able to change anything anyways – you’re wasting time, effort, and worst of all – money!  Better to lie just a little, cheat just a little, step on your neighbor just a little in order to protect your own little piece of turf.”

Understanding the truth about our reality – our potential to contribute to the betterment of the world – is what will actually begin to motivate us to be good – that is, the fact that our good thoughts, good words, and good actions can and do make the world better.  ”Better” becomes not merely an external pursuit that we fight to get our little piece of; rather, it is an organic, sembiotic process of growth.  For one thing, it requires vision: What would the world be like, for example, if everyone always tried to tell the truth?  Would it really be so bad?  Would human affairs come to stand still?  Would the economy crumble?  Or would it, rather, begin create something new… something better?

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OpenAgile Reference Sheet Download – First Draft Available

Wednesday, June 10th, 2009

Hi Everyone!  As you know, I’ve been working with my team at Berteig Consulting and with some of our clients to create the OpenAgile method.  OpenAgile is based on Scrum and Lean, and integrates some important learning and teamwork principles and practices.  We’ve just published the first draft of the OpenAgile Reference Sheet.  This is based on the OpenAgile Primer as well as integrating some late-breaking learning about the use of Agile in non-software environments.  I hope you like it, and let me know if you have any suggestions!  We’re going to get to an official first release of OpenAgile soon, and when that happens, we will also be starting the official “open” part of it – OpenAgile is meant to be an open-source agile method!

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Growth Facilitator role on an OpenAgile team

Friday, June 5th, 2009

This is my first post on the Agile Advice blog.  In fact, it’s my first blog post ever.  Before joining the Berteig Consulting team, I had never even heard the words Agile, Scrum, Lean, or OpenAgile.  After all, my background is marketing, community relations, and sustainability!  Needless to say, I’ve gone through some intense learning about the role of the Growth Facilitator.

The responsibility of the Growth Facilitator is about more than simply prioritizing New Work goals and tasks. I see the role as contributing to the organizational culture, and helping to build the business in a sustainable way. “Sustainability” is an important concept at BCI. It means that we are committed to conducting business in a way that is respectful of the environment, society, and the economy. At the same time, it means that the BCI team operates at a sustainable pace, finding ways to balance our work and life so that we don’t burn out.

As Growth Facilitator, I am also responsible for guiding the team toward delivering greater value for our stakeholders. At Berteig Consulting, our stakeholders don’t just include the company’s owners. Our stakeholders include a wide range of groups, including customers, suppliers, employees, and our families, all without whose support nothing we do would be possible. Delivering value to our stakeholders requires that we keep them in mind when we commit to our tasks each week.

One of the important lessons I learned was to give the team S.M.A.R.T. – Simple, Measureable, Achievable, Relevant, and Timebound – goals and give them space to come up with the tasks to meet the goal. When I first started, I made goals that were broad, saying for example “to take care of our clients” or “to work at a sustainable pace.” Rather than stating goals, I realized that I was making statements of the team’s shared values. And while the team integrated these thoughts into our behavior, it was nonetheless challenging to spin off specific tasks that we could work on. Now, I try to ensure the goals I create conform to a user story format and meet S.M.A.R.T. criteria. For example “Berteig Consulting can update the Certified ScrumMaster course content so that all CSM course participants receive the best value in the market.” As soon as I made the direction clear, the team self-organized and generated tasks required to achieve each goal.

Another key lesson of developing the direction for the team was allowing the Team Members time to review the next Cycle’s goals in advance of the Cycle Planning Meeting so that they could provide feedback and seek clarification. This became particularly important when one team member jumped on a business opportunity that created a significant amount of New Work. We simply could not overlook this great opportunity, and we moved it to the top of the New Work priority list and put it in the next Cycle Plan.

Last, I learned that the Growth Facilitator and Process Facilitator have a complimentary relationship that requires frequent consultation. As the Process Facilitator goes about helping the team overcome obstacles, it can become clear that the team needs to address a systemic challenge during one of the upcoming Cycles. The Growth Facilitator then states the need as a Cycle goal in a S.M.A.R.T. format, allows the team time to give feedback, and prioritizes the goal in the New Work list. When the goal is brought to a future Cycle Planning Meeting, the team breaks the goal into tasks and solves the systemic obstacle that the Process Facilitator identified.

These lessons have helped me understand how the Growth Facilitator role extends beyond prioritizing New Work and guiding the team’s value delivery. The role also fosters the culture in which the work gets done – working at a sustainable pace, taking care of our customers, and maintaining unity of vision.

I would love to hear your thoughts about anything I’ve expressed here. Berteig Consulting is a deep-learning environment, and your feedback is invaluable.

David D. Parker
VP Marketing and Sustainability
Growth Facilitator

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