Michael Sahota - Agile, Scrum & Lean Coach - Toronto » Communication

How to Read a Book

Michael Sahota — Tue, 13 Jul 2010 20:54:56 +0000

A friend and fellow Agile coach – Jason Cheong-Kee-You – told me about this approach to get more out of books. It is one of those little nuggets that help make every day life go better. Thanks also to Allister McKinnell for starting the chain reaction.

The purpose of this post is to share my key learnings from the book: the goal of reading and how to skim. No effort to represent the whole book.

The Goal of Reading

Adler argues that the goal of reading is to learn and that there are 4 elements that need to be satisfied. Consider the diagram below.

In order to decide what parts of the book you believe, you need to understand what it is suggesting and how that information is supported. As I write, I think about confirmation bias and that we need to challenge ourselves to keep our minds open.

Perhaps the most intriguing part is to explicitly think about is: what impact does the book have one you? What are you going to do differently as a result of reading the book?

How to Scan a Book Quickly

It takes time and energy to read and learn from a book. Adler introduces an approach called inspectional reading (systematic skimming or pre-reading) to provide a mechanism to decide if the book is worth reading. The diagram below outlines which bits of a book to focus on.

In 20 or 30 minutes, you can get an idea of what the book is about and what its parts are. Even if you think you are going to read the whole book cover to cover, this is still very valuable in understand the book as a whole.

Happy reading!

No related posts.

Related posts brought to you by Yet Another Related Posts Plugin.

Learn to coach and observe through play

Michael Sahota — Thu, 20 May 2010 17:28:14 +0000

At DeepAgile in Boston, I played Yellow Brick Road: Fresh InsightsThrough Peer Coaching. The game was led by it’s inventor – Portia Tung who did a great job even with a very large group. If you haven’t played this, I suggest you make the time.

The game teaches people skills and resources to be effective coaches by practicing with peers. In the game, people take turns in one of 3 roles: Client (with a problem), Coach, and Observer.

Solve real problems

In the role of Client/Dorothy, you get to be yourself and bring up a problem that you want to work on. Over several iterations, new perspectives help you access the resources you already have. So a cool side-effect of this game is that you get fresh insights into whatever problem you want to work on.

Coach practices questions

The coach gets to practice listening and asking questions. We discovered that listening is something we need to practice since we are so used to jumping in with our expert opinion and solutions.

We also get practice with different types of questions (image by Portia Tung):

Observer provides depth

The observer roles gives you a chance to step back from the situation and really notice what is going on. Portia’s picture captures the simplicity of the task:

I was reminded that observation is a very helpful debugging technique. It is also less than easy – especially if you are like most of us and out of practice.

As the observer, I was able to get much deeper insights.

Go play this game

I am going to play this game again for myself and to help those I am coaching. The complete game instructions and presentation is available for download, so give it a go! I’m sure you will get value out of it. Even better, get Portia to come play with you so you can see some of the finer points.

(This is part of a series on DeepAgile 2010 Games Weekend).

Taking Responsibility to Learn and Grow Christopher Avery gave a very interesting talk at Agile 2009...
Powerful Questions and Powerful Requests Finally, the last in my series of visual notes from...
Team and pair games for building collaboration Tobias Mayer led a fun and effective session (Agile Playground)...

Related posts brought to you by Yet Another Related Posts Plugin.

Shopping List for Sticky Notes and Markers

Michael Sahota — Thu, 29 Apr 2010 14:25:17 +0000

The purpose of this post is to provide a shopping list for collocated teams that use Agile to create a Kanban or Scrumboard. This acts as a boundary object to create context and bind a team.

Standard Sticky Notes

Post-it Super Sticky 3″x3″ Yellow (12/pack) – Staples Item#: 562896

Used for tasking and brainstorming.

Stock 1 per team

Post-it Super Sticky Notes, 3″ x 3″, Neon Colours, 5-Pack – Staples Item#: 562930

Great for retrospectives and brainstorming.

Stock 2 per team

Post-it Original Notes in Neon Colours. Grand and Toy Product code: 6555PK

Very useful for Kanban and brainstorming

Stock 1 per team

Post-it Recycled Notes in Pastel Colours. Grand and Toy Product code: 655-RP-A
Good for production Kanban. Not supersticky, but bright colours can be annoying.
Stock 1 per team

Post-it Super Sticky, Neon Colours 4″x6″ – Staples Item#: 592836

Needed for titles, theme headings

Stock 1 per team

Post-it Notes, 1-1/2″ x 2″, Neon Colours – Stapes Item#: 20071

Used to indicate status, theming

Stock 0.5 per team

Special Sticky Notes

Post-it Arrows 3×3 – Staples Item#: 500518

Used to draw attention, value stream mapping.

Stock 0.5 per team

Post-it Flowers 3×3 – Staples Item#: 573400

Used for team members to enforce WIP to one task per person.

Stock 0.5 per team

Post-it Super Sticky Notes, 4″ x 4″, Lined, Ultra Colours – Staples Item#: 659725

Sometimes you need a different sticky.

Stock 0.5 per team

Post-it Super Sticky Meeting Notes, 8″ x 6″, Lined, Neon Colours

Awesome titles, drawings

Stock 0.5 per team

Markers & Etc.

Black Sharpies (12/pack) – Staples Item#:11520 – Also available in 24 count from Costco
These are critical to keep in good supply to keep people running to look for markers.
Stock 1 box per team

Bic Fine Tip Assorted Marker (12/pack) – Staples Item#: 573126
You’ll need these for size estimates, theming story cards
Stock 1 box per team

Post-it Glue Stick – Staples Item#: 18842
Useful for sticking stuff to the wall. Critical for index/story cards
Stock 2 per team

Index Cards, 3″ x 5″, White, Ruled - Staples Item#: 570562
Really stupid, but you can’t order Post-it index cards in Canada, so we need these for story cards. Yes, you can use coloured stickies, but these are more substantial and allow theming with coloured markers.
Stock 1 per team

Easel Pads

25 Inch Post-it Easel Pad – Staples Item#: 22908

Great for Scrum Boards, story maps, brainstorm

Stock 1 per team

20 inch Wall Pads, Post-it Super Sticky 3M (2/pack) – Staples Item#: 504139

Used for retrospectives, sprint burndown, …

Stock 1 per team

Other stuff

Painter’s Mate Green Painter’s Tape Contractor Pack – 6 pack @ Home Depot
Needed to demarcate swim lanes for scrum boards; phases in a story map; kanban columns
Stock 0.5 per team

Scotch-Blue Painter’s Tape for Multi Surfaces 25.4 mm x 45.7 m Contractor Pack (3 Rolls) @ Home Depot
Same as above but green. Choice is good.
Stock 0.5 per team

Work Samples

In the absence of high-quality magnetic whiteboards, I tend to use a lot of paper and stickies. So please see others for using whiteboards. e.g. Visual Management Blog

Visual Notes and MindMapping Supplies Someone was asking what tools I use to create the...

Related posts brought to you by Yet Another Related Posts Plugin.

Improve your communication through non-verbal rapport

Michael Sahota — Thu, 18 Mar 2010 02:48:31 +0000

At Scrum Gathering Orlando, I ran an experiential workshop titled Improve your communication through non-verbal rapport. The session turned out really well so thanks to everyone who participated. My only tools were a flip chart and some markers, so the purpose of this post is to provide details for attendees as well as provide visibility to anyone interested in better communication.

(Part 6 of 5 blogs on the Scrum Gathering in Orlando – ok, so not very good at counting

Mehrabian Study

Amazingly, only 7% of communication is based on words while 38% is based on tonality and 55% on physiology.

The Mehrabian Study produced these numbers to quantify the importance of non-verbal communication.

Rapport

Briefly, rapport is about making and feeling a connection with another person. We do this automatically with our friends: we match physiology and tonality. The key practice for connecting with others is to:

Face a similar direction
Be at the same or lower height
Match the angle of their spine and head tilt.

This goes a long way towards making a comfortable connection. For more on rapport refer to NLP: The New Technology of Achievement by Steve Andreas, and Charles Faulkner.

Keys to great communication

There are some important approaches that complement non-verbal rapport skills.

I just posted on Crucial Conversations.

Stephen Covey’s “7 Habits of Highly Effective People” has two models that relate to effective communication.

Win/Win is about seeking a good outcome for everyone involved – seeking a long-term, sustainable relationship.

“Seek first to understand, then be understood“ is about really listening to people around you. To really connect, you need to understand the person and where they are coming from.

Exercise to understand rapport

Caution: These exercises are here for those who attended the workshop and want to use them to help others. Please attend a workshop before trying these on your own.

This exercise is about getting an internal sense of how important rapport is in conversation.

Exercise to sense broken rapport

This exercise is about practicing rapport and getting a sense of what it is like for rapport to be broken.

Want to learn more?

These are some of the skill that I learned as an NLP (NeuroLinguisticProgramming) Practitioner. I have found Practitioner as well as Master Practioner skills to be an important part of my toolkit as an Agile Coach.

I strongly recommend Wauneen McMonagle Innergize Training if you are interested in building skills in this area.

Artful Making Workshop with Lee Devin The workshop was nothing short of amazing. Lee Devin took...
Crucial Conversations One important book that has been in my communication toolkit...

Related posts brought to you by Yet Another Related Posts Plugin.

Crucial Conversations

Michael Sahota — Wed, 17 Mar 2010 13:08:52 +0000

One important book that has been in my communication toolkit for years is Crucial Conversations: Tools for Talking When Stakes Are High by Kerry Patterson, Joseph Grenny, Ron McMillan, and Al Switzler. I am mentioning it now since I shared some of these elements in my Scrum Gathering workshop Improve your communication through non-verbal rapport. I’ll blog on this shortly; back to the book.

The book offers several valuable models for communicating effectively when the going gets tough.

The most important concept is that of safety: “when it’s safe you can say anything”. When we feel safe in our environment or with others, then open communication is possible and we collectively add to a shared pool of meaning. When we add to the pool we begin to understand one another and can produce shared insights. Mutual purpose – agreeing about the purpose of a conversation – is another requirement for effectively adding to the pool.

There are two common patterns people fall into that put safety at risk. With silence, people may be withdraw from conversation, avoid topics or respond in ways that obscure meaning. With violence, people may resort to verbal abuse, labeling, and manipulating the situation. Understanding these patterns has allowed me to diagnose situations and be more effective. Also, there is a test that lets you identify your preferred pattern when in conflict so you can debug your own behaviour.

Start with heart is about looking at the conversation with a wider lens – What’s important for you? What’s important for others? What kind of a relationship do you want? This is related to Stephen Covey’s habits of win/win and empathetic listening.

Finally, to be successful, we need to master out stories. One challenge with the way our brain’s work is that we feel emotions and then create stories to justify our emotions. There are many types of unproductive stories that we tell ourselves, the most common and crippling ones are:

Victim – “How could this have happened to me? What have I done wrong?”
Villain – “That other person is to blame.”
Helpless – “I am powerless; there is nothing I can do”

See related topic – Cristopher Avery’s personal responsibility model.

Improve your communication through non-verbal rapport At Scrum Gathering Orlando, I ran an experiential workshop titled...

Related posts brought to you by Yet Another Related Posts Plugin.

Artful Making Workshop with Lee Devin

Michael Sahota — Thu, 11 Mar 2010 13:53:07 +0000

The workshop was nothing short of amazing. Lee Devin took a group of us through a 5 hour deep-dive into the key skills used by actors to create and collaborate. What Lee calls Artful Making (see book for more). This is 100% applicable for Agile teams and this has immediately become part of my toolkit for fostering creativity and much more.

(Part 1 of 5 blogs on the Scrum Gathering in Orlando.)

I have attempted to capture the key aspects of the workshop in the mindmap below.

I walked out of the session with:

Better ability to LISTEN. This had been on my self-improvement list for years.
A deep sense of playfulness, curiousity and creativity. Lee helped me reconnect with skills I had when I was much younger.
A strong connection with other participants.
Understand my EDGE in a number of different situations. I can now explore and expand this in a positive way.

The exercise where we were creating together through movement is a great way to illustrate the benefits that can be found through pairing. Together we were able to create and invent things that I could not even conceive of in advance. It was really awesome to experience such effective collaboration without words.

Not only was this fun, it also is immensely practical. One note of caution when you do take it: you will start off slowly and build the foundations; the really cool stuff comes together later on.

Kudo’s to the Scrum Gathering organizers and many thanks to Lee for sharing his craft.

Special mention to those that made it special for me. In photo: Mark Strange, Siraj Sirajuddin, Lee Devin, (me), Juan Banda. Also, Mats Janemalm (not in photo).

Improve your communication through non-verbal rapport At Scrum Gathering Orlando, I ran an experiential workshop titled...
Harrison Owen: Use Open Space for amazing results Harrison Owen gave a very insightful keynote speech at Scrum Gathering...
Team Chartering and Agreements Simon Roberts and Jens Korte gave a solid presentation of...

Related posts brought to you by Yet Another Related Posts Plugin.

Why We Make Mistakes

Michael Sahota — Tue, 09 Feb 2010 03:37:00 +0000

One of my goals is to make a mindmap of every book that I read. I figure if I can take the time to read it, I may as well take a little time to synthesize the content of the book into a mindmap so I can remember it later. Seems like a good idea, and this is the first one in what I hope will be a long and informative series.

So, today’s review is on Why We Make Mistakes – a book that describes failure modes common to people. Many of my regular readers will be wondering what this has to do with Agile and Lean, but it turns out that there are several direct links to industry practices.

Please review the mindmap below. The left half relates to how Agile works to avoid making mistakes. The right half of the mindmap has to do with proving out NLP presuppositions such as “perceived reality depends on our model of the world” and “memory is a synthetic process”.

Multi-tasking = Forgetting

I love the term CFIT = Controlled Flight Into Terrain. They had to make up a name for when pilots aren’t paying attention and fly into the ground because it happens. The reason is the same as many car accidents – driver/pilot inattention. The main point is that our brains are designed to do one thing at a time. In Agile and Lean we see a clear focus on one task at a time. Kanban and Scrumboards enforce this.

Keep it simple and constrain choices

In Agile we use automated unit and acceptance testing as well as test-driven development and refactoring to keep things simple. In Lean we use poka-yoke to mistake-proof a production step. These are good things since people make mistakes. Even worse, if we routinely don’t see problem, we are unlikely to see them when they do happen (we look but we don’t see).

People are overconfident

I have seen this with a lot of technical teams – overpromising what can be delivered. Fortunately, there is an easy fix – feedback. Accurately measuring a team’s velocity (only counting fully completed stories) will provide very clear feedback on progress that is visible to all.

Attitude

A lot of Agile teams promote an open culture where people are encouraged to question and discuss things. This is critical for avoiding catastrophes.

Humour & Candy

A final point to consider is that happy people are more resourceful – so consider candy and a dose of humour for your Agile team.

Sleep

A key practice in Agile is sustainable pace or energized work. Lean equivalent is avoiding the wastes of muri (overburden) and mura (unevenness).

How to Read a Book A friend and fellow Agile coach – Jason Cheong-Kee-You –...

Related posts brought to you by Yet Another Related Posts Plugin.

Waterfallacy – There is no documentation in Agile

Michael Sahota — Fri, 15 Jan 2010 02:41:02 +0000

Mike Cohn placed a challenge on his blog for people to describe a Waterfallacy – “A waterfallacy is a mistaken belief about agile that has been caused by prolonged exposure to the waterfall process.” This is to promote his new book – Succeeding with Agile. I have found it very useful in my Agile work and would like you to consider ordering it now to succeed with Agile

I have run up against this waterfallacy many times. Here are some of the things I have heard:

“Agile is all about coding, not about documenting.”
“The Agile manifesto says documentation is not important.”
“How can you deliver software without a requirements document?”

The assertion is that there is little or no documentation in Agile and the implication is that Agile cannot possibly work.

How to overcome these statements? I talk about 4 things:

Agile manifesto – what it actually says
Why Agile values face to face communication
How Agile documentation works and how Agile teams document a lot
If you are using Scrum, it’s up to the organization to define what is right.

Agile Values: Working software over comprehensive documentation

In the Agile Manifesto we talk about valuing working software over comprehensive documentation. So, working software comes first since that is what will make our businesses succeed. The manifesto does not say to avoid documentation entirely – that’s a mis-read!

Agile Principle: Use face to face communication

One of the key Agile Principles is:

The most efficient and effective method of conveying information to and within a development team is face-to-face conversation.

This signals that people should talk to each other rather than communicating through documents. Does it say not to document? No!

Agile Documentation – just the right amount

Agile teams tend to use wikis as a lightweight and searchable knowledge base. They document things that they think are important or useful. It may be text, photos, diagrams. For more info on how to make this work, check out this article on Agile Modeling.

Most of the Agile teams I work with produce a lot more useful documentation than more traditional teams I have worked on.

Scrum lets the organization decide how much to document

If you use Scrum, let me remind you that Scrum is completely silent on documentation. It’s up to the organization to decide how much and what types of documentation need to be completed every Sprint.

Usually people are convinced at this point and say – “Wow! I didn’t know that.”

Agile Kick Start and Agile Games Day – Announcing Two Workshops October 19th and 21st As one of the organizers of Agile Tour Toronto I...
STC Management Day Talk and the role of User Docs Below is the presentation I gave at STC (Society for...

Related posts brought to you by Yet Another Related Posts Plugin.

Powerful Questions and Powerful Requests

Michael Sahota — Fri, 04 Dec 2009 20:10:38 +0000

Finally, the last in my series of visual notes from Agile 2009. Not my best, but I wanted to share my thoughts about the session.

Lyssa Adkins and Tobias Mayer gave a practical and experiential session at the end of Agile 2009. Lyssa has written more about this on her blog. The original name for the session was Human-Centred coaching.

One useful trick (unrelated to the topic) is to raise one’s hand and wait for everyone else to raise their hands as a soft and effective way to get people’s attention.

Powerful Questions

Are open rather than closed
Draw out hidden information
Lead people to new perspectives
Driven by curiousity
Give people time to respond

To get good at them you can write some new ones on cards every week and use them where they make sense. The book Co-Active Coaching has a section that discusses powerful questions. It is partly related to the NLP practice of using the Meta-Model to ask questions to reveal hidden assumptions.

Powerful requests

Some tips are written in light blue above. This is similar to the core protocol Ask for Help.

Games and tough questions for Agile Adoption Luiz Claudio Parzianello and Rafael Prikladnicki gave a talk at...
Constellation, Timeline and Marketplace for Tuning Teams Lyssa Adkins ran a very practical session at DeepAgile that...
Coaching Self-Organizing Teams Joseph Pelrine gave a really interesting session on “Coaching Self-Organizing...

Related posts brought to you by Yet Another Related Posts Plugin.

Visual Notes and MindMapping Supplies

Michael Sahota — Wed, 18 Nov 2009 23:29:57 +0000

Someone was asking what tools I use to create the visual notes and mind maps. Perhaps the most important is to trust myself that whatever I am drawing is OK and will communicate ideas better than plain text.

I use the following supplies from DeSerres art store:

I like the Manga markers since they have really nice flow and give sense of grace.
The Staedtler fineline is good for adding lots of details and little pictures.
You can’t see it here, but the 8.5″ by 11″ sketch pad is perforated so I can tear off the sheets and scan them in.
I also sometimes use 11″ by 17″ sheets of paper with a Sharpie FinePoint for big picture thinking.

Visual note taking is a handy skill that I learned in a series of webinars: I only saw parts of this one and most of this one. This is a good thing to do as a team/group activity.

How to Read a Book A friend and fellow Agile coach – Jason Cheong-Kee-You –...
Shopping List for Sticky Notes and Markers The purpose of this post is to provide a shopping...

Related posts brought to you by Yet Another Related Posts Plugin.