Implementation

Use the following How To section to review roadmaps with stakeholders.

Background

The Roadmap Review meeting has been scheduled on a monthly cadence so that the leaders can communicate delivery plans and priorities to external stakeholders
Program leadership has built a roadmap for the next 1-3 quarters by prioritizing the work and assessing capacity of the teams

How to

This procedure will show you how to use Atlassian products during the Roadmap Review governance meeting.

Learn how to hold a roadmap review meeting

Meeting Preparation:
1. In Confluence, use the “Meeting Notes” template to create a page for the meeting
  1. Title the page to “<YYYY-MM-DD> Roadmap Review”
  2. Set Date to the scheduled meeting date
  3. Set Participants to the invited meeting participants
  4. Set Goals to the specific leadership jobs that will be covered, e.g.:
    1. “View Roadmaps by Quarter”
    2. “View Roadmap by Release”
    3. “View Progress by Program”
  5. Click the Publish button to add the page in the program leadership team’s space
2. In Jira Align, from the Program menu, navigate to the Roadmap page
  1. Set the context configuration to Program = <this program>, Program Increment = <next three PIs - including current>
  2. Click on View Configuration and under Custom Columns ensure the following columns are turned on
    1. Story Points
    2. Owner
    3. Items
    4. Blocked
  3. Click Apply
  4. Click Milestones and turn on Fixed Date Milestones and Objective Milestones
    1. Select View next to each objective milestone to display on roadmap
  5. Click on the Export button in the upper right and select Download PNG
    1. Download the PNG image of the Roadmap from Jira Align (above)
  6. Copy the URL in the browser
3. In Confluence, update the page for the Roadmap Review meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Roadmap page of Jira Align (above)
    2. In the same row, add the URL to the Roadmap page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review Roadmap progress
4. In Jira Align, from the Program menu, navigate to the Roadmap page
  1. Set the context configuration to Program = <this program>, Program Increment = <next three PIs - including current>
  2. Click the Work dropdown in the top select and select Release Vehicle
  3. Click on the Export button in the upper right and select Download PNG
    1. Download the PNG image of the Roadmap from Jira Align (above)
  4. Copy the URL in the browser
5. In Confluence, update the page for the Roadmap Review meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Roadmap page of Jira Align (above)
    2. In the same row, add the URL to the Roadmap page of Jira Align (above)
      1. Note: you will need to select Release Vehicle from the dropdown again when you access the page
  2. Add comment to Notes column for row:
    1. Review Release Vehicle progress
6. In Jira Align, from the Program menu, navigate to the Work Tree page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. From the Tree View dropdown select Team View
  3. Turn on the toggle Narrow to Program and Program Increment on the right side of the page
  4. Click on the Capturebutton in the upper right
    1. Download the PNG
  5. Copy the URL in the browser
7. In Confluence, update the page for the Roadmap Review meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Work Tree page of Jira Align (above)
    2. In the same row, add the URL to the Work Tree page of Jira Align (above)
      1. Note: you will need to select the Team View and reselect the toggle when viewing the page from the URL
  2. Add comment to Notes column for row:
    1. Review current PI progress
8. Copy the link to the Meeting page from Confluence into the published meeting notice (i.e. in a Calendar app) to communicate the scope of the meeting and provide pre-reading guidance
Meeting Structure:
1. In Confluence, record the meeting participants in the page for the meeting
2. Click on the links (to Jira Align) from the page’s Discussion Topics section
3. JOB-TO-BE-DONEView Roadmaps by Quarter
  1. ASK Are any features lagging on execution progress?
  2. ASK Are the features progressing in a way that support the epics?
  3. ASK Are these the right features to support the objectives we’re looking to accomplish?
4. JOB-TO-BE-DONE View Roadmaps by Release
  1. ASK Are any features introducing risk upcoming releases?
  2. ASK Are all features associated with a release vehicle? If no, is that expected?
  3. ASK Are these the appropriate features we should releasing at this time?
5. JOB-TO-BE-DONE View Progress by Program
  1. ASK Are there any progress concerns we should investigate and remedy from an epic perspective?
  2. ASK Are there any trends emerging where we made commitments that are not being met?
  3. ASK Is the work we’re doing having an impact on the key results?
6. In Confluence, open the page for the meeting
  1. Modify Participants to the attending meeting participants
  2. Set Action Items to any actions needed for follow-up needs
  3. Modify Decisions to capture the decisions made to update future roadmaps
Meeting Follow-up
1. Confirm that decisions are communicated across the program

Output and next steps

Distribute the link to the meeting notes in Confluence to all appropriate stakeholders via the appropriate channels (e.g. email, Slack, etc.)
Update the roadmap based on stakeholder feedback