Implementation

Use the following How To section to help you review and eliminate impediments to progress.

Background

Program leadership wants to know about new impediments to progress as soon as possible to help resolve these before they impact the program's ability to execute
The Scrum of Scrums meeting has been scheduled on a weekly cadence so that the program leaders can quickly react to execution issues during the program increment (PI)

How to

This procedure will show you how to use Atlassian products during the Scrum of Scrums governance meeting.

Learn how to hold a Scrum of Scrums 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> Scrum of Scrums”
  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. “Remove Impediments”
    2. “Manage Cross Program / Team Needs”
    3. “Manage Risks”
  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 Program Room page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. Click View Configuration and ensure the Impediments toggle is on
  3. Copy the URL in the browser
3. In Confluence, update the page for the Scrum of Scrums meeting
  1. Set Discussion Topics to:
    1. Add the URL from the Program Room page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review PI health and impediments
4. In Jira Align, from the Program menu, navigate to the Program Board page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. Copy the URL in the browser
5. In Confluence, update the page for the Scrum of Scrums meeting
  1. Set Discussion Topics to:
    1. Add the URL from the Program Board page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. New program board dependencies
6. In Jira Align, from the Program menu, navigate to the Risk ROAM Report page
  1. Set the context configuration to Program = <this program>, Program Increment = <this PI>
  2. Click on the Capture button in the upper right
    1. Download the PNG image of the Risk ROAM Report from Jira Align (above)
  3. Copy the URL in the browser
7. In Confluence, update the page for the Scrum of Scrums meeting
  1. Set Discussion Topics to:
    1. Add a row for the downloaded PNG of the Risk ROAM Report page of Jira Align (above)
    2. In the same row, add the URL to the Risk ROAM Report page of Jira Align (above)
  2. Add comment to Notes column for row:
    1. Review and triage new and existing risks
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-DONERemove Impediments
  1. ASK Which impediments do we need to help remove?
  2. ASK What can we do to help resolve these impediments as a program?
  3. ASK What do we need help from senior leadership on?
4. JOB-TO-BE-DONE Manage Cross Program / Team Needs
  1. ASK Do we have any actions we need to take care of now around dependencies?
  2. ASK Are any dependencies at risk or need help to ensure they don’t become an impediment?
  3. ASK Are there any team changes we should consider to help reduce the number of dependencies?
5. JOB-TO-BE-DONE Manage Risks
  1. ASK What actions do we need to take on these risks in order to close them?
  2. ASK What can we do / decisions need to be made to resolve the open risks?
  3. ASK What risks could impact this feature based on all the other work surrounding it?
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
  3. Modify Decisions to capture the decisions made based on the scrum of scrums feedback
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.)
Escalate issues the program cannot resolve to senior leadership for support