Product and Project Management

Every now and then I come across a project that on the surface appears to be tracking well. 

• The budget is within the margin thresholds e.g. actual spend is within ~5% of budget
• The roadmap shows progress, dependencies and milestones are being met
• The burndown is trending in a healthy direction
• The scope is well defined, with clear acceptance criteria

On the surface everything is green.  Updates, Check In’s and feedback loops show that the team are happy and healthy.  The customer is fully across the journey and supportive of where the project is and its trajectory.  

All the standard ceremonies are in place.

Happy Days!

But then I look at the tickets in the backlog and the sprints:

• The tickets only have a high level description.
• There is minimal detail on what value the ticket is providing and what it is going to unlock for the project.  
• Some tickets in the sprint are left unassigned.

Most importantly there is no effort estimate captured for the tickets in the sprint.

Sadness!

I then wonder how on earth is this project green across all metrics?

Lack of Detail in Tickets

• Vague tickets can lead to rework, misunderstanding, wasted time and clarification conflict
• Having the right level of detail in tickets helps with: task estimation, progress tracking, knowledge sharing, and future uplift.

Unassigned Tickets

• Unassigned tickets are a sign that there might be capacity issues, lack of clarity on ownership and potential skill gaps.
• This can lead to delays, bottlenecks and decreased team morale

Missing Effort Estimates

• Estimation is critical for clear sprint planning, capacity planning and identifying potential risks or challenges.
• Lack of estimation can lead to overcommitment, missed deadlines and burnout.

I call these projects “The Happy Sad Projects”.  

Happy the outcome is achieved, Sad for the team as they are missing out on so much additional value that can be provided for themselves and the customer.

When I have unpacked these projects in the past I realise that not enough emphasis is being put into the small things that make a big difference.

Spend time on the small things:

• Break down large tasks into smaller, more manageable subtasks
• Use a consistent format for ticket descriptions
• Encouraging collaborative estimation sessions
• Implementing a Definition of Ready for sprint backlog items.

These key items are glossed over because there is a perception these things take time, are of no value or just not seen as relevant.  This is risky thinking

Too often project teams feel like they need to speed along at a million miles an hour and skip minor yet important details.  

All projects require some planning before they can be delivered.  

In the world of Digital Delivery the planning is iterative and takes place before each sprint.

So what is the key to “The Happy Happy Project”?

We need to slow down to be able to deliver at speed.  

Reduced Rework: 

• By slowing down and focusing on quality upfront, we reduce the need for rework and ultimately deliver faster.
• When we rush, we can make mistakes. Mistakes lead to rework, which eats up valuable time and resources. 

Improved Understanding: 

• Take the time to properly define requirements, estimate effort, and plan tasks.  Doing so leads to a shared understanding among the team.
•  Reduced ambiguity, prevents miscommunications, and allows everyone to work more efficiently.

Better Decision-Making: 

• When we’re rushed, we’re more likely to make impulsive decisions that may have negative long-term consequences. 
• Slowing down allows for more thoughtful consideration and better decision-making, leading to a smoother and faster project delivery.

Increased Focus: 

• A slower pace can help teams prioritise tasks more effectively and avoid getting bogged down in unnecessary details. 
• Increased focus can lead to greater productivity and faster delivery.

Human Element: 

• The impact on team morale cannot be overstated. 
• Rushing creates a stressful environment where people feel pressured, overwhelmed, and undervalued.

I am looking forward to more “Happy Happy Projects” and being bold enough to highlight where the small yet important things can provide so much more value.

Feel free to share your thoughts with me!