Scrum Master Toolbox Podcast: Agile storytelling from the trenches

Antti Horelli, an Agile Coach from Finland, discusses the critical challenge of breaking down silos in remote teams. He shares a compelling story about a tech team that, despite being skilled, faced disintegration due to poor communication and conflicting views on what constitutes effective work. Antti emphasizes the importance of team cohesion and establishing clear communication strategies. He also highlights insights on flow efficiency versus resource efficiency from the book 'This is Lean,' underlining the value of optimizing processes for better collaboration.

Antti Horelli: The Three-Day Sprint Planning Nightmare - Learning from Agile Failure Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes. In this episode, Antti shares a critical learning moment from his early Scrum Master days when a sprint planning session extended to three days due to poor preparation. The team discovered that backlog items were much larger and different than expected, while unexpected background decisions further complicated the planning. This experience highlighted the vital importance of proper refinement work and maintaining clear communication channels about decisions affecting the team. Self-reflection Question: How do you ensure your team has sufficient context about upcoming decisions while avoiding information overload? [The Scrum Master Toolbox Podcast Recommends] 🔥In the ruthless world of fintech, success isn’t just about innovation—it’s about coaching!🔥 Angela thought she was just there to coach a team. But now, she’s caught in the middle of a corporate espionage drama that could make or break the future of digital banking. Can she help the team regain their mojo and outwit their rivals, or will the competition crush their ambitions? As alliances shift and the pressure builds, one thing becomes clear: this isn’t just about the product—it’s about the people. 🚨 Will Angela’s coaching be enough? Find out in Shift: From Product to People—the gripping story of high-stakes innovation and corporate intrigue. Buy Now on Amazon [The Scrum Master Toolbox Podcast Recommends] About Antti Horelli  Antti is an experienced Agile Coach from Finland, dedicated to empowering teams. With a systems-oriented, empathetic approach, he fosters collaboration and effective communication. With decades in IT, Antti transitioned from technical roles to methodology, where he passionately helps people and teams reach their full potential. You can link with Antti Horelli on LinkedIn. 

BONUS: Gojko Adzic on Optimizing Products for Long-Tail Users (Agile Online Summit 2024 Replay) In this BONUS episode, we revisit Gojko Adzic’s insightful interview at the Agile Online Summit 2024. Gojko, an award-winning author and software expert, unpacks the principles behind his latest book, Lizard Optimization, offering a fresh perspective on improving product usability by addressing the needs of long-tail users. From learning from unexpected user behaviors to refining products with a systematic approach, this episode is filled with practical tips for product teams and Agile practitioners. What is Lizard Optimization? Drawing from his experiences as a product developer, Gojko introduces the idea of Lizard Optimization. He discusses how observing unexpected user behaviors led him to refine his SaaS tools like Narakeet and MindMup. By focusing on usability challenges and unusual patterns, he has turned serendipity into actionable insights. “Users aren’t stupid—they’re just finding creative ways to get value from your product. Listen to them.” Gojko explains the inspiration behind the metaphor of the “Lizardman constant,” a concept from a Scott Alexander blog post. He describes how this principle applies to product optimization: understanding and addressing the 4% of surprising, unexplainable behaviors can uncover opportunities for innovation. “The job isn’t to judge users—it’s to explore why they’re doing what they’re doing and how we can help them succeed.” The High-Level Process of Lizard Optimization Gojko outlines the systematic process described in his book to leverage unexpected user behavior: Observe Misuse: Identify how users deviate from expected patterns. Extract Insights: Focus on one unexpected behavior as a signal. Remove Obstacles: Help users achieve their goals more easily. Monitor Impacts: Detect and adjust for unintended consequences. “Start monitoring for the predictable but unexpected—those hidden gems can unlock your next big feature.” Practical Advice for Product Teams For teams ready to apply these concepts, Gojko emphasizes the importance of expanding observability tools to include product metrics and not just technical ones. He shares how tracking unpredictable user actions can inspire impactful changes. “About a third of what we do delivers value—focus on finding where unexpected value lies.” Recommended Resources To dive deeper into these ideas, Gojko recommends: Trustworthy Online Controlled Experiments by Ron Kohavi Evidence Guided by Tim Herbig LizardOptimization.org “Experimentation and evidence-based decision-making are the keys to building better products.” Closing Thoughts: “Look for the Unexpected” Gojko’s parting advice for Agile practitioners is simple yet powerful: Look for the unexpected. By embracing surprises in user behavior, teams can transform minor inconveniences into major opportunities for growth. “The unexpected is where innovation begins.” About Gojko Adzic Gojko Adzic is an award-winning author, speaker, and product creator. His books, including Lizard Optimization, Impact Mapping, and Specification by Example, have become essential reads for Agile practitioners and product teams worldwide. Gojko is a 2019 AWS Serverless Hero, the winner of the 2016 European Software Testing Outstanding Achievement Award, and the 2011 Most Influential Agile Testing Professional Award. He has also co-founded several successful SaaS tools, including Narakeet, MindMup, and Votito. You can link with Gojko Adzic on LinkedIn.

Ville Reijonen: Overcoming the Part-Time Product Owner Trap The Bad Product Owner: The Part-Time PO Disaster Ville describes a scenario where a company assigned a part-time Product Owner (PO) to manage software development. The PO’s inconsistent availability led to poor communication and a lack of feedback loops. Ville explains how this anti-pattern can derail a project and shares tips, such as scheduling regular meetings to ensure that the PO remains actively involved in supporting the team. A strong PO presence is crucial for maintaining alignment and driving product success, and Ville discusses some possible mitigating actions we can take to make sure that even part-time PO’s are available for the team. Reflection Question: How can you support a Product Owner who struggles with availability to ensure your team gets the guidance they need? The Great Product Owner: The Master Communicator In contrast, Ville shares an example of an exceptional PO who excelled at communication and collaboration. This PO consistently collected and shared feedback, held regular one-on-one meetings, and fostered a culture of transparency and understanding. Ville emphasizes that a great PO proactively builds relationships and maintains a consistent cadence of interactions to stay informed and guide the team effectively. Self-reflection Question: How can you support your PO so that they learn to communicate and engage with the team better?  [The Scrum Master Toolbox Podcast Recommends] 🔥In the ruthless world of fintech, success isn’t just about innovation—it’s about coaching!🔥 Angela thought she was just there to coach a team. But now, she’s caught in the middle of a corporate espionage drama that could make or break the future of digital banking. Can she help the team regain their mojo and outwit their rivals, or will the competition crush their ambitions? As alliances shift and the pressure builds, one thing becomes clear: this isn’t just about the product—it’s about the people. 🚨 Will Angela’s coaching be enough? Find out in Shift: From Product to People—the gripping story of high-stakes innovation and corporate intrigue. Buy Now on Amazon [The Scrum Master Toolbox Podcast Recommends] About Ville Reijonen Ville is a seasoned Agilist and pattern enthusiast. He has co-authored two books—one on distributed machine control system patterns and another on Scrum patterns. Ville is passionate about discovering patterns in various contexts and currently works as a freelance coach, empowering individuals and teams by fostering focus and understanding. You can link with Ville Reijonen on LinkedIn.

Ville Reijonen: How To Use Agile Retrospectives To Help Teams Focus On Continuous Growth For Ville, true success as a Scrum Master is achieved when the team and the PO can independently manage their development process. He shares how he tracks team progress, conducts one-on-ones to provide tailored support, and uses subtle nudges to guide the team toward autonomy. Ville emphasizes the importance of understanding where individuals are in their learning journey and helping them achieve their goals by continuously assessing and adjusting support strategies. Self-reflection Question: What steps can you take to help your team become more self-sufficient? Featured Retrospective Format for the Week: Spider Web Games Ville highlights the use of spider web graphs (aka radar graphs) as a way for teams to reflect on their progress in different areas. This format creates a visual representation of strengths and areas for improvement. Ville explains how role-playing and simulation games can foster team cohesion and help teams identify behaviors that can be applied to their daily work. By engaging in playful yet insightful activities, teams can foster collaboration and enhance retrospectives. [The Scrum Master Toolbox Podcast Recommends] 🔥In the ruthless world of fintech, success isn’t just about innovation—it’s about coaching!🔥 Angela thought she was just there to coach a team. But now, she’s caught in the middle of a corporate espionage drama that could make or break the future of digital banking. Can she help the team regain their mojo and outwit their rivals, or will the competition crush their ambitions? As alliances shift and the pressure builds, one thing becomes clear: this isn’t just about the product—it’s about the people. 🚨 Will Angela’s coaching be enough? Find out in Shift: From Product to People—the gripping story of high-stakes innovation and corporate intrigue. Buy Now on Amazon [The Scrum Master Toolbox Podcast Recommends] About Ville Reijonen Ville is a seasoned Agilist and pattern enthusiast. He has co-authored two books—one on distributed machine control system patterns and another on Scrum patterns. Ville is passionate about discovering patterns in various contexts and currently works as a freelance coach, empowering individuals and teams by fostering focus and understanding. You can link with Ville Reijonen on LinkedIn.

Ville Reijonen discusses how structured patterns can drive effective change in organizations. He shares insights on transitioning from informal chats to more impactful coaching sessions during the pandemic. The importance of a common language in Scrum practices is highlighted, enhancing team understanding and trust. Reijonen also addresses the vital role of product owners and advocates for resources like ScrumBook.org for sharing insights. Ultimately, he emphasizes how patterns can create a cohesive vision and foster successful transformations.

Ville Reijonen, a seasoned Agilist and co-author of books on Scrum and machine control patterns, discusses the pitfalls of code ownership silos in Agile teams. He reveals how these divisions lead to fear and mistrust, hindering effective collaboration. Ville shares actionable strategies to rebuild trust, such as adopting internal open-source models and ensemble programming. He also highlights the significance of robust testing practices for fostering a culture of shared ownership and improving software quality, emphasizing a broader perspective for Scrum Masters through insights from Peter Drucker’s work.

Ville Reijonen: Building Trust Between Teams and Product Owners During A Challenging Rewrite Project Read the full Show Notes and search through the world’s largest audio library on Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes. In this episode, Ville shares a story from a full system rewrite project where conflicts between the Product Owner (PO) and the team created significant challenges. The lack of collaboration led to a stressful big-bang release with numerous post-launch issues. Ville explains how misaligned team dynamics can derail progress and highlights the importance of involving beta users and advocating for customer-centric testing. He also shares practical tips, such as engaging antagonistic testers to uncover potential flaws early and fostering PO-team collaboration to build trust and resilience. Self-reflection Question: How can you foster a culture of collaboration between the PO and the team to avoid conflicts during critical projects? [The Scrum Master Toolbox Podcast Recommends] 🔥In the ruthless world of fintech, success isn’t just about innovation—it’s about coaching!🔥 Angela thought she was just there to coach a team. But now, she’s caught in the middle of a corporate espionage drama that could make or break the future of digital banking. Can she help the team regain their mojo and outwit their rivals, or will the competition crush their ambitions? As alliances shift and the pressure builds, one thing becomes clear: this isn’t just about the product—it’s about the people. 🚨 Will Angela’s coaching be enough? Find out in Shift: From Product to People—the gripping story of high-stakes innovation and corporate intrigue. Buy Now on Amazon [The Scrum Master Toolbox Podcast Recommends] About Ville Reijonen Ville is a seasoned Agilist and pattern enthusiast. He has co-authored two books—one on distributed machine control system patterns and another on Scrum patterns. Ville is passionate about discovering patterns in various contexts and currently works as a freelance coach, empowering individuals and teams by fostering focus and understanding. You can link with Ville Reijonen on LinkedIn.

In this episode, Dan Hollinger, an accomplished engineering leader known for his focus on empathy and trust, shares invaluable insights from his career. He discusses how automation empowers teams to engage in more meaningful work while fostering creativity. Dan highlights the necessity of self-correcting processes, using real-life examples to illustrate how retrospectives enhance agility. He emphasizes aligning tech strategies with business goals, the importance of hiring reflection, and building trust during turbulent times for effective collaboration.

CTO Series: Mastering the CTPO Role, Katrina Clokie’s Guide to Tech and Product Leadership   In this BONUS episode, we sit down with Katrina Clokie, a seasoned leader in strategy, change management, and building inclusive teams. Katrina shares pivotal moments in her career, offers practical leadership insights, and discusses her role as Chief Technology and Product Officer (CTPO), where she’s balancing innovation with business objectives. Whether you’re an aspiring tech leader or looking to sharpen your leadership toolkit, Katrina’s wisdom will inspire you to embrace growth, resilience, and collaboration. Defining Moments in Leadership “Look for roles you can’t fully do yet—it’s the best way to grow.”   Katrina reflects on a transformative moment early in her career when a mentor from the shipping industry encouraged her to seek out challenging roles that would push her growth. This advice set her on the path to engineering management and C-level leadership. She shares how fostering curiosity and pursuing conversations about topics she didn’t yet fully understand has kept her continually learning.   “Ask yourself: where do I feel stretched? That’s often where the best growth opportunities lie.” The Role of CTPO: Combining Technology and Product Strategy “We needed both a unified vision and an efficient structure to remain competitive.”   Katrina discusses why her company created the CTPO role and how it reflects the size and growth stage of the organization. With no prior head of product, Katrina leaned into her experience while recognizing the importance of partnering with skilled product managers. She emphasizes the importance of having clear accountabilities and embracing growth within the role.   “The key is knowing when to lead and when to lean on your team’s expertise.” Aligning Tech Strategy with Business Objectives “Trade-offs are inevitable—make them strategically, not reactively.”   At Fergus, Katrina implemented clear guardrails, such as avoiding a complete rewrite of their decade-old monolith, focusing instead on retiring components that hindered stability and developer experience. She shares how they allocate 60% of engineering capacity to strategic initiatives and 40% to ongoing business needs, ensuring tech and business priorities stay aligned.   “Guardrails help teams make decisions that align with the big picture without constant oversight.” Fostering Cross-Functional Collaboration “Healthy conflict is necessary—escalation usually signals a breakdown in structure.”   Katrina describes how she structured cross-functional teams with clear goals and metrics to foster collaboration and ensure diverse perspectives are represented. She highlights the importance of empathy and role-modeling constructive conflict resolution at senior levels.   “A well-designed structure turns potential conflict into productive problem-solving.” Roadmapping with Flexibility and Focus “Roadmaps should guide—not handcuff—teams to long-term commitments.”   Katrina’s approach to roadmapping balances transparency and adaptability. By reserving only 60% of capacity for roadmap initiatives and keeping annual plans intentionally light, her teams can pivot when necessary without overcommitting. Frequent, smaller releases (up to 160 changes per month) help deliver value continuously.   “Leave room in your roadmap to handle surprises without derailing progress.” Scaling Teams During Rapid Growth “Avoid constant recruiting—it can burn out your leaders and upset team dynamics.”   Drawing from her experience at Xero, Katrina advises against an “always-on” recruitment strategy, which can overwhelm hiring managers and disrupt team cohesion. Instead, she recommends batch hiring and partnering with finance and talent teams to manage hiring budgets in stages.   “Hiring in waves allows teams to stabilize and thrive, rather than constantly adjusting.” Overcoming the Challenges of Growth and Constraints “Shifting from hyper-growth to steady growth meant saying ‘no’ more often and being precise.”   Katrina shares how transitioning from an environment of rapid scaling to a more constrained SaaS company required a shift in her approach to decision-making. She focused on making the business context clear to her team, fostering trust and transparency in her decision-making process.   “When people understand the ‘why’ behind constraints, they’re more likely to trust the process.” Recommended Reads for Tech Leaders Katrina shares the books that have shaped her leadership journey: Resilient Management by Lara Hogan The Manager’s Path by Camille Fournier The Engineering Executive’s Primer by Will Larson   “Great leadership isn’t innate—it’s learned through mentorship, reflection, and resources.” Scaling Your Influence as a Leader From her experience at global companies to her current role, Katrina’s insights on transparency, collaboration, and strategic trade-offs provide a blueprint for navigating the complexities of tech leadership.   “Leadership isn’t about having all the answers—it’s about empowering your team and staying open to learning.”   About Katrina Clokie   Katrina Clokie is a respected leader in strategy, change management, and building inclusive teams. A keynote speaker at international conferences, she is passionate about leadership and communication. Her book, A Practical Guide to Testing in DevOps, has reached over 7,000 readers. In 2018, she was a finalist for New Zealand’s Inspiring Individual of the Year Award.   You can link with Katrina Clokie on LinkedIn.