From Chaos to Confidence: DevOps at LeanKit
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Transcript of From Chaos to Confidence: DevOps at LeanKit
@leankitjon
Kanban: See better to evolve together
1. Visualize the current workflow
2. Limit Work-in-Progress (WIP)
3. Manage for smooth flow
4. Make process policies explicit
5. Implement rapid feedback loops
6. Improve collaboratively using Kanban
to implement Lean
@leankitjon
Andon: Slow down to speed up
• Trying to solve a critical issue alongside normal work, or worse ignoring it, helps nobody
• Everyone has the right and responsibility to call out what they believe to be critical issues
• False alarms are OK• A stop-the-line involves a least a whole squad as
well as any squad with experts needed for the issue• Communicate resolution as soon as practical• Don’t resume normal work until the team has done
a root cause analysis
Guilds and Squads
“Direct reporting” org chart
Hiring
Training
Standards
Mentoring
Squad“Dotted line” delivery groups
Goal is 7 +/- 2 members
Has skills for 80% of work
Member can belong to only 1 squad
Located together (physically or virtually)
Work assigned to the squad not squad members
Guild
Guilds and Squads
Web 1 Web 2 Mobile Arch, Tools & AutoAnalytics Platform
OpsBusiness
Enablement
Product Management & UX
Product Development
Operations & Quality
@leankitjon
Tribal Council
WhatWho When
Discuss Road Map
Departmental Policies
Tribal Leaders PD Execs
Council MembersProduct Managers
UX Leads
Technical Managers in their role as Delivery Leads
Mon - WedStand-up to surface
delivery issues
ThuFull meeting to resolve issues
@leankitjon
WhatWho When
Discuss Technical standards
AT-AT Roadmap
Develop A3’s for additional
sustainability investments
Chairmen CTO & CIO
MembersTechnical Managers
in their role as Architects
TueWorking session
ThuReport back to Tribal Council
Architecture Committee
@leankitjon
Roadmap Forecasting Goal
Squad Last This Sweep Next 2 Out Later
1 Rollout & Measurement
ExecutingPull Plan
A3 & Mockups A3 Theme
2 Rollout & Measurement Theme
N Rollout & Measurement
A3 & Mockups A3
ThemeA3 & Mockups A3
ExecutingPull Plan
ExecutingPull Plan
Value created Value captured
Key metrics
Definition
Value of modeling
Usage metrics (e.g., time to perform tasks / jobs)
Economic value of Leankit for all customers and partners
Easy to test for, fewer assumptions, shorter lead timeKey assumptions comparable across projects (opportunity cost of users’ time, capture rate)
Operational metrics: # of seats, ARPU, costs, etc
Leankit profit
Translates better to actual money in the bank (as long as assumptions are correct)
Exec team prioritizes through Cost of Delay
@leankitjon
A3s: A conversation not a contract
A3
• The main communication artifact from the product team
• Customer and user-driven• A living document• Handwritten in pencil• Designed to… make conversations
happen
@leankitjon
A3: A business problem not technical spec
What is this? Why should I care?
How?Who will notice?
Why? What else?
@leankitjon
Aligning Cadence to Calendar
1 2 3 4 65
Jan 4
All Hands
Annual Kickoff
Board Jan 27
Feb 15 May 9 June 20
All Hands
Mid-Year Party
Board Sep 29
Aug 1Mar 28
All Leaders
Board Apr 22
7
Sep 12
All Leaders
Board Oct 21
8
Oct 24
Long sweep to allow for holidays
Work Distribution Goals
● Problems and operational requests are inevitable. We must allow for unplannable work
● People close to the work understand risks & quick wins better than management. We must allow time for them to do the right thing.
● We need to ensure as steady a flow as possible of planned roadmap work
● We use cadence to give ourselves the best chance of hitting these goals
Work Distribution by Cadence
Week 0 Week 1 Week 2 Week 3 Week 5Week 4
PullPlanning
Hackathon
or
SquadDrivenWork
A3 A3 A3A3
Pull Planning WeekMonday Tuesday Wednesday FridayThursday
All day
Team Time
Travel
&
Emerging Leaders Training
12:30 - 2:30
Squad Kickoff
9:00 - 11:00
CompanyAll-Hands
3:00 - 5:00
Squad Kickoff
12:30 - 1:30
Tribal Council Sweep Kickoff
9:00 - 11:00
Squad Kickoff
12:30 - 2:30
Squad Kickoff
3:00 - 5:00
Squad Kickoff
12:30 - 2:30
Squad Kickoff
9:00 - 11:00
Squad Kickoff
2:00 - 5:00
Team Time
3:00 - 5:00
Team Time& Travel
Company Fun Company Fun Company Fun
10:00 - 11:00Dem Div
9:00 - 10:00Preso Prep
@leankitjon
❏ Squad❏ Is everybody dedicated to this squad #1?❏ Does any member of this squad have work on
other boards or in other squads?
❏ Product Roadmap❏ Does everybody understand the A3 goal of this
sweep?❏ Is the A3 broken into DIV’s?❏ Do we feel comfortable that we can meet the
roadmap?❏ Any blockers or risks?
❏ Squad Driven Work❏ Any reason not to keep the normal schedule?❏ Will we be ready to transition to A3 work at the
beginning of week 2?❏ Any blockers or risks?
Squad Kickoff Template❏ Tribal Council / Architecture Committee
❏ Any new technology or changes to cross cutting technology?
❏ Demo DIV❏ What are we going to show at each meeting?
❏ What are we going to measure?❏ Deployments to Production❏ Demo DIV❏ Anything Else?
❏ Continuous Improvement❏ Any opportunities this sweep?❏ Any bucks for Speed?
❏ Meeting Cadences❏ Retros?❏ Standups?❏ When is this team coming to town this quarter?
@leankitjon
● Valuable small product ideas that are not on roadmap
● Requires squad consensus● Does not require A3 or roadmap approval● Can be:
○ Sustainability○ UX improvements○ Research for A3 submissions
● Executed by squads, but multi-squad collaboration projects are allowed
Squad Driven Work
Week 1 - Squad Driven Work*
Monday Tuesday Wednesday FridayThursday
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Test / Deploy Deploy / Wrap-up
*Unless A3 is date driven. Defer to week 5.
9:00 - 10:00PD Execs
10:00 - 11:00Tribal Council
1:00 - 2:00Arch. Comm.
3:00 - 5:00Guild Training
Week 2 - Roadmap A3 Work
Monday Tuesday Wednesday FridayThursday
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
9:00 - 10:00PD Execs
10:00 - 11:00Tribal Council
1:00 - 2:00Arch. Comm.
10:00 - 11:00Dem Div
9:00 - 10:00Preso Prep
10:00 - 11:00Company Trg
Week 3 - Roadmap A3 Work
Monday Tuesday Wednesday FridayThursday
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
9:00 - 10:00PD Execs
10:00 - 11:00Tribal Council
1:00 - 2:00Arch. Comm.
10:00 - 11:00Company All
Hands
3:00 - 5:00Guild Training
Week 4 - Roadmap A3 Work
Monday Tuesday Wednesday FridayThursday
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
9:00 - 10:00PD Execs
10:00 - 11:00Tribal Council
1:00 - 2:00Arch. Comm.
10:00 - 11:00Dem Div
9:00 - 10:00Preso Prep
10:00 - 11:00Company Trg
Week 5 - Roadmap A3 Work
Monday Tuesday Wednesday FridayThursday
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
Dev / Test / Deploy
10:00 - 11:00Tribal Council
1:00 - 2:00Arch. Comm.
10:00 - 11:00Dep All Hands
9:00 - 10:00PD Execs
From business problem to working softwareTheme: Aligned with company strategy. Not always executed contiguously
≥ quarter
A3: Value reaches users inside a sweep. ≤ 4 weeks
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
A3: Value reaches users inside a sweep. ≤ 4 weeks
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
A3: Value reaches users inside a sweep. ≤ 4 weeks
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
A3: Value reaches users inside a sweep. ≤ 4 weeks
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
DIV: Deployed. Iterative. Value. ≤ 5 days
Task Task
@leankitjon
How we’ll get value to users:
• Release plans (i.e., how we get it to prod)
• Rollout plans (i.e., how we enable it, editions, communication, etc)
• Measurement plans
What you’ll be demoing:
• Reiterate the Theme• Explain what the A3
means for users• Explain the DIV in terms
of A3 progress
What?
Name of A3 & DIV
Why you’re demoing it:
• Explain who will use it (i.e., target user)
• Explain why it’s important (i.e., cost of delay or primary use case)
So what? What now?
This is in prod, either enabled for all or ready to be enabled
This is in dogfood, we are planning to push to prod soon
This is still in dev, not QA certified yet, still changingValue in hand
of customer(pick one)
@leankitjon
Hackathons
● 1st week of every 4th sweep● Participants can be remote● Self-organizing teams (recommended 7 max)● No need for cost of delay analysis● Appropriate things to hack on:
○ Experiments○ Low hanging fruit○ Research
● NOT for starting big projects● When the week ends so does hackathon
@leankitjon
Week 1 Hackathon VariantMonday
3/28Tuesday
3/29Wednesday
3/30Friday4/01
Thursday3/31
Hacking
10:00 - 11:00Hackathon
Kickoff
Hacking Hacking
10:00 - 11:00Hackathon
Judging
Wrap-UpHack Projects
Transition to A3 Work
@leankitjon
Most Likely to Succeed
A feature, improvement, or technical debt reduction that has a very real chance of becoming a part of the LeanKit product.
@leankitjon
Most Likely to Win a Nobel Prize
Groundbreaking research, learning, or experiment that pertains to how we build LeanKit.
@leankitjon
Results
● Eight months of hitting roadmap with speed still increasing● Higher product quality, less rework● Significantly better morale in product development and
relationship with revenue teams● Sweep cycle becoming automatic, allowing time for kaizen● More executive time for strategy instead of peacemaking