Building the team
We ran the proposal (in G Suite) past some colleagues and put together an initial community of practice. To facilitate communication we used Slack to set up a ‘Planning Design Sprint’ channel in the existing ‘Localgovdigital’ workspace. A seriously recommended place for digital contacts, information and general good help! From the original digital contacts we expanded the community to include subject matter experts i.e. Planners. The idea was for everyone to by Google Hangouts but due to pre-booked calendar appointments and some organisations restricting Hangouts in favour of their own tools general telephony conferencing was more successful!. One thing everyone agreed was the need for team continuity throughout the sprint week; the organiser, Scrum Master and some digital and planning experts continuously throughout the whole week. We had a core group but hadn’t assigned roles and responsibilities.
Setting the date. To get things moving we sent round a Doodle Poll to gain consensus on the best dates (before all the Planners were involved) and whittled it down to two weeks at the end of November although now October the end of November seemed quite a way off. My first mistake was to select a date that was that was good for the digital teams. We took into consideration Planning Committee dates, but by not including all the Planners we didn’t realise the GLA were launching their Plan for London! Key invites started to go out and they accepted.
To Scrum Master or not to Scrum Master
Inviting everyone to join the team was quite straight-forward and we managed to find enough members for continuity throughout the week. What we didn’t have was a some one whom had run fully run a weekly sprint before. I raised my concerns with the ‘Fail Fast’ mantra which is great for internal and general sprints, however in this case we’d be presenting to hopefully a distinguished audience within depth knowledge of the Planning environment. Failing Fast quickly became a no no in favour of ensuring we definitely would have a good workable prototype. Hence a dedicated, experienced and full time Scrum Master would now be essential and me reading the Google Design Sprint (and good general experience) just wouldn’t be enough. Our look for an Agile Scrum Master began. We discussed the situation with FutureGov and agreed they would provide some resource in a couple of weeks.
Design Sprint Changing?
In light of the distinguished audience and need to not fail fast, we decided to re-arrange the Design Sprint to ensure we had a a few prototype iterations. We also decided to move some of the Problem Definition and Process Mapping Exercises to a pre-event thus maximising the amount of productive time during the sprint week. The problem with not nailing down the sprint week is that it’s difficult for wider team to sign-up for parts of the week and help if they cannot be there for the whole week. Things were gradually moving on Future Cities Catapult (FCC) were willing to host the event and the Scrum Master joined. We reviewed the Design sprint again and decided that it would be best to re-arrange the week and move the show & tell presentation with feedback workshop to a later week. Changing the presentation date lost us Jules Pipe as the main attraction, but also meant recalling the invites and informing the attendees of the change.
Still a good idea?
I recently attended the Urban Tech Summit and watched in person the Rt Hon Sajid Javid’s 2017 Speech at Urban Tech Summit. Next on the List was a panel with Theo Blackwell (Chief Digital Officer for London) discussing the need for digital innovation. I was quite surprised to then see another panel of distinguished digital leaders discussing the detail of digital innovation. (Two DCLG Reps, Nesta and a Local Hackney business Mastodon C). The initial speech and each panel discussed digital innovation and accessible information again using the Planning Process as a specific example. In the last couple of weeks I’ve been having general conversations with a few Planning and Digital leaders and unsurprisingly nobody has cracked this walnut, although everyone is moving in the same direction just at different paces with slightly different localised objectives.
It’s Changing again! In the following week encountered some resource issues and had to change the Scrum Master. Anja expertly took on this role, involved some digital specialists in the sprint week and changed the format some more. With only a couple of weeks to go the outputs are looking much more achievable albeit somewhat at the expense of including a wider local authority digital team. Much of the pre-event tasks have been completed by the Future Cities Catapult specialists and there’s fewer spots for the wider team to contribute. However from a collaboration perspective there are still three London Boroughs represented in the sprint week.
Sprint Transition from Hackney to FCC (Future Cities Catapult)
At first I was a little uncomfortable with this transition from a local authority sprint becoming more of an FCC Sprint. Now having met the FCC team it’s quite apparent they’re not only experts in running these type of activities, they’re professionals (like the rest of us) but have also worked together many times in this environment. The main thing is the outcomes are likely to be significantly better. That said, having a mix of Local Authority Planners and Digital representatives has been a great balance and end to end wide understanding. I’m also seeing more than a glimpse of what Hackney Digital will be like in the coming months after our restructure. The future’s bright the future’s Hackit!
Lessons learnt (1) We started this project as a general sprint with a presentation, when in fact running the sprint and event combination would have been best run as a project. Therefore in hindsight we should have set up the board comprising of; the organiser in effect the Sponsors (@mcaino @EuanMills), the Scrum Master (@AnjaMaerz) and the Project Manager (@andyboye – oh dear)