Developing a design sprint

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)

Planning design sprint: we need to make a change

So, we’re in the middle of of an urgent legacy system replacement project (no real business change) with the general ups and downs and complications of historic data transfers. We thought we were doing a fine job. We absolutely knew we were doing the right thing, we were meeting the business case objectives (albeit just replace the failing system), we were resolving the reported issues and moving from a high risk to low risk position asap. Maybe a little delay but within budget.

Business as usual doesn’t stop. There were issues being reported on the legacy system which continued to justify our approach. We received some negative customer feedback from a resident whom had been impacted more than most. With the technical problem being quite complex itself, we decided we needed to really understand why the impact was so severe for the individual. Therefore we decide to go for the face to face meeting, it turned out the resident was also representing a much wider group of somewhat unhappy businesses in fact a key member of the Planning Forum.

The low point. The system we were moving to was far from perfect,  in fact had a myriad of issues, nothing show stopping just a generally poor usability. Meeting the representative in person and really understanding their needs was the moment we realised that no matter how well we completed this current project (that had hung around for years and nobody wanted to do), the outcome would not be a very happy customer. It would deliver a mediocre experience that just about did enough to be useful. The main problem wasn’t necessarily the incumbent back office system being any better or worse than the alternative market solutions. None of the alternatives stand out to provide a journey our residents or business would prefer to use.

The problem and what to do about it. We have suppliers slowly developing their back office  solutions for our Planning teams and now slowly focusing upon our customers. We have a somewhat frustrated Planning department wishing things could be better with only a flickering light at the end of the tunnel. To add to the mix, having different solutions has brought an inconsistent customer journey across boroughs. After asking ourselves what we needed to do we came up with:

  • Better understand our user needs to pressurise our suppliers and influence their roadmap
  • Stimulate the market and look towards the adoption of rapidly changing technology
  • Provide our Planning department with a vision of what ‘really good’ could actually look like

Some bright spark said let’s do it. The ‘bright spark’ wasn’t me and the ‘it’ would become a five day Google Design Sprint – Basically a group of Planning experts and digital experts taking their knowledge and experience to develop a prototype of what ‘Good’ could actually look like or at least in a demo! (see full proposal) We couldn’t do it ourselves and the synergy of collaboration would be a huge benefit. A lot of good work has been done in this area so we chose some other local authorities on a similar journey to run with. Looking at the wider arena we found Future Cities Catapult are looking at the end to end Planning environment and after meeting with them it turned out to be a great match.

Scary or Exciting? We now have an ensemble of planning and digital experts all in agreement that something needs to be done. We have a framework for the week and held a Doodle poll to survey the best dates. The sprint schedule for the week is under construction and things are developing fast with the new Scrum Master. We’ve decided to invite the Deputy mayor of London as well as some further distinguished digital guru’s. So a little added pressure to deliver.

To be continued…..Friday