Planning and coordination workflow
Planning and coordination workflow#
This section describes how our development team carries out its planning and day-to-day work.
The 2i2c team uses Sprints to coordinate with one another in focused cycles of work. To begin each sprint, we collectively choose items to work on in the next sprint. Each item should have a person assigned to it, who will be responsible for ensuring that the work gets done. However, our work within a sprint is a team commitment, and we are all responsible for helping one another accomplish our tasks.
Our team works in two-week sprints. Here is a brief overview of each sprint.
- Wednesday (beginning of sprint)
Sprint begins with our sprint planning meeting.
In this meeting we discuss major accomplishments in the previous sprint. We then prioritize and assign the items that each team member will work on for the next sprint, and review items that require discussion and planning.
- During the sprint
Team members work on the items assigned to them at the sprint planning meeting. We use the Sprint Board to coordinate our activities during the sprint. We provide updates about what we’ve been up to, what we’re doing next, and where we need help via regular asynchronous Slack stand-ups.
- Tuesday of week 2 (end of sprint)
By the end of the day, team members should have completed all of their items for that sprint.
Sprint planning meeting#
The team conducts a Sprint Planning meeting for 60 minutes at the beginning of each sprint. The goal of this meeting is to review our major work items, synchronize with one another, and prioritize work across team members. Our Project Manager role leads these meetings. It is also a chance to hand off the Support Steward role to the next person.
See the Sprint Planning issue template for the agenda / structure of these meetings.
The Sprint Board#
The Sprint Board is a place to keep track of the Deliverables and tasks our team intends to work on for the week. It is a GitHub Projects board that is created for each week, and closed at the end of each week. The team’s goal is to complete all items on the Sprint Board by the end of the Sprint. This is a team commitment - while one person may be assigned to a deliverable, we all commit to working together to get the work done.
The Sprint Board should…
Have enough items to keep the team occupied for the week
Not have so many items that a team member gets overwhelmed
Under-estimate our team’s total capacity, to provide room for unexpected work (e.g., support work)
Have a team member assigned to each item on the board
The Sprint Board is broken down into these columns:
Up Next Items that are ready to be worked on.
In progress An item that a team member is currently working towards.
Done Items that are complete! These should be celebrated archived in the next Sprint Planning meeting.
In addition, we have a few other pieces of metadata to signal different kind of actions that would be needed
Daily team syncs#
Throughout the week we have a lightweight asynchronous team sync process so that we can get on the same page. These currently happen on Monday, Wednesday, and Friday in the morning time of each team member. The primary goals of this process are:
To ensure that nobody is stuck on something
To signal-boost requests for review and help
To provide accountability of what we’ve been up to
To help us coordinate what to do next
We use the Geekbot to manage this process.
During a sync, each team member gets a message in their morning time with a few questions.
Answer each question, and at the end the answers will be posted to our
You can customize the way that Geekbot standups work for you. See the Geekbot workflow guides for some helpful information.
Deliverables and work issues#
Deliverables represent incremental amounts of value we can deliver to a particular stakeholder. They are encoded as GitHub Issues and updated over time as we learn more about the particular deliverable. Most issues in our repositories are deliverables, in varying states of readiness.
We use the word “deliverable” loosely here - some issues may be more like tasks rather than an end-product. The important thing is that they have high-quality information and structure, clearly denote value, and are actionable.
How are deliverables structured?#
There are a few special sections of a deliverable issue. Not all of them are strictly required, but are particularly useful for more complex or long-lasting deliverables.
See this Github Issue template for an example of a deliverable’s structure. Below are some major sections that are common:
- Top Comment
The top comment of a deliverable has meta information associated with that deliverable. This includes background information, user stories, task lists, etc. The top comment should be frequently updated by anybody on the team with relevant information to add. Do not hesitate to update somebody’s top comment with new information, even if you didn’t open the issue (though you’re encouraged to leave a comment noting what has changed!).
What is the benefit for completing this deliverable? This should be in the form of user stories that explicitly define the stakeholders that care about a deliverable, and why.
- Tasks to complete
Use task lists encode discrete steps to take in order to complete a deliverable. All deliverables should have either a set of concrete steps to take to meet the deliverable, or at least one task with the acceptance criteria for when the deliverable will be complete. Task lists should be in the top comment of the deliverable, and are encoded as markdown tasks lists (e.g. with
- [ ]). Task lists should be updated over time as we learn the steps needed to close the deliverable. For more complex deliverables, these tasks may be what goes onto the Sprint Board, rather than the deliverable itself.
The Team Backlog#
The Team Backlog is a GitHub Projects Board with a list of Deliverables and tasks across all of our active projects. This represents the work that the team is planning to do in the near future. These items adhere to the following principles:
The order of items should be roughly according to priority, with higher priority items at the top of lists.
Items on the board should have a status that signals whether they are ready to work or need more refinement before working.
If an item has multiple components or would otherwise take longer than a sprint to complete, create new issues as sub-tasks, and add them to the Sprint Board.
Assigning to an issue#
Only assign a backlog issue to somebody if it is actively being worked on. We assume that once somebody is assigned to an issue, it is part of an active sprint. Note that all issues on our Sprint Backlog should have somebody assigned to them.
Our definition of “Work in Progress”
Because issues that are actively being worked on must have somebody assigned to them, we use “the issues that have somebody assigned to them” as our definition of Work in Progress.
Backlog item limits#
Our goal is to have backlog items that roughly cover the next 3 sprint cycles. We should not have more backlog items than this amount.
You can estimate the number of items on the board at any one time by assuming that each team member (at 100% FTE) can accomplish about 2 items per sprint. You can then calculate the rough number of items on this board with the equation:
n_team_members * 2 (items per sprint) * 3 (sprints on the board)
So if we have 5.5 team members available (if one of them is at 50% FTE), then the team backlog should have around
5.5 * 2 * 3 = 33 deliverables on it.
Adding backlog items#
We should add items to our team backlog when we have capacity to do the work in the next 3 sprints, and when those items are ready to be prioritized over all the other work that we could do (e.g., all issues in our repositories and encoded in project backlogs).
It can be difficult to keep track of issues across all of our repositories, so using a Project Backlog can be helpful to track longer-term planning for a specific project.
To add an item to the backlog, take the following steps:
Look at the team backlog to make sure that it has capacity to absorb a new item.
If it does not have capacity
Consider adding it to a Project Backlog or leave it in the issues of a repository. We can always get to it later.
Choose whether you wish to remove an item from the backlog in order to make space. Use your best judgment about whether this is the right thing to do, depending on the priority of the backlog items that are already on there.
Place the new backlog item in the appropriate location, according to its perceived importance and urgency.
How to prioritize backlog items#
It can be difficult to prioritize backlog items, and is ultimately a subjective decision. These criteria can be used to help guide your actions:
Impact: How impactful will it be to resolve this item? Will it affect many users or be particularly useful?
Urgency: How important is it that we resolve this item quickly? If it is lower impact, but urgent to accomplish, we may nonetheless wish to prioritize it.
Effort: How many moving pieces does this item have and how much deep thinking will it take to resolve? All else being equal, we should prioritize backlog items that are easier or faster to accomplish since this will be more bang for our buck. This is obviously very subjective, so is probably best-estimated when there’s a candidate person to work on an item.
Working on backlog items#
Backlog items are ready to work when they have enough context and tasks so that a team member can begin making progress towards closing them. This doesn’t mean that we know all of the tasks needed to complete the item, but that there’s enough information to begin work. 1
The team picks up work associated with a backlog item via our Sprint Planning meeting. In this case, there are two options:
Add the item to the Sprint Board. If an item is scoped tightly enough that it can be completed within one sprint, then add it to the Sprint Board and complete it in a sprint.
Generate issues from tasks and add them to the Sprint Board. For items that are more complex and require tasks that would take more than one sprint, use the Task List in the issue to generate new issues for use on the Sprint Board.
You can use GitHub’s task issue tracking features to keep track of tasks associated with an issue.
As work is done towards a backlog item, update the top comment of the issue with new information and tasks. Each parent issue is the Source of Truth for all work associated with it (instead of, for example, an issue created as a sub-task for that item).
Tracking upstream issues#
In some cases we want to do work in an upstream repository or project. To do this, add upstream issues to our Team Backlog as we would add any other issue.
How to keep track of projects#
Longer-term projects are generally more complex and may be made up of many actions and deliverables to accomplish. There is no official way to track long-term projects within 2i2c, but there are a few patterns that may be useful to do so, described in this section.
The simplest way to track longer-term efforts is with a Tracking Issue. This is a GitHub Issue whose job is to keep track of many actions and deliverables over time that are needed to close the issue. They are generally encoded as Task Lists in the issue’s top comment. Each item in the list tends to be a deliverable, and can be converted into its own GitHub Issue (e.g., to put on the Sprint Board) as-needed.
For more complex efforts, it can be useful to create a Project Backlog. These are GitHub Projects boards that contain all of the deliverables that will complete a given project. These are often organized into a few columns, representing the state of each deliverable. Here is a common column structure:
Needs Discussion/Refinement: Deliverables that are high-priority but un-refined. Our goal should be having discussion and doing research in order to get these deliverables ready for work.
Ready to Work: Deliverables that are well-scoped and have a clear path forward, and are thus ready to implement. As deliverables in In progress are completed, we should replace them with deliverables from this column. Generally speaking, deliverables near the top have higher priority than those at the bottom.
In progress: Deliverables that we are currently working towards. This means that they should be added to the Sprint Board to track its completion.
Blocked: Deliverables that require another action or delivearable from the 2i2c team to complete before they can move forward.
Waiting: Deliverables that require another action from a non-2i2c team member before they can move forward.
Done: Deliverables that have been completed. We should close these issues and celebrate the improvements that we have made!