Reflection – Visualization

Challenge  As a Business Engineer I encounter a lot of different projects both with IT or non-IT impact. These  projects are based on different methodologies: mostly Agile or classical waterfall. It is always a nice  challenge for me to decide which set-up for a project fitting better. Here I do not have a receipt which  methodology to go with - often depends on different factors. There are only several examples but the  list can go on

  the level of Agile knowledge in the whole company,

  the degree to which employees and leaders are open for new concepts and approaches.

Currently I am engaged in a project with a railway company. They encountered a big challenge: the  employees feel need for changes but there is difficulty in isolating and describing all their needs. To the  moment I joint in the project, the company’s IT department gathered already different kinds of ideas  for

  new services,

  improvement of existing services,

  staying complaint with the federal law,

  etc.

They received that through numerous different channels like eMail, during different breaks (coffee,  lunch), informal and formal meetings, official application or customer feedbacks. The IT department  could on one hand not keep track of all the different Input and on the other hand had no chance to  prioritize all the floating input according the given budget constraints. Therefore, the company more  often started failing keeping the internal and external customers happy.

My challenge was to create a process how to collect all the input, prioritize and finally implement it or  make it visible, why no implementation action had been taken. The requirement of the process solution  itself had to be easy to adapt in the company and so transparent to everyone, that it would not scare  people away because of an huge effort to formulate it or because the person felt not taken seriously.  Additionally, the costumer wanted total transparency transparent so that all the prioritizing decisions  were visible for everyone interested.

To summarize the problem situation, the following problem point occurred in the start

  Different kind of input (new services, improvements, complainants)

  Different channels to report the input (email, meetings, coffee breaks, customer feedback)

  Unhappy situation between Business and IT

The goals were

  To Create a process for the collection of the ideas

  Total transparency

Selection  I like working with visualization and I use this method for quite some time now. I improved my skills by  taking part in a Visual Facilitation training. I like using this method during all phases of an assignment –  from the start by understanding the problem up to final solution documentation.

I choose this tool, because it extremely helps in multilingual teams, which I faced in the described  project (stakeholers where of German, Italian and French mother tongue). In a graphical representation  no words are needed to be used and as Angela Meyer describes in her Lesson about Visualization that it  is important to achieve a common sense of agreement for solving problems. I experienced, like Angela  Meyers tells, that it is a great tool to illustrate something complex in a “easy” way.

For the above described assignment, during workshops, I draw on whiteboards and flip charts all the  problems, ideas and information provided by the stakeholders. Afterwards I draw a chart on my tablet  and use it for further discussions as well as to document the workshops. I realized that the chart creates  a better understanding of the problem/idea/solution and all stakeholders have a common  understanding of the situation. Further, the visualization is across languages, which is a big advantage in  multilingual teams. I would recommend it to everyone. Drawing skills are not the key success factor – it  is the courage to stand on the whiteboard and start painting.

Application  In the example explained in the challenge section, I started with a first workshop with the main  Business and IT stakeholders to illustrate the as-is process and to create a common understanding of  the actual problem and the needs of the Business and IT world. Here I used flip charts for visualizing the  initial situation to everyone and by visualizing the situation – the Business as well as the IT stakeholders  clearly understood the issue.

Afterwards, based on this as-is process picture, the team recognized areas, where improvements can be  implemented. During the improvement process it showed up, that there were not only issues on the  input side, but on the prioritizing and implementation side as well. Therefore, we have created a three- step process

  Funnel

  Analyze

  Implement

Further it was agreed to use an adapted agile methodology for the solution, so that the Business start  using the IT language as well. For each process step we defined what need to be done and I drew the  ideas on white boards. When we were pleased with the outcome, I draw the results in a nice drawing of  the new created process and spread it to all stakeholders, to gather feedback. In a following workshop,  we reviewed the process. The result was a new process called “Ideensammlung” (idea collection).  Following you can find a drawing of the process (in German):

The following section describes each process phase in few words. It was decided to use the tool Jira  from the start till the end of the process for a trial period.

Section  Description

Funnel  Any Ideas are channeled on a central Backlog. No special form is  required, and it is not limited to IT. The Backlog is managed by the  CIO (and team)– he decides about IT impact and the steps (further  Info needed, not done, parked (or on other backlog if no IT impact)  or “let’s do it”) – the strategic fit is as well checked.

Analyze  The “let’s do it” item are prioritized on an overall backlog and there  managed and put on a roadmap by the CIO.

“Umsetzung”  (Implementation)

The implementation of an item is either a separate project or a  EPIC, Feature or Story in an existing project. The agile approach fits  the project management methodology and the specification  approach is “just in time specification”.

The approach was highly effective in the end because after finding a common sense of understanding  based on the initial chart – all the stakeholders started talking about the same problem and solutions  appeared quickly (see also section insight). I am sure, that with a text document we wouldn’t find the  same good ideas in the short period of time.

Insight  Visualization was an excellent tool to create a common understanding of the initial situation an it’s  problems as well as to document the final solution on a high level. To create a graphical overview of the  initial problem situation helped the Business and IT Stakeholders to realize the source of the actual  problem. Further an understanding for both sides has been created why not everything was build or  fixed immediately. After the common understanding of the problem a good basic has been built to find  solutions. Stakeholders started to walk up to the drawing and started to add their need directly in the  picture – it was like an “ice breaker”. From this point in time my “job” started to be rather “easy” –  because all the stakeholder started themselves to find solution. The best thing was, that they started  painting into the initial situation and so the final process has been created with the customers own

symbols. The group dynamics was promoted, and we had fun in cooperating.  All I had to do in the end  was to feature it nicely. In a way to do so I implemented a few iterations to finalize the whole drawing.

After we have decided about the all over process all the set up had to be initialized and to be prepared.  I will leave these steps out from this reflection.

Even so I already used this tool during my work, this course approved my proceed about visualization.  Overall, I realized that we were directly to focused on the problem statement, instead of moving one  step back and thinking if we could involve external customer in the process as well as it was illustrated  in the “good kitchen” example. This could have improved the solution process.

Approach  As mentioned, visualization is a great tool to create a common understanding, finding solution and  document the all over solution. This course confirmed that this approach is useful and worth taking the  effort. Nevertheless, other tools have to be added to sharpen and document the final solution.  Examples are:

 I used personas to find the need of each stakeholder (and to check in the end if all those need were

fulfilled).

 I used interviews with stakeholder from Business and IT department to be able to create these

personas and to identify their needs and problems.

 The example, the graphic representation of the process covers only the big picture without going

into the details. The details were formulated in a text document including a description of each  process step, artifact, method and responsibilities.

Alternatively, I could have used the mind mapping tool. It helps in the process step “what is” (in my  case initial situation) to the “what if”.  In my opinion mind map is another great tool to make  information more readable instead of writing giant reports with a lot of pros and contras. Basically,  because Mind mapping is as well a kind of visualization of given information.


Reflection – Visualization Challenge As a Business Engineer I encounter a lot of different projects both with IT or non - IT impact . These projects are based on different methodologies : mostly Agile or classical waterfall . It is always a nice challenge for me to decide which set - up for a project fitting better . Here I do not have a receipt which methodology to go with - often depends on different factors . There are only several examples but the list can go on  the level of Agile knowledge in the whole company ,  the degree to which employees and leaders are open for new concepts and approaches . Currently I am engaged in a project with a railway company . They encountered a big challenge : the employees feel need for changes but there is difficulty in isolating and describing all their needs . To the moment I joint in the project , the company ’s IT department gathered already different kinds of ideas for  new services ,  improvement of existing services ,  staying complaint with the federal law ,  etc . They received that through numerous different channels like eMail , during different breaks ( coffee , lunch ) , informal and formal meetings , official application or customer feedbacks . The IT department could on one hand not keep track of all the different Input and on the other hand had no chance to prioritize all the floating input according the given budget constraints . Therefore , the company more often started failing keeping the internal and external customers happy . My challenge was to create a process how to collect all the input , prioritize and finally implement it or make it visible , why no implementation action had been taken . The requirement of the process solution itself had to be easy to adapt in the company and so transparent to everyone , that it would not scare people away because of an huge effort to formulate it or because the person felt not taken seriously . Additionally , the costumer wanted total transparency transparent so that all the prioritizing decisions were visible for everyone interested . To summarize the problem situation , the following problem point occurred in the start  Different kind of input ( new services , improvements , complainants )  Different channels to report the input ( email , meetings , coffee breaks , customer feedback )  Unhappy situation between Business and IT The goals were  To Create a process for the collection of the ideas  Total transparency Selection I like working with visualization and I use this method for quite some time now . I improved my skills by taking part in a Visual Facilitation training . I like using this method during all phases of an assignment – from the start by understanding the problem up to final solution documentation . I choose this tool , because it extremely helps in multilingual teams , which I faced in the described project ( stakeholers where of German , Italian and French mother tongue ) . In a graphical representation no words are needed to be used and as Angela Meyer describes in her Lesson about Visualization that it is important to achieve a common sense of agreement for solving problems . I experienced , like Angela Meyers tells , that it is a great tool to illustrate something complex in a “ easy ” way . For the above described assignment , during workshops , I draw on whiteboards and flip charts all the problems , ideas and information provided by the stakeholders . Afterwards I draw a chart on my tablet and use it for further discussions as well as to document the workshops . I realized that the chart creates a better understanding of the problem / idea / solution and all stakeholders have a common understanding of the situation . Further , the visualization is across languages , which is a big advantage in multilingual teams . I would recommend it to everyone . Drawing skills are not the key success factor – it is the courage to stand on the whiteboard and start painting . Application In the example explained in the challenge section , I started with a first workshop with the main Business and IT stakeholders to illustrate the as - is process and to create a common understanding of the actual problem and the needs of the Business and IT world . Here I used flip charts for visualizing the initial situation to everyone and by visualizing the situation – the Business as well as the IT stakeholders clearly understood the issue . Afterwards , based on this as - is process picture , the team recognized areas , where improvements can be implemented . During the improvement process it showed up , that there were not only issues on the input side , but on the prioritizing and implementation side as well . Therefore , we have created a three- step process  Funnel  Analyze  Implement Further it was agreed to use an adapted agile methodology for the solution , so that the Business start using the IT language as well . For each process step we defined what need to be done and I drew the ideas on white boards . When we were pleased with the outcome , I draw the results in a nice drawing of the new created process and spread it to all stakeholders , to gather feedback . In a following workshop , we reviewed the process . The result was a new process called “ Ideensammlung ” ( idea collection ) . Following you can find a drawing of the process ( in German ): The following section describes each process phase in few words . It was decided to use the tool Jira from the start till the end of the process for a trial period . Section Description Funnel Any Ideas are channeled on a central Backlog . No special form is required , and it is not limited to IT . The Backlog is managed by the CIO ( and team ) – he decides about IT impact and the steps ( further Info needed , not done , parked ( or on other backlog if no IT impact ) or “ let ’s do it ” ) – the strategic fit is as well checked . Analyze The “ let ’s do it ” item are prioritized on an overall backlog and there managed and put on a roadmap by the CIO . “ Umsetzung ” ( Implementation ) The implementation of an item is either a separate project or a EPIC , Feature or Story in an existing project . The agile approach fits the project management methodology and the specification approach is “ just in time specification ” . The approach was highly effective in the end because after finding a common sense of understanding based on the initial chart – all the stakeholders started talking about the same problem and solutions appeared quickly ( see also section insight ) . I am sure , that with a text document we would n’t find the same good ideas in the short period of time . Insight Visualization was an excellent tool to create a common understanding of the initial situation an it ’s problems as well as to document the final solution on a high level . To create a graphical overview of the initial problem situation helped the Business and IT Stakeholders to realize the source of the actual problem . Further an understanding for both sides has been created why not everything was build or fixed immediately . After the common understanding of the problem a good basic has been built to find solutions . Stakeholders started to walk up to the drawing and started to add their need directly in the picture – it was like an “ ice breaker ” . From this point in time my “ job ” started to be rather “ easy ” – because all the stakeholder started themselves to find solution . The best thing was , that they started painting into the initial situation and so the final process has been created with the customers own symbols . The group dynamics was promoted , and we had fun in cooperating . All I had to do in the end was to feature it nicely . In a way to do so I implemented a few iterations to finalize the whole drawing . After we have decided about the all over process all the set up had to be initialized and to be prepared . I will leave these steps out from this reflection . Even so I already used this tool during my work , this course approved my proceed about visualization . Overall , I realized that we were directly to focused on the problem statement , instead of moving one step back and thinking if we could involve external customer in the process as well as it was illustrated in the “ good kitchen ” example . This could have improved the solution process . Approach As mentioned , visualization is a great tool to create a common understanding , finding solution and document the all over solution . This course confirmed that this approach is useful and worth taking the effort . Nevertheless , other tools have to be added to sharpen and document the final solution . Examples are :  I used personas to find the need of each stakeholder ( and to check in the end if all those need were fulfilled ) .  I used interviews with stakeholder from Business and IT department to be able to create these personas and to identify their needs and problems .  The example , the graphic representation of the process covers only the big picture without going into the details . The details were formulated in a text document including a description of each process step , artifact , method and responsibilities . Alternatively , I could have used the mind mapping tool . It helps in the process step “ what is ” ( in my case initial situation ) to the “ what if ” . In my opinion mind map is another great tool to make information more readable instead of writing giant reports with a lot of pros and contras . Basically , because Mind mapping is as well a kind of visualization of given information .