Shortly after completing my Scrum training and becoming a Certified ScrumMaster, it was clear to me that in order to be successful at the Agile framework, I have to be an active practitioner. Where I am planning that in my job with my director who is a Scrum Master himself, I sought other ways to use it.

Where I am applying Scrum right away is in my own work and in my personal life. The latter was reinforced when I read Scrum: The Art of Doing Twice the Work in Half the Time by Jeff Sutherland as he talks about how to use Scrum well beyond software development. This led me to creating personal Scrum Boards for both. The picture accompanying this post is of my Scrum Boards, with my work one to the left and my personal one to the right.

Elements of a Scrum Board

A Scrum Board is a tool for tracking progress and providing visibility on a project. There is single definition of how one is structured or organized, as it should ideally fit your needs, whether individually or for your Scrum Team. The basic components of it should include the following, and I also indicate how I have adapted these components for my needs.

Backlog – A Backlog is the work to be done. Larger, higher-level items are called Epics, and smaller, shorter, more specific items are called User Stories.

In both of my Scrum Boards the Backlog is the first column – yes, I purposely blurred out the tasks in it, both for confidentiality and to not bore you, my dear reader, of the mundane minutiae of my life. Most all of these are User Stories. Each is written on a Post-It note so they can be easily moved around.

Not Started – This is actually an optional component, and is also referred to as a Sprint Backlog. All work done in Scrum is done in Sprints, a defined period of time such as 2 or 4 weeks. The items in these columns are what I plan to work on during the week. As it is not required, I simply could have all of my Backlog prioritized in one column.

For myself, I have 1-week Sprints. At the start of the week, I review – or Refine – the Backlog and select the work to be done in the Sprint. Refinement also includes readdressing the priorities of Epics and User Stories, which can vary from week to week, or in this case Sprint to Sprint. Once this process is completed, I move the Post-Its to the appropriate column.

In Process – When I start an Epic or User Story, I move it to this column from Not Started, indicating what I am actively working on.

It’s not uncommon for me to have multiple items in process as I am often awaiting something else to be completed to proceed. It is not my intent to have more things in process than I can manage. The goal here is to use this to get more work done by breaking tasks into smaller components.

Done – Once a User Story or Epic has been completed, it gets moved to this column, and a small celebration takes place in my mind.

The accompanying photo was taken towards the end of last week, when I had several items done, and since then I completed more. At the end of the week I clear all Done items, and hold a review, or Retrospective, to go over the week, realities in my schedule, setting up the next Sprint the following week.

More To It Beyond Myself

In using Sprint Boards for personal work, I am adapting it from a standard Scrum flow. I am performing the roles of a Scrum Team myself – the Scrum Master, Product Owner and Development Team. I also am not doing a Sprint Review per se, a process of demonstrating the work of a sprint for approval, for as I move an item to Done I am reviewing it at that time. Additionally, my Retrospective and Refinement processes are not as involved.

A Scrum Board is typically displayed prominently in an office or managed using an online tool that all have access to. Mine is on a project board that kids use at school for presentations, as its tri-fold format allows me to easily transport it through my house or even to my co-working space. During the workday it is open and visible and at night it’s folded away.

There are other components that can be added to a Scrum Board. This article from Scrum Inc. on Scrum Boards expands more on them, and how other elements of Scrum interface with them.

You Can Do It

Have I convinced you to have your own Scrum Board? I welcome your thoughts and how you manage your own in the comments to this post.

Deconstructing Scrum Boards

A single, visible place for all elements of your project are what Scrum Boards are for and are a key component to the Scrum framework. Though my own Scrum Boards are modified in some form to use for myself, even in this form it is good practice to follow as my overall work is transformed towards Agile.

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This is from The Hot Iron, a journal on business and technology by Mike Maddaloni.

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At some point we switched from saying "disaster recovery" to "business continuity," and I think it's time to switch it back.

Perhaps it started in the 1990's when a wave of buzzwords and political correctness came into vogue. The phrase “disaster recovery” has such a harsh tone to it, where “business continuity” is so much more positive, isn't it? Positive, sure, but did losing the edge of the phrase diminish the need for how we often apply it, in creating a disaster recovery plan?

Disaster recovery planning is creating an action plan and related activities in preparation for a disaster in one’s life. It is typically something a business does, but individuals and families can prepare one as well.

By calling it recovery rather than continuity, we have a sense of urgency and a goal of pushing forward, wherever it takes us. Continuity implies we will still be the same afterwards, where as we are living now that may not completely be the case. By using the term disaster rather than business, it means it impacts all of us, not just businesses. Individuals, families and related organizations all need a disaster recovery plan and to be included in a business’ plan too, including the resources to execute on that plan, and I’m referring to more than pallets of toilet paper. The contents of a plan would be different based on a focus of more creative options.

The onset of a pandemic on a free-market, capitalistic society has been devastating. Now in the third calendar month of it, we are seeing daily reports of businesses - not just small businesses but large ones too - filing bankruptcy or closing altogether. This is on top of record layoffs and furloughs leading to record unemployment claims. The "disaster" today is not just with companies but with people as well. Many of both were not prepared or prepared to the degree they needed to be.

So what do you think? I welcome your thoughts in the comments to this post.

Deconstructing Disaster Recovery

Words matter. By softening them it may pease some people, but it could also be detrimental to the goal of using those words. Disaster recovery says there was something bad, and we are going to come back from it. This phrase - and goal - is what we need right about now.

Image of cap generated from The Washington Post

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This is from The Hot Iron, a journal on business and technology by Mike Maddaloni.

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A popular feature of the videoconferencing platform Zoom is virtual backgrounds. This allows you to show a picture or video behind you, transforming whatever bland background you have into a scenic vista. If you have a newer Webcam, either built-in to your computer or standalone, it will easily isolate you from whatever is behind you. However not all Webcams can do this. But with Zoom there is another way to achieve this, by using a green screen.

A green screen, or chroma key screen, is a solid green background behind you that, in simple terms, will isolate you in the picture and put an image or video behind you. This technology is common on TV and in movies, as this is how weather reporters present the map behind them and in movies it is used instead of building robust set backdrops. As my own Webcam didn’t work with virtual backgrounds, I sought out a green screen. What I found, however, was more expensive than I wanted to pay; I am simply trying to leverage this feature while I am in this current work situation. Then is dawned on me, there could be another option – green poster board.

A visit to a local dollar store found options for poster board – light and dark green, and only 69 cents per sheet. As I wasn’t sure which shade would work, I picked 4 sheets of each, all for under 6 dollars. With some masking tape, I was able to hang them on the wall, as shown in the opening photo. Where the sight of this in itself doesn’t look professional, in its use it’s quite the contrary.

Below, without turning on the virtual backgrounds in Zoom, the camera image looks like this.

When I turn on virtual backgrounds, there is a sunrise over Cocoa Beach, Florida behind me.

You may have noticed I used both shades of green, as I tried this when I realized I needed a larger area, and they both worked together. A bonus of this solution is the poster board is made by a local company here in Appleton Wisconsin, Pacon Corporation.

Deconstructing a Low-Budget Green Screen

When a situation changes, it is easy to pivot to another solution and spend to accommodate it without thinking of the short-term vs. long-term cost implications. When I put thought into it, ingenuity found an alternative solution that completely solved the need.

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This is from The Hot Iron, a journal on business and technology by Mike Maddaloni.

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There is a saying that goes, “it’s not personal, it’s business.” Where events occur to the benefit of the business, often times they are done or decisions are made because of the people involved. This following is a true story of a case of the latter.

When I had my Web consulting business, I often partnered with an awesome graphic design firm to develop a Web site. The principal of that firm is someone I met shortly after I started my business. I grew to greatly trust her design and business judgment and enjoyed working with her and her growing firm. Through this we also became friends.

Projects we partnered on usually came as a lead from one of us, and the other would support it. Once such lead was a firm she had worked with for years, providing design services to them and their clients. As she had a very good relationship with this firm, I knew that in partnering with her on this proposal, I surely didn’t want to do anything to jeopardize that relationship. Little did I know I would be put to the test on this.

So far, so good

We had a pre-proposal meeting with the firm and I felt it went well. There were 2 people from the firm, myself and my design partner over the phone. As we started the manager from the firm mentioned he was originally from Boston, as I was as well as my colleague from the design firm, and as a result I brought up the resurgent New England Patriots football team. That personalizing, I felt, went well. Though the other person from the firm in the meeting scowled – perhaps she was a Chicago Bears fan? In any case, it was never my intention to or did I feel I overplayed the connection.

As the meeting progressed we learned more about the current Web site, a portal for their clients, and what they were looking for from the next generation of this technology. During the discussion I asked them for a test user login so that I could go back to my office and go through the site in more detail. When they obliged and gave me one, they also offered for me to have a login for their FTP server; if you don’t know what this means, it’s a rather big deal! They basically have me the keys to their kingdom – FTP stands for File Transfer Protocol and with this login I could access all of the code for their site and even create a local copy of the site to further analyze it. An offer for this level of access rarely happens at this early stage of the proposal process, especially with nothing formal in writing with them.

After the meeting we debriefed and expressed disbelief that we got the FTP server login, then focused on the structure of the proposal and hopeful project. We decided I would take the lead and the proposal would be from my firm. Next we put in the time, created the proposal, reviewed and reviewed it and when we were ready I sent it to the firm by email. And as we did with any such proposal, we would wait. As best said by the late, great Tom Petty, the waiting is the hardest part.

The Unexpected Phone Call

One day the phone rang and it was a friend of mine. I met him through the tech community and we became friends. We never worked on a project together, though we often discussed business, technology and life and were sounding boards to each other. As the call began and we exchanged peasantries I asked him, “what’s up?” There was silence on the other end of the line and I got a sense he was hesitating at what to say. Then he came out and said what I will paraphrase here but this was very close to it. He said, “Mike, I don’t another way to say this, but I just saw a copy of the proposal you sent to that firm.”

Uh, what?

He was prepared for my shock and the crack in my voice, and I could tell he wasn’t happy being the bearer of bad news. However it was something he had to tell me. In short, a friend of his, whom I met previously, showed him a copy of the proposal we had sent to the firm, asking my friend, “hey, don’t you know him (referring to me)?” Apparently the firm had given it to other firms and Web freelancers, asking them to bid on the project based on our detailed proposal.

Uh, what?

Well, that’s not exactly what I said, for my brain felt like it got slammed with a tidal wave. A tidal wave of thoughts, emotions, words, random sounds… I wasn’t prepared for this, but in hindsight it was the best way to hear about it – from a friendly, sympathetic source, when I was in my home office where nobody would see what I could only imagine was also a tidal wave of facial expressions. My friend couldn’t see the tidal wave over the phone but he knew it hit me, as he was just as shocked by this as he created detailed proposals himself, and would have felt the same had our roles been in reverse.

We talked for a bit more, and I am sure he wanted to make sure I wasn’t climbing out on any ledges. After the call I decided to take a long walk as I could use the exercise and mental cleansing that it offered to clear my head before I had to tell my friend the designer what happened.

But before I called her I realized I had a decision to make. How would I react to this? Would I react? Do I just pretend it didn’t happen? Do I confront them? Do I drop it and not contact them? Or do I pursue the project anyway? Or was there some middle ground? The more I thought about it, I decided I would simply drop it. And I could sum it up in one word – relationship.

I was fortunate, as I stated earlier, to have a great working relationship and friendship with her. She had a great relationship with this firm. I clearly had zero relationship with this firm. For myself, there would be truly nothing to gain from this, even if I called them and told them to fuck off! On the other hand, any action I took could have a negative impact on the relationship between her and I, and could have made a bad situation even worse. This of course was my stance, and I was eager to now talk with her as I had come to peace with this unwanted decision.

Another Unwanted But Important Call

When I called her she was actually expecting me to have good news about the proposal, as it had been a while. I don’t recall the exact words I said, but I was pretty much recalled the story as it was told to me. On the other end of the phone was the sound of a similar tidal wave hitting her, with similar shock and disbelief as we both commiserated about this.

Discussing it further, she was leaning towards confronting them about this awkward situation – not in a combative manner, but being matter of fact about it. When I told her about my decision, she was surprised. Not say anything at all? As I explained why jeopardize her established business with this firm as well, it of course resonated with her, but she still felt really bad about what happened. She never thought this firm would act this way as this was never her experience with them. In the end we both agreed to not say anything, and move on.

It’s all good

Eventually we both got over this and went back to work, later collaborating on several great projects. Years later I recalled this event to a friend who is a lawyer who has his own practice and many small business clients. He had a similar reaction as I did to what happened, but concurred with the conclusion. Could I have sued? Sure. Would I have collected enough in damages to make it worth my while? Doubtful. Would the lawyer representing me made any money? Sure, but I digress.

In the end I had a good story and lesson to tell, and a relationship worth keeping, and fortunately no further contact for me with that firm.

Deconstructing Business vs. Personal

Every day we are all confronted with decisions to make – most minor and a few major. Where some don’t require a lot of thought, for those that do, keeping in mind the big picture of where you are and where you are going is paramount. In this case, I stepped back and used that big picture perspective, and I was pleased with the results.

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This is from The Hot Iron, a journal on business and technology by Mike Maddaloni.

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Chances are you are reading this from the comfort of your home. With the declaration of Novel Coronavirus or COVID-19 as a pandemic and declarations of emergencies around the globe, many people are working from home for the near-term. For a lot of them, it is the first time they are working from home for a continuous period of time.

Where working from home isn’t a new concept, not everybody does it. Some companies still don’t have work from home policies. For some industries such as manufacturing, working from home isn’t exactly an option. Even for those people whose employers allow working from home, they may do it once or twice a week, but not every day.

If you are new to this – welcome! I have been working from home continuously for almost the last 3 years and have had a home-based office in the past, so on this topic I have some standing.

Where there is all kinds of advice I can give on working from home for extended periods, I offer these 5 tips to help level-set your experience.

Take a shower – This tip is not as much about your hygiene as it is on your daily routine. Most of us have a routine that leads to us leaving for work, and it is best to continue to do so even while working from home. I do this myself, and it helps prepare me for the day. I then don’t have to scramble if I have to leave the home and go someplace to make myself presentable. Plus, the others in your house will thank you for your cleanliness.

Carve out your space – The ideal work from home scenario would have you in an office with a window and a door that locks that is furnished with the proper desk and chair. In reality, you may be hunkered down on the couch or at best your dining room table. In any case, you need to set space that is yours so that you don’t need to move the kids’ art project in order to create that weekly report. One thing I have done is the past is get some storage bins with snap-locking lids, where I can put my office equipment and supplies and then set them aside at the end of the day, protecting them from other elements around the home.

Don’t obsess over household chores – As you are sitting there, slaving away on your computer on your couch, you may notice more things that need to be cleaned in the house. The carpet could use a shampooing, the furniture is dustier than it should be, and what’s up with all of that laundry? I’m not saying to ignore it completely, but keep it in perspective with the job you still have to do. It’s ok to move laundry from the washer to the dryer during the day and fold some clothes during that status meeting you struggle to keep awake for even when in the office.

Move around – A reality of working from home is that you won’t be moving around as much as you used to. Even if you’re not someone who counts steps and takes the elevator to your office, don’t forget the activity getting to and from the office or within the office will be cut drastically. You don’t need exercise equipment to make up for this, even a walk around the block at lunchtime will help you get some of the body movement you are not getting within the house.

You don’t have to like it – Working from home is not for everyone. Here’s a not-so secret I will share: I am not the ideal work from home person. I am an extrovert, and love working in an office and interacting with team mates to solve the technical problems we face on a daily basis. That being said, all I need for my job is Internet access, my smartphone and a Web browser – not even my own computer – and I can get everything I need to get done during the day. I work from home as we moved hundreds of miles from my office for personal reasons, and where I knew there was an element of sacrifice, I have still been productive and interact virtually with my team throughout the day.

There are a myriad of other work from home tips and life hacks out there, and as I started writing this I saw many myself. I welcome your feedback on these, and if they helped you or anyone else you shared with them to get through this new logistical arrangement.

Deconstructing Working From Home

You too may not be the ideal work from home person, and that’s ok. What’s going on in the world with the reaction to this virus, like anything else going on in the world, is constantly changing. For better or for worse, we as humans have to do the same. Sometimes it’s the small things that need adjustment along with the greater for us to adapt and thrive in changes situations. Good luck.

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This is from The Hot Iron, a journal on business and technology by Mike Maddaloni.

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