In this BONUS episode, we reconnect with Doug Rabow, a previous guest and an expert in Lean-Agile strategic management known for his dedication to fostering empowered teams and enhancing processes through Lean principles. This discussion dives into the foundations of Lean, its evolution from manufacturing, and how software development can benefit from these time-tested methodologies. Join us as we uncover how adopting Lean can transform software practices and culture to align more closely with the true spirit of Agile.
Introduction to Lean and the Toyota Production System (TPS)
“Lean isn’t just a methodology; it’s an ongoing journey of learning and problem-solving.”
Doug begins by mapping out the origins of Lean and its cornerstone, the Toyota Production System (TPS) (Wikipedia article on TPS). Initially crafted to solve operational challenges in manufacturing, TPS introduced principles aimed at efficiency and continual improvement. Doug underscores that while Agile has gained broader recognition, Lean provides an essential, often overlooked foundation that extends beyond frameworks like Lean Six Sigma or isolated process improvements.
“Lean isn’t a set-and-forget solution; it’s about cultivating an evolving culture of problem-solving.”
Cultural Foundations of Lean: Adapting for Software Teams
In this Agile in Hardware episode, Henna Torkkola and Maarit Laanti share the pioneering journey of integrating Agile practices into Wärtsilä’s Marine R&D, particularly within the ambitious New Product Development (NPD) program for advanced engine technology. From fostering collaboration across the value stream to embracing simulation and hybrid Agile approaches, they offer insights into how Agile has reshaped R&D processes. Henna and Maarit explain how bringing Agile to hardware isn’t about imposing frameworks but adopting a collaborative, flexible mindset that inspires productivity and innovation across teams.
Starting with a Vision for Agile in Product Development
Henna and Maarit delve into the origins of Wärtsilä’s Agile journey, recounting how the NPD program, initiated in 2018, was envisioned to deliver faster releases, co-create with stakeholders, and establish a more satisfying work culture for program teams. Moving beyond traditional project stages, the company embraced Agile methods to accommodate real-time adjustments and maintain a competitive edge.
“Agile success in hardware starts when you focus on the values behind the practices—not just calling it Agile.”
Expanding the Agile Mindset Across the Value Stream
Originally designed as an R&D initiative, the program expanded to engage the entire value stream, including sourcing and manufacturing. Henna explains how cross-departmental collaboration was achieved through inclusive events and ceremonies, bringing in diverse stakeholders from the start. This broad integration marked a shift from isolated R&D to a holistic approach involving the entire value chain, creating a product developed with inputs from every angle.
“Cross-functional collaboration is crucial; bring everyone to the table early and celebrate wins together.”
Integrating Manufacturing for a Smooth NPD Transition
In this insightful BONUS episode, Vasco Duarte is interviewed by Bill Fox for an episode on the Forward Thinking Workplaces Podcast. Vasco is a visionary leader in agile and lean software development. Vasco shares his revolutionary approach to fostering innovation, creating dynamic workplaces, and leading teams to success. His strategies are designed for leaders looking to elevate their organizations by focusing on people, purpose, and efficient work processes. Tune in for practical advice on how to unlock your team’s full potential and thrive in today’s fast-paced work environment.
Creating Environments for Natural Innovation
“Innovation is a natural human quality; it flourishes when you don’t make an effort to prevent it.” Vasco emphasizes that innovation isn’t something leaders need to force. Instead, it happens organically when the right environment is in place. He encourages leaders to shift away from rigid structures and towards creating motivating spaces where creativity can thrive. By doing this, teams naturally become more innovative and solutions-driven.
“The only way innovation does not happen naturally is if we make an effort to prevent it from happening.”
In this episode, Rebecca shares a story about working with a high-profile team struggling to finish their work within the sprint boundaries. Rebecca found out that the company had not provided sufficient agile training for the teams, which ultimately resulted in too much work-in-process, and other anti-patterns. Rebecca discusses her efforts to help the team focus and collaborate better, only to face resistance from the team’s manager. She shares a failed attempt to use the Penny Game to help the team understand flow and collaboration, but this only resulted in conflict. Rebecca emphasizes the importance of understanding team dynamics and gaining consent before trying to build trust. Listen to this episode, and learn how you can navigate similar challenges and foster better team engagement.
The inspiring story of how a failing hospital turned things around with Agile and Lean
Recovering from failure, or difficult moments is a critical skill for Scrum Masters. Not only because of us, but also because the teams, and stakeholders we work with will also face these moments! We need inspiring stories to help them, and ourselves! The Bungsu Story, is an inspiring story by Marcus Hammarberg which shows how a Coach can help organizations recover even from the most disastrous situations! Learn how Marcus helped The Bungsu, a hospital in Indonesia, recover from near-bankruptcy, twice! Using Lean and Agile methods to rebuild an organization and a team! An inspiring story you need to know about! Buy the book on Amazon: The Bungsu Story – How Lean and Kanban Saved a Small Hospital in Indonesia. Twice. and Can Help You Reshape Work in Your Company
About Rebecca Cyr
Rebecca Cyr is an experienced agile coach and scrum master, passionate about helping teams deliver value through agile principles and practices while learning, growing, and having fun together. Connecting people through deft facilitation is her superpower, as is storytelling as the language of learning.
In this BONUS episode, Tom and Jeremy discuss the main ideas from their latest book on agile transformation and work intake management: Mastering Work Intake: From Chaos to Predictable Delivery. They share some of the main the challenges teams face when trying to adopt agile practices and offer practical strategies for improving work intake processes.
The Trigger for the Book
“Most people who try to transform and be agile don’t do it well. They fail multiple times because they say ‘yes’ to everything, which is a lack of control on work intake.”
Tom emphasizes that many teams struggle with agile transformation, often due to poor management of work intake. He has built a career helping teams that have attempted and failed at this multiple times. The main issue is that they end up saying “yes” to every request, leading to a chaotic work environment, lots of work started, and very little finished.
“We are drowning in work. We use metaphors to define work intake and see that work always finds a way to get done. Initially, we titled this book ‘Work Entry’ because of the idea that work is pushed to people, who naturally say ‘yes’ because they want to help.”
“Work has a way of getting started. Recently, I had water in my basement. I didn’t know where it came from, but the water found a way in. We see this over and over at work. Work just gets in, often because saying ‘no’ feels career-limiting.”
Tom likens unmanaged work intake to water leaking into a basement—inevitable and hard to control. This analogy underscores how work finds its way into a team’s backlog, often because rejecting tasks seems risky.
“Jumping the queue is a very common mistake. Important work always gets done, but we don’t always go through the process of identifying what’s truly important. This leads to ‘fast switching’ between tasks and ‘neglected WIP.'”
Tom highlights the mistake of allowing work to bypass proper prioritization, leading to constant context switching, which makes teams slow, and neglected tasks which rarely or never get completed.
“The goal conflict anti-pattern is another issue. Much of work intake is about the relationships that lead to decision-making.”
Jeremy discusses how conflicting goals and poor relationship management can lead to self-defeating work intake processes.
Key Strategies for Managing Work Intake, and Avoiding the Over-Planning Anti-pattern
“In the book, we present patterns to handle intake management and discuss the Product Owner’s (PO) role. The PO is critical for managing work intake in Scrum, requiring discipline from both the PO and the team.”
Jeremy outlines the importance of having a disciplined Product Owner to manage work intake effectively.
“The problem of team design often causes issues. Many teams work on features while supporting systems that deliver value to customers. This lack of focus is problematic. Building a solid DevOps framework is crucial.”
“Agility means flexibility. We need to prioritize and select work more frequently, getting feedback often to determine if the work is necessary. Refer to ‘Lean Startup’ for more insights.”
Jeremy advocates for flexibility and frequent prioritization over rigid, upfront planning.
“Mapping who is involved in work intake decisions is key. Understanding the feedback loop and how it’s integrated into decision-making helps manage work intake better.”
Tom emphasizes the importance of understanding decision-making processes and who are the stakeholders, to be able to improve those processes through collaboration.
Different Types of Work Mean Different Decision Making!
“People work on features, defects, support, etc. Each requires different management patterns. Recognizing team constraints is crucial for effective work intake.”
Tom explains the need for tailored strategies for different types of work, based on team constraints. Only this “whitebox” approach to work management can help us build a work intake process that helps us manage the work in a way that leads to faster deliveries and more productivity.
As an example, Tom and Jeremy share a story about a company wanting to move to the cloud. Unfortunately, the CEO’s decision overlooked the engineers’ lack of skills, which led to big problems. This story puts emphasis on the importance of aligning work intake with team capabilities.
A Top Tip: Be Mindful and Deliberate About Accepting Work Into Your Backlog!
“We help teams be deliberate about work acceptance by emphasizing relationships and decision-making processes. Effective work intake management reduces disruptions.”
Tips For Product Owners
“Manage work intake across the entire product. It’s more than just planning.”
“PO is an active role. Help the team make decisions and sequence work.”
Tips For Scrum Masters
“Don’t overlook work intake. Involvement in this aspect is crucial to avoid anti-patterns.” “Defend team boundaries to control work intake.”
The Impact of Applying These Ideas
“It would be a lot calmer and more orderly.”
“We would get a lot more things done, avoiding the anti-pattern of rewarding work starts over finishes.”
About Tom and Jeremy
Tom Cagley is an experienced agile coach and consultant specializing in helping teams manage work intake and improve their agile practices.
Enter e-mail to download a clickable PO Cheat Sheet
This handy Coach Your PO cheat-sheet includes questions to help you define the problem, and links to handy, easy techniques to help you coach your Product Owner
Enter e-mail to download a clickable PO Cheat Sheet
This handy Coach Your PO cheat-sheet includes questions to help you define the problem, and links to handy, easy techniques to help you coach your Product Owner
Enter e-mail to download a checklist to help your PO manage their time
This simple checklist and calendar handout, with a coaching article will help you define the minimum enagement your PO must have with the team
Enter e-mail to download a checklist to help your PO manage their time
This simple checklist and calendar handout, with a coaching article will help you define the minimum enagement your PO must have with the team
Internal Conference
Checklist
Internal Conference
Checklist
Download a detailed How-To to help measure success for your team
Motivate your team with the right metrics, and the right way to visualize and track them. Marcus presents a detailed How-To document based on his experience at The Bungsu Hospital
Download a detailed How-To to help measure success for your team
Read about Visualization and
TRANSFORM
The way your team works
A moving story of how work at the Bungsu Hospital was transformed by a simple tool that you can use to help your team.
Read about Visualization and
TRANSFORM
The way your team works
Overcome Team Resistance and Gain Leadership Buy-In
Discover practical, real-world solutions from leading Agile practitioners. Download three free chapters from 'Tips from the Trenches Scrum Master Edition' and start transforming your Agile practices today!
Overcome Team Resistance and Gain Leadership Buy-In
Discover practical, real-world solutions from leading Agile practitioners. Access three free chapters from 'Tips from the Trenches Scrum Master Edition' and start transforming your Agile practices today!
Overcome Team Resistance and Gain Leadership Buy-In
Discover practical, real-world solutions from leading Agile practitioners.
Download three free chapters from 'Tips from the Trenches Scrum Master Edition' and start transforming your Agile practices today!
FREE! Audiobook Chapters: Overcome Team Resistance and Gain Leadership Buy-In
Download three free chapters from 'Tips from the Trenches Scrum Master Edition' and start transforming your Agile practices today!
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Recovering from failure, or difficult moments is a critical skill for Scrum Masters. Not only because of us, but also because the teams, and stakeholders we work with will also face these moments! We need inspiring stories to help them, and ourselves! The Bungsu Story, is an inspiring story by Marcus Hammarberg which shows how a Coach can help organizations recover even from the most disastrous situations! Learn how Marcus helped The Bungsu, a hospital in Indonesia, recover from near-bankruptcy, twice! Using Lean and Agile methods to rebuild an organization and a team! An inspiring story you need to know about! 
Rebecca Cyr is an experienced agile coach and scrum master, passionate about helping teams deliver value through agile principles and practices while learning, growing, and having fun together. Connecting people through deft facilitation is her superpower, as is storytelling as the language of learning.
Tom Cagley is an experienced agile coach and consultant specializing in helping teams manage work intake and improve their agile practices.
Jeremy Willets is a seasoned agile practitioner and author who has collaborated with Tom on numerous projects, including this book.