Executive Zone >> Measure what Matters >> Accountability and Collaboration >> Building Clarity, Brick by Brick: Setting Expectations with Incremental Cards on a Wall

In the dynamic world of software development, where ambiguity can quickly derail progress, setting clear expectations is paramount. Traditional methods often fall short, leaving teams with vague objectives and unclear deliverables. However, a simple yet powerful technique – incremental cards on a wall – can revolutionize how you communicate and manage expectations, fostering transparency and alignment within your software teams.

The Problem with Vague Expectations:

Software projects often suffer from poorly defined goals, leading to:

• Scope Creep: Unclear deliverables result in ever-expanding project boundaries.

• Misaligned Priorities: Teams struggle to prioritize tasks without a clear understanding of the desired outcomes.

• Frustration and Delays: Ambiguity breeds confusion and delays, impacting team morale and project timelines. 

• Quality Issues: Without clear expectations, quality standards can suffer, leading to rework and dissatisfaction.

Incremental Cards on a Wall: A Visual Roadmap to Clarity:

This technique involves breaking down large projects into smaller, incremental deliverables, each represented by a card placed on a wall. This visual roadmap provides a clear and tangible representation of the project's progress and expected outcomes.

How it Works:

1. Define Incremental Deliverables:

   • Break down the project into smaller, manageable increments that deliver tangible value.  

   • Each increment should represent a specific feature, functionality, or milestone.

2. Create Cards:

   • Create cards for each increment, clearly outlining the following:

     • A concise description of the deliverable.

     • Acceptance criteria: Clear, measurable, and testable definitions of "done."

     • Dependencies: Any external factors or tasks that need to be completed.

     • Assigned team members.

     • Estimated timeline.

3. Visualize the Workflow:

   • Arrange the cards on a wall, creating a visual representation of the project's workflow.

   • Use columns or lanes to represent different stages of the development process (e.g., "To Do," "In Progress," "Testing," "Done").

4. Regular Updates and Reviews:

   • Regularly update the cards as progress is made.

   • Conduct daily stand-ups or sprint reviews to discuss progress, address blockers, and adjust priorities. 

5. Collaborative Refinement:

   • Encourage the team to collaboratively refine the cards and acceptance criteria.

   • This ensures that everyone has a shared understanding of the expectations.

Benefits of Incremental Cards on a Wall:

• Enhanced Clarity: Provides a clear and visual representation of project goals and deliverables.

• Improved Communication: Facilitates open communication and collaboration among team members. 

• Increased Transparency: Makes project progress visible to everyone, fostering accountability. 

• Reduced Scope Creep: Clear acceptance criteria help to prevent scope creep. 

• Improved Prioritization: Enables teams to prioritize tasks based on their impact on the overall project goals.

• Enhanced Team Alignment: Ensures that everyone is aligned on the desired outcomes.

• Faster Feedback Loops: Incremental delivery allows for faster feedback and iteration.

• Increased Team Ownership: The team feels more ownership of the process and the product.

Practical Tips for Success:

• Keep Cards Concise: Use clear and concise language.

• Define Clear Acceptance Criteria: Ensure that acceptance criteria are measurable and testable.

• Regularly Update the Wall: Keep the wall up to date to reflect the current state of the project.

• Encourage Team Participation: Involve the entire team in the process.

• Use Visual Cues: Use color-coding or other visual cues to highlight important information.

• Adapt to Your Team: Tailor the approach to fit your team's specific needs and preferences.

By embracing the simplicity and power of incremental cards on a wall, software teams can build a culture of clarity, collaboration, and accountability, leading to more successful and fulfilling projects.

Further reading;

• The Unsung Hero: Psychological Safety and the Foundation of Team Success

• Building Clarity, Brick by Brick: Setting Expectations with Incremental Cards on a Wall

• Ceremonies of Accountability: How Meetings Drive Ownership in Software Teams