The projects have daily pulse meetings at which the participants in the active project teams decide what activities they need to do in order to make progress. The project teams are self-organizing and self-governing.
Moving post-it notes in the activity window and putting up yellow, red and green magnets in the synchronization plan is done by the project team members (not the project manager).
A project follows its unique value flow described in the synchronisation plan. However, the synchronisation plan does not stipulate what work to be done, only what sub-results are to be achieved and how these relate to each other.
How to perform project pulse
Step 1. Daily project pulse meetings
The project pulse meetings follow the steps below. Decisions that are made during project pulse meetings are documented in the decision log by the project manager.
Show progress. The project members move post-it notes with completed activities from “In progress” to “Done”. The participants also shortly explain what they have done so that the whole project team understands what has been completed and how that influences how other activities must be resolved.
Act on problems. Identify any obstacles and other unexpected difficulties. Write them on post-it notes and put them in Inbox. In order to avoid waste, these obstacles and difficulties must be addressed as soon as possible. They will otherwise obstruct the progress, forcing the project into a situation where sub-results must be redone, which will cause delays. Add activities in the Activity plan to deal with the problems.
Prioritize new activities. Add new activities from the activity plans written on post-it notes to “To Do”.
Decide what to do next. The team’s members select what activities they will do next. It is important to allow everyone to clearly explain what work they intend to do. Some team members have ongoing activities with post-it notes already placed under “In Progress”. Others will pick new activities from “To Do” and put them under “In Progress”.
Step 2. Weekly at project pulse meetings before program pulse meeting
The points below are discussed in a project pulse meeting before the weekly scheduled program pulse meeting.
Need for decisions. Problems that will require management attention and their decisions are identified based on the content in the Inbox. Mark these problems with a yellow magnet. The project manager will bring up these problems at the program pulse meeting.
Resource requirements are updated. The project manager will bring resource requests to the program pulse meeting.
Step 3. Weekly at project pulse meetings after program pulse meeting
Report project health in Agile Pulse App. Check if any actions are needed for next week. Empty the “Done” area.
To visualise the chain of events, an activity window is used that is divided into “To Do”, “In Progress” and “Done”. Activities can be initiated from activity plans, from the planning of activity plans or be related to problems and risks.
A problem that requires activities have priority over the planned activities. In order to differentiate between planned activities and activities related to problems, use different-coloured post-it notes (yellow for planned activities, and red for activities related to problems).
When it is time to start working with an activity, it is posted as a post-it note in “To Do” . When someone in the project team starts working on the activity, the post-it note is moved to “In Progress”. When the activity is finished, the post-it note is moved to “Done”.
Agile Pulse Model by Parmatur HB is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.