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How do you prioritize tasks when faced with sudden scope changes in Agile projects?

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Agile project management is known for its flexibility, but sudden scope changes can still throw a wrench in the works. As an engineering manager, you're tasked with keeping the project on track, which means prioritizing tasks efficiently when disruptions occur. The key is to adapt quickly while ensuring that your team remains focused and productive. Let's delve into how you can effectively prioritize tasks in the face of unexpected changes while maintaining the Agile ethos.

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1 Assess Impact

Firstly, evaluate the impact of the scope change on your project's current state. Consider which tasks are affected and to what extent. This assessment should be swift but thorough, involving the team to gather insights on potential risks and dependencies. Understanding the change's implications allows you to make informed decisions about reprioritizing tasks. It's crucial to communicate these changes clearly to your team to ensure everyone is aligned and can adjust their focus accordingly.

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Akiyo Urano, CSP, SPC 6

Agile Business Delivery Lead | 15+ Years of Experience in Multicultural Collaboration, Agile Transformations, Kaizen, OKR, & Strategic Initiatives | Proven Track Record in Pharmaceuticals, Finance & IT
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When conducting an impact assessment, it's important to consider who to involve to save the team's time. We should choose leaders from the product and technical departments. Once an initial proposal is created, it should be shared with the team to gather additional feedback and support. We may select leads from product and technical departments. After creating an initial proposal, you can socialize it with the team for further feedback and buy-in.

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Deepak Vijaykumar

MBA in Operations, Leadership & Strategy working as Associate General Manager @ Creative Synergies Group
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Its always important to assess the impact and identify possible dependencies due to scope change. Prioritise on those deliverables where the documents need to be reworked and inform to all stakeholders about scope, cost and time impact. Post approval on go ahead, ensure all impacted documents are revised and sent to client and then take on further deliverables in the project

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Shahidh Abdul K

Buildling AI | Technical Program Manager | Ex Careem(Uber) | Ex Razorpay | Ex Tesco | UAE Golden Visa Holder
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Assess the impact of the scope change on the project and communicate this to the relevant stakeholders, including Engineering Managers (EM) and Product Managers (PM). Evaluate whether a trade-off can be made to accommodate the change, and then reprioritize tasks accordingly. It is also essential to inform the leadership about these changes and any potential delays in the project timeline, ensuring transparency and alignment across the team.

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2 Revisit Backlog

After assessing the change's impact, revisit your project backlog. This is a prioritized list of work for the development of a product or system in Agile methodology. Identify which items in the backlog are now a higher priority due to the scope change. It may be necessary to defer some tasks or break down larger items into smaller, more manageable pieces that fit the new direction. Engaging the team during this process promotes collective ownership and understanding of the revised priorities.

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Shahidh Abdul K

Buildling AI | Technical Program Manager | Ex Careem(Uber) | Ex Razorpay | Ex Tesco | UAE Golden Visa Holder
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When revisiting the backlog, it's important to first align with the product and business teams to determine the new priorities following the scope change. This ensures that the most critical tasks are streamlined for development. Engaging the team in this process is essential to set realistic deadlines and ensure a shared understanding of the revised priorities for timely and efficient delivery.

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3 Engage Team

Engagement with your team is vital when reprioritizing tasks. Hold a meeting to discuss the scope change and its implications. Encourage open dialogue about how to approach the new priorities and listen to your team's suggestions. They are often closest to the work and can provide valuable insights into the practicalities of the shift in focus. Collective problem-solving not only fosters a sense of team unity but also leads to more robust solutions.

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Jaafar Nasrallah

Google Certified DevOps Engineer.
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Your team is an invaluable piece the product understanding. Explain why the scope change has to happen, understand their point of views. You get a lot by acting upon their suggestions. And they stay motivated and interested when being in the loop

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4 Update Roadmap

With the new priorities set, it's time to update your project roadmap. This high-level overview of the project's objectives and deliverables now needs to reflect the revised scope. Adjust timelines and milestones accordingly, ensuring they are realistic and achievable. Transparent communication about these updates with stakeholders and team members is essential to maintain trust and manage expectations.

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Shahidh Abdul K

Buildling AI | Technical Program Manager | Ex Careem(Uber) | Ex Razorpay | Ex Tesco | UAE Golden Visa Holder
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In Agile projects, adjusting to changing priorities is essential for success. Once new priorities are set, it's crucial to update the project roadmap. This high-level view of objectives and deliverables must reflect the revised scope, with adjusted timelines and milestones that are both realistic and achievable.

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5 Monitor Progress

Once tasks are reprioritized, continuous monitoring of the project's progress is essential. Agile projects benefit from regular check-ins, such as daily stand-ups or sprint reviews, to ensure that the team is on track. Use these opportunities to address any issues that arise promptly and to reaffirm the revised priorities. Keeping a close eye on progress helps to catch potential problems early and allows for quick course corrections.

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Shahidh Abdul K

Buildling AI | Technical Program Manager | Ex Careem(Uber) | Ex Razorpay | Ex Tesco | UAE Golden Visa Holder
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Monitoring progress should be a top priority in Agile projects. Regular check-ins, such as daily stand-ups, help to identify and resolve technical blockers quickly and clarify any uncertainties in the requirements. It's also essential to hold weekly program updates with stakeholders to provide a clear status on the progress of the project and ensure alignment.

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6 Adapt Continuously

Finally, embrace the Agile mindset of continuous adaptation. As your project progresses with the new scope, be prepared to make further adjustments as needed. Agile is about responding to change over following a set plan, so remain flexible and ready to pivot. Encourage your team to maintain this adaptive approach, ensuring that they can respond effectively to any future changes.

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How do you prioritize tasks when faced with sudden scope changes in Agile projects?

1

2

3

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6

1 Assess Impact

2 Revisit Backlog

3 Engage Team

4 Update Roadmap

5 Monitor Progress

6 Adapt Continuously

Engineering Management

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How do you prioritize tasks when faced with sudden scope changes in Agile projects?

1

2

3

4

5

6

1 Assess Impact

2 Revisit Backlog

3 Engage Team

4 Update Roadmap

5 Monitor Progress

6 Adapt Continuously

Engineering Management

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