Last updated on 2024年7月27日

How do you prioritize work items in ScrumBan when uncertainty is high?

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ScrumBan is a hybrid agile framework that combines the flexibility of Scrum with the flow and efficiency of Kanban. It can be a powerful tool to deliver value to customers and stakeholders in complex and uncertain environments. However, prioritizing work items in ScrumBan can be challenging, especially when there are multiple dependencies, changing requirements, and conflicting demands. How do you decide what to work on next and what to postpone or discard? In this article, we will explore some practical tips and techniques to help you prioritize work items in ScrumBan when uncertainty is high.

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Gerard V. Edom

Successfully connecting agile frameworks, data analytics, and programming skills to unlock business insights.

1 Understand your goals and constraints

The first step to prioritize work items in ScrumBan is to understand your goals and constraints. What are the outcomes you want to achieve and the value you want to deliver? What are the deadlines, budgets, quality standards, and expectations you have to meet? How do you measure and communicate your progress and performance? By clarifying your goals and constraints, you can align your work items with your strategic vision and priorities, and avoid wasting time and resources on low-value or irrelevant tasks.

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2 Use a value-based ranking system

The next step to prioritize work items in ScrumBan is to use a value-based ranking system. This means that you assign a score or a rank to each work item based on its estimated value to the customer or the stakeholder, and its contribution to your goals. You can use various criteria to assess value, such as urgency, impact, risk, return on investment, customer satisfaction, or feedback. You can also use different methods to assign scores or ranks, such as the MoSCoW technique, the Kano model, the value-effort matrix, or the weighted shortest job first (WSJF) formula. The key is to use a consistent and transparent system that reflects your value proposition and your customer needs.

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Adam Roberts

Cleared | Do good recklessly. Practice radical candor. Turn challenges into opportunities for resilience and success.
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To prioritize work items in ScrumBan, we implemented a value-based ranking system. Each task is assessed for Value, Impact, and Effort, categorized into High, Medium, and Low. These assessments consider the internal value to our team and the end users. We then ranked these tasks within a simple four-level priority system. To maintain transparency, we displayed these rankings on a memo at our stations, making it visible to all team members. This setup ensures everyone understands our prioritization logic, fostering an environment where both the rationale behind task selection and the tasks themselves are clear. This method enhances productivity and aligns with our commitment to meeting both team objectives and customer needs effectively.

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3 Limit your work in progress (WIP)

The third step to prioritize work items in ScrumBan is to limit your work in progress (WIP). This means that you set a maximum number of work items that can be in each stage of your workflow at any given time, and you do not start new work items until you finish or move the existing ones. By limiting your WIP, you can reduce multitasking, bottlenecks, waste, and context switching, and increase focus, quality, flow, and throughput. You can also adapt your WIP limits according to your team size, capacity, demand, and feedback, and use visual tools such as Kanban boards or cards to monitor and manage your WIP.

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Gerard V. Edom

Successfully connecting agile frameworks, data analytics, and programming skills to unlock business insights.
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Prioritizing tasks involves capping how many things are being worked on at once. This means not starting new tasks until the current ones are finished or moved along. Keeping work in progress limited helps cut down on multitasking, bottlenecks, waste, and switching between tasks, while improving focus, quality, and flow. You can tweak these limits based on your team's size and workload. Using visual tools like boards or cards helps keep track of everything. It sounds good in theory, but it's always a bit of trial and error to see what really works best for your team.

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4 Review and refine your backlog regularly

The fourth step to prioritize work items in ScrumBan is to review and refine your backlog regularly. This means that you inspect and update your list of work items that are not yet started or completed, and you remove, add, or modify them according to the changes in your environment, customer needs, or goals. By reviewing and refining your backlog regularly, you can ensure that your work items are relevant, valuable, and feasible, and that they reflect the current state of your project or product. You can also use feedback loops such as Scrum events, customer reviews, or metrics to inform your backlog refinement and prioritization.

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5 Involve your team and stakeholders

The fifth step to prioritize work items in ScrumBan is to involve your team and stakeholders. This means that you collaborate and communicate with your team members, customers, and other relevant parties to gather input, feedback, and opinions on your work items and their value, effort, and dependencies. By involving your team and stakeholders, you can leverage their knowledge, experience, and perspectives, and build trust, alignment, and commitment. You can also use techniques such as brainstorming, voting, dot voting, or planning poker to facilitate group prioritization and decision making.

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6 Experiment and learn

The sixth step to prioritize work items in ScrumBan is to experiment and learn. This means that you test your assumptions, hypotheses, and ideas by delivering small batches of work items to your customers or stakeholders, and you collect and analyze data, feedback, and results to validate or invalidate them. By experimenting and learning, you can reduce uncertainty, risk, and waste, and increase innovation, value, and improvement. You can also use the scientific method, the lean startup approach, or the build-measure-learn cycle to guide your experimentation and learning process.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Gerard V. Edom

Successfully connecting agile frameworks, data analytics, and programming skills to unlock business insights.
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Chefs limit how many dishes they work on at once, finishing one before starting another. This helps keep things organized and ensures each dish is done right, though it can be tough when things get busy. Support teams often handle a set number of tickets at a time. They resolve existing issues before taking on new ones, which keeps their focus sharp and reduces errors, though it can slow down response times. Contractors might tackle one room at a time during a renovation. It helps them avoid spreading their attention too thin, but it can extend the overall project timeline.

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How do you prioritize work items in ScrumBan when uncertainty is high?

1

2

3

4

5

6

7

1 Understand your goals and constraints

2 Use a value-based ranking system

3 Limit your work in progress (WIP)

4 Review and refine your backlog regularly

5 Involve your team and stakeholders

6 Experiment and learn

7 Here’s what else to consider

Agile Methodologies

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How do you prioritize work items in ScrumBan when uncertainty is high?

1

2

3

4

5

6

7

1 Understand your goals and constraints

2 Use a value-based ranking system

3 Limit your work in progress (WIP)

4 Review and refine your backlog regularly

5 Involve your team and stakeholders

6 Experiment and learn

7 Here’s what else to consider

Agile Methodologies

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