How to Fix Your Agile Platform Team Burndown Chart

Managing an Agile platform team comes with unique challenges, especially when balancing development and operational duties. One common issue is the platform team’s burndown chart. Often, it shows little to no progress, which can be demoralizing. This happens because operational tasks, vital for keeping the platform running, aren’t adequately accounted for in the burndown chart. Here’s how to address this problem effectively.

Understanding the Team Structure - According to "Team Topologies," an effective team structure includes multiple development teams supported by a platform team. The platform team handles all DevOps and cloud infrastructure topics. This setup allows development teams to focus on delivering features while the platform team ensures the infrastructure runs smoothly. However, this division of labor can complicate Agile metrics like the burndown chart.

The Problem with the Burndown Chart - The primary issue is that operational tasks are continuous and unpredictable. These tasks often emerge mid-sprint and disrupt planned work, making it hard for the platform team to show consistent progress. This scenario can lead to demotivation, as the burndown chart doesn’t accurately reflect the team’s efforts and achievements.

Distinguishing Work Types - The first step in solving this issue is to distinguish between development and operational tasks. Separate these into different backlogs or use tags to differentiate them. This helps in planning and ensures that both types of work are visible and trackable.

Capacity Planning - Plan your team's capacity by reserving a portion of time for operational tasks. For example, allocate 30% of the team's capacity to handle operational work and the remaining 70% for development tasks. This approach ensures that ongoing maintenance doesn’t derail development efforts.

Separate Tracking - Use separate burndown charts for development and operational tasks. This method provides a clear view of progress in both areas. It also helps stakeholders understand the team’s workload and achievements better.

Kanban for Operational Tasks - Consider using Kanban for managing operational tasks. Kanban is better suited for handling continuous, incoming work. It allows the team to visualize their workflow, prioritize tasks effectively, and manage work in progress.

Automate Repetitive Tasks - Invest in automating repetitive operational tasks. Automation can significantly reduce the time spent on maintenance, allowing the team to focus more on development. Over time, this shift can improve the overall efficiency and productivity of the platform team.

Set Clear SLAs - Define Service Level Agreements (SLAs) for operational tasks. SLAs set clear expectations for how quickly tasks should be addressed. This clarity helps in planning and ensures that operational duties are completed without compromising development goals.

Regular Backlog Refinement - Regularly refine both operational and development backlogs. This practice ensures that the team is prepared for upcoming work and can quickly address unexpected issues. It also helps in maintaining a balance between ongoing maintenance and new development.

Feedback Loops - Implement regular feedback loops through retrospectives. These meetings help identify issues with current processes and provide opportunities for continuous improvement. By addressing problems as they arise, the team can adjust their strategies and improve their workflow.

Promote Knowledge Sharing - Encourage knowledge sharing within the team. This can be achieved through regular training sessions and collaborative work. Sharing knowledge helps team members become more versatile and efficient in handling both development and operational tasks.

Prioritizing Between Both Backlogs

Balancing operational and development tasks requires clear prioritization strategies:

Assess Business Impact:

• Development Tasks: Prioritize tasks that directly contribute to new features, customer value, or strategic goals. If a feature has a high impact on revenue or user satisfaction, it should take precedence.
• Operational Tasks: Prioritize tasks that, if not addressed, could lead to downtime, security vulnerabilities, or significant performance issues. Immediate operational needs that prevent critical failures should take priority over development tasks.

SRE Principles:

• If you have Site Reliability Engineering (SRE) practices, prioritize operational tasks that ensure the reliability of your environments. When Service Level Objectives (SLOs) or Service Level Indicators (SLIs) are not met, these operational tasks automatically receive the highest priority over any development tasks. Reliability and uptime are crucial, and addressing these needs promptly is essential.

Capacity Allocation:

• Allocate a fixed percentage of your team’s capacity to operational tasks and the rest to development. For example, 30% of the capacity could be reserved for operational tasks, with the remaining 70% dedicated to development. This approach ensures that both areas receive attention without one overwhelming the other.

Weighted Shortest Job First (WSJF) Approach:

• For prioritization, apply the WSJF method, which takes into account the cost of delay and the effort required. Calculate WSJF by dividing the business value by the effort required for both development and operational tasks. The tasks with the highest WSJF score should be prioritized.

Daily Standups with Cross-Priority Awareness:

• During daily standups, discuss both boards and make sure everyone is aware of the most pressing priorities on each. This ensures that urgent operational tasks do not fall through the cracks, and that development remains on track.

Implement a "Fast Lane" for Critical Tasks:

• Create a "fast lane" on your Kanban board for high-priority operational tasks that must be addressed immediately. This ensures they are handled quickly, without disrupting the flow of development tasks.

Regular Reassessment:

• Regularly reassess priorities in sprint planning or during backlog refinement sessions. Operational needs can change quickly, so it’s important to adjust priorities as necessary.

Stakeholder Input:

• Engage stakeholders regularly to understand the business impact of both development and operational work. This can guide more informed prioritization based on current business needs.

And with a wink, remember that Site Reliability Engineering (SRE) involves much more than just prioritizing tasks. It’s a broad discipline that could be the subject of an entire blog post on its own!

By following these strategies, a platform team can effectively manage their dual responsibilities. It ensures that operational tasks don’t hinder development progress and that the burndown chart accurately reflects the team's efforts. This balanced approach not only boosts team morale but also enhances overall productivity.

Wrap-Up

Balancing development and operational duties is challenging but manageable. By distinguishing work types, planning capacity, and using separate tracking, a platform team can improve their burndown chart. Adopting Kanban for operational tasks, automating repetitive work, and setting clear SLAs further enhance efficiency. Regular backlog refinement, feedback loops, and knowledge sharing contribute to continuous improvement. Implementing these strategies helps maintain a healthy, productive Agile platform team.

Join the Conversation! What strategies have worked for your team in balancing development and operational tasks? Share your thoughts and experiences in the comments below. If you found this article helpful, don't forget to share it with your network.