Tip #28 - Plan less and deliver more using WIP limit in Zoho Sprints

Tip #28 - Plan less and deliver more using WIP limit in Zoho Sprints



Hello,

It's been a while since we met with a quick, interesting tip. As the saying goes, "Too much of anything is good for nothing", today the focus is on delivering your outcomes with the right amount of planning. Your plan should be practical, calculative, and achievable for driving a qualitative success. 
 
Laura's plan
 
Laura has a habit of planning her project deliverables before assigning work to her team-mates. Once the plan is finalized, she schedules a general meeting with her team and assigns every member with a list of work items to accomplish. These work items run across different sprints. However, the team fails to accomplish a few of the work items as planned and the project runs overdue. Here, the problem lies in the ‘Planning’ stage where Laura predefined a plan without a proper analysis of her team’s capacity. 

Laura's plan becomes a problem
 
Replanning the same process over and over is cumbersome and your outcome would stand nowhere. Laura's problem is neither related to the work items nor her team members. The problem falls in the  PLAN and not the  DELIVERABLE. 
 
Laura's problem analysis phase

Laura's plan requires an intensive analysis before meeting with her team. She can streamline her analysis with:
  • Release notes: Analyze the total number of resolved and unresolved items in the completed sprints using release notes.
  • Team velocity: Track the average velocity of the team that determines the capacity of the sprint team to accomplish the assigned tasks. 
    • User based velocity: Track the individual user's velocity and determine the number of work items they can accomplish in a sprint. 
  • Cumulative flow diagram: Monitor the status based on the number of work items assigned in each status using the CFD chart. 
Post-analysis - Laura implements the Work In Progres limit (WIP)
 
Each status on the scrum board determines the sprint's success. You cannot add 100 work items in your 'To Do' status and later run them across different statuses. A proper planning of each status is crucial when it comes to delivering a sprint. WIP limit solves Laura's problem.



Using WIP limit
 
Each status can be set with a maximum and minimum value. This will help the team to stay organized. All the status will have a defined amount of work items without getting overloaded. It can also help:
  • If a single user is assigned with more work items in a particular status, the sprint manager can reassign it to the user with minimum work items.
  • If a status is overloaded, you can move items to the least occupied status to keep the balance. (For example, if you've 50 work items in 'In progress' status, you can move a few work items to the 'To do' status to maintain the balance.)
    • Number of work items
    • Number of work items including sub items
    • Number of work items including assignees
    • Number of work items including subitems and assignees 
Laura doesn't have to spend hours of planning, instead she can set WIP limit and deliver a better outcome. If you're a team struggling to organize a predefined plan and run your sprints, use WIP limit and make your work easier than before. 

Before we wind up, we are happy to appreciate the contributor for our previous spotlight. 



PS: Your feedback will help us for the betterment. Please comment your suggestions or queries below, we will get in touch with you. 

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