Programs

At Easy Agile, we’re constantly looking for new ways to improve our products, and one of the ways we foster innovation is through Dash Days—a focused period where our team steps away from daily tasks to experiment, explore, and reimagine how our tools can better serve customers.

During our most recent Dash Days, we took a fresh look at the user interface of two of our flagship products, Easy Agile TeamRhythym and Easy Agile Programs. The goal was to enhance interaction and discoverability, so users can experience the full value of our tools without unnecessary complexity.

Here’s a glimpse into our thought process, challenges, and the exciting solutions we explored.

The challenge

As Easy Agile TeamRhythym and Easy Agile Programs have evolved, we’ve introduced powerful features designed to give users more control and flexibility. However, as new capabilities have been added, the interface has become more elaborate. For us, this presents an opportunity—an opportunity to take a step back, simplify the experience, and help users unlock more of what our products offer.

To address this, we brought people from across the business together to brainstorm how we could improve the experience in both products. Through these sessions, we identified a few core opportunities:

• Discoverability: How do we make it easier for users to find and use the powerful features built into our tools?
• Visibility: What’s the best way to surface the right information and features when users need them? 
• Consistency: How do we create a more uniform experience within and across our products to make navigation intuitive?

Armed with these insights, we then set out to explore solutions tailored to each product’s unique challenges. 

A more personalized experience with Easy Agile Programs

For Programs, we focused on three “how might we” questions to reframe our challenges into opportunities: 

1. How might we create more focus on the actions users are trying to complete?
2. How might we make navigation more intuitive and easy?
3. How might we help users with more context about where they are in the app at any given screen? 

Out of the many solutions we explored, the one that got us the most excited was the idea of an Easy Agile Programs Home Screen—a personalized dashboard designed to guide users based on where they are in their planning cycle. 

This home screen could adapt based on where users are in their journey, offering relevant guidance and actions.

• For new users, the home screen could provide clear onboarding steps and easy access to help, so they can get started quickly and confidently.
• For experienced users, it could offer insights and key actions related to their progress, so they can stay focused on what matters most. Users might even see data summarizing their accomplishments, which makes it easier to share successes with their teams.

Whether someone’s brand new to the product or deep into execution, the home screen could be a great way to guide and coach our users—helping them answer questions like, "What should I be doing next?" or "What extra value am I missing out on?". 

A more focused interface for Easy Agile TeamRhythm

For TeamRhythym, our three key “how might we” questions were:

• How might we provide more focus within the User Story Map during sprint planning?
• How might we improve the discoverability of issues without epics?
• How might we enhance the layout to highlight key features and improve overall usability? 

With these questions in mind, we explored a range of ideas to simplify sprint planning and make it easier for users to prep, plan, and review their work, whether they’re using Scrum or Kanban.

Sprint planning can sometimes feel overwhelming when you have multiple sprints competing for attention. To help users focus, so we explored the idea of introducing a focused view during sprint planning. 

• This would allow users to zoom in on a specific sprint and the backlog alone, while collapsing others. 
• Each issue would have its own row in the detailed view, and users can drag and drop either an entire row or drag individual issues to quickly rank them based on priorities.
• The sprint view will also hide epics that don’t have linked issues in the current sprint, giving users a cleaner view of what’s relevant to their current work.

We also looked at ways to enhance the User Story Map interface to bring the most useful tools and features to the forefront. By improving how key functionality is presented, we’re helping teams quickly access what they need, when they need it, enabling them to stay productive without interruption.

This way, we can create a smoother, more focused experience for teams using TeamRhythm, so they can focus on what’s in front of them without being distracted by everything else.

Your turn. What do you think?

At Easy Agile, we’re always thinking about what comes next. 

These ideas aren’t on our official roadmap just yet, but they’re the kind of innovations we’re excited to explore.

If you think these changes would improve your experience with Easy Agile TeamRhythm and Easy Agile Programs, let us know! Your feedback helps us decide what to prioritize, so we can continue building tools that truly make a difference for your teams.

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What is agile PI planning?

PI Planning is a critical event for agile teams to set a clear direction for the upcoming Program Increment or Planning Interval (SAFe 6.0). It helps teams to identify potential risks, assess impact and effort, and benefit from coordination and alignment around priorities and milestones

PI Planning at its core promotes agility. By fostering closer alignment between stakeholders and development teams, it enables effective decision-making, promotes transparency, and encourages adaptive planning. This iterative approach empowers teams to continuously refine their strategies, ensuring successful outcomes and delivering value to stakeholders.

As a result it is necessarily a collaborative process - that ultimately optimizes the delivery of value by blending predictability and agility, while maximizing team efficiency and productivity. But we often overlook how to make the PI Planning event itself more agile.

While an important ceremony for any organization aiming to stay ahead of the competition in today's market - it can also be daunting. From figuring out the right approach to creating feedback loops that keep individuals focused and motivated, there are plenty of complexities when it comes to mastering agile PI Planning.

Additionally in today's distributed landscape, agile teams face unique challenges when it comes to effective collaboration and planning. The key to agile PI Planning agile requires a shift towards more flexible, collaborative and efficient processes and environments.

The key to agile PI Planning requires a shift towards more flexible, collaborative and efficient processes and environments.

This blog post will provide an overview on what challenges there are to agile PI Planning in Jira, and how you can overcome them using Jira together with Easy Agile programs.

Top 3 challenges of agile PI Planning in Jira

1. Collaborating across tools and timezones

Real-time collaboration is essential for agile PI planning, but it is challenging to implement in a remote or distributed environment. The pandemic accelerated the shift to a remote workforce, creating new challenges for PI planning.

Agile teams in Jira striving to effectively plan often face a version of these challenges. One of the most common obstacles teams face is the lack of a visual, intuitive platform that can accommodate the dynamic nature of agile planning. Teams end up using physical boards or switching tools, requiring manual work to implement back into Jira, which can disrupt the flow of work and lead to inefficiencies.

2. Misalignment and miscommunication

PI planning aims to break down silos and bring together multiple teams working on the same sprint. However, with so many teams involved in the planning process, it is common for teams to prioritize their specific goals or issues, leading to inefficient communication. The challenge lies in getting everyone to speak the same language, work to a shared understanding of priorities and ensuring they are all on the same page.

Another hurdle is accommodating cross-team dependencies. Agile teams often work closely with other teams across their organization, and their workstreams are often intertwined. Teams need a straightforward way to visualize these dependencies, to anticipate blockers and plan effectively. What’s more, the process of creating and managing dependencies across multiple teams can become complex and time-consuming.

3. Not being able to see the bigger picture

Lastly, long-term or bigger picture planning can be a struggle. It is easy for PI planning to become too focused on processes and lose sight of the bigger picture where we need to align our goals, objectives and capabilities. In short, it is crucial to align PI planning with the business and customer needs. The planning process should aim to deliver value to customers, build on existing success, and address new challenges. Achieving this requires collaboration, discipline, and creativity.

Teams need to be able to see the big picture and plan work in alignment with the business’ goals and strategy. to Without it, the disconnect can make it challenging for teams to align their day-to-day tasks with their long term goals. The lack of a dedicated space for capturing objectives and their business value can also lead to misalignment and missed opportunities.

So what is needed for agile PI Planning?

When looking for an add-on or additional solution to work with Jira to solve for agile PI Planning, it is key to find one that provides:

1. A shared view and understanding to maintain transparency and alignment for the ART, especially program-level visibility
2. Connection between business priorities and the work of delivery teams
3. Dependency management
4. Real-time collaboration
5. A tool that everyone can use and access to continue collaboration

Agile PI Planning with Jira and Easy Agile Programs

By using Jira and Easy Agile Programs for your PI planning, you can ensure that your agile workflows are streamlined, collaborative, and in line with your strategic objectives. Easy Agile Programs empowers teams to adapt quickly to changes, manage risks better, and deliver value more efficiently. What’s more, it is a native app embedded in Jira, meaning there is little to no configuration as the tool is set up using your underlying Jira data.

Read on to find out how it helps solve the challenges of agile PI Planning specifically.

1. A shared space to collaborate and iterate

The Program Board (ART Planning Board)

Remember, the key to agile planning is flexibility and collaboration, and the ability to adjust plans as necessary. At the same time, it is important to make the process as easy and intuitive as possible and to avoid wasting time on administrative tasks.

If your teams are in Jira, the first place to start is by creating an environment in Jira so there’s less manual overhead and cognitive load for everybody to be able to participate and for planning to translate into delivering. Easy Agile Programs digitises the SAFe Program Board (ART Planning Board for SAFe 6.0) which provides transparency to all members of the ART.

It is built using native Jira issuse and boards, and acts as a single source of truth during and beyond planning. It’s here we have a holistic view of the work we’ve committed to as an ART and an indication of whether we’re on track to achieve it, with the flexibility of making adjustments without leaving the tool should we need to.

The digitised Program Board in Easy Agile Programs is highly visual and also filterable, allowing you to focus in on specific teams, status of issues, or features/epics for focussed ART, PO and coach syncs during the Program Increment/Planning Interview.

The Team Planning Board

Unlike other tools, teams have a dedicated Team Planning Board for team breakout sessions. Here teams can break down features into stories and schedule them within sprints, estimate capacity and plan work collaboratively within and across teams. Given that teams have access to their own backlog and are scheduling work onto their own board in Jira, there is no downtime or double handling.

2. Anticipating and visualizing dependencies

Visualizing and managing program risks and dependencies is not only crucial for effective Planning - but it is also a clear indicator of how well we stay aligned as teams within the ART. Easy Agile Programs is a powerful way to visualize dependencies, enabling teams not only to create, identify, and understand the health of dependencies, but also to resolve dependencies across multiple teams. This fosters collaboration, breaks down siloes and mitigates potential roadblocks to progressing the work.

On the Team Planning Board

When teams are at the stage of breaking down features into stories or epics, they can easily create and understand dependencies within and across teams.This means that work is never created without understanding how it aligns or conflicts with other teams in the ART to maintain alignment. Creating dependencies is easily done through drag and drop:

On the Program Board

Identifying dependencies and potential risks to scheduling work is a critical part of PI Planning. Aside from visible dependency lines, Easy Agile Programs also visualises the health of those dependencies. Green means the dependency is healthy, orange means it is at risk, and red indicates a conflict. Black dependency lines indicate dependencies external the PI or Program - critical for the Release Train Engineers to address between ARTs.

This is all visible on the Program Board where we can also filter by dependencies:

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3. Bigger picture planning and alignment

Third level hierarchy

Connecting the work of the teams to what the business cares about is instrumental in the delivery of value. Easy Agile Programs provides the connective tissue between higher level business priorities and initiatives with third level hierarchy, making it easy to understand what is scheduled to deliver against business priorities and how it is progressing.

PI Objectives

From the Team Planning Board  can easily create draft PI Objectives and link them to Jira issues, ensuring alignment and transparency with business value. This is a critical part of linking what the team is working on to broader business objectives, and Easy Agile Programs literally links the issues to these objectives so that we can filter the work by objective.

Agile planning is iterative, and plans often require adjustments.

Can I still use Easy Agile Programs for planning if I'm not practising SAFe?

Absolutely. Easy Agile Programs is not just for teams practising the SAFe methodology.

The tool is flexible and adaptable, making it equally beneficial for any agile team that values interactive, visual planning. Regardless of the specific framework you use, Easy Agile Programs facilitates clear communication, makes it easier to manage dependencies, provides a shared view of team capacities and progress, and aligns teams with overarching business objectives.

This way, whether you're practicing Scrum, Kanban, or your own unique blend of agile methodologies, you can still leverage the power of Easy Agile Programs to foster a more collaborative and efficient planning process.

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“The people who plan the work do the work” is the unwritten rule of the Scaled Agile Framework.

Yet, this can be easier said than done when we’re looking at multiple teams of people needing to plan together.

Add in the complexities of large enterprises that face their own unique challenges - ranging from product development to budget to implementing feedback to final delivery - and suddenly the idea of how to bring teams together for planning can feel harder again.

If you’re familiar with the Scaled Agile Framework, you will already be aware SAFe is designed to facilitate better collaboration and communication between multiple cross-functional groups. The core way to do this with SAFe is Program Increment or PI Planning (Planning Interval Planning in SAFe 6.0)

A plan can take on so many different forms - even just between teams - but with SAFe it is easier to see what ‘good’ looks like when it comes to efficient PI Planning.

The SAFe program board or ART planning board (SAFe 6.0), is a critical tool and output of PI Planning. It is a visual summary of features or goals, cross-team dependencies, and other factors that impact their delivery. Not only does this help with transparency, but it also increases flexibility that, in turn, helps minimize delays and unhealthy dependencies.

What is often overlooked is that PI Planning plays a crucial role in setting teams or the entire program up for success - including implementing other SAFe ceremonies or events.

In this article, we’ll discuss everything you need to know about program boards, including why they’re important in the planning process and how larger teams can use them in PI Planning and beyond.

We’ll also explore exactly how Easy Agile Programs digitises the SAFe program board, not only allowing the people who plan the work to do the work, but also allowing you to plan the work in the environment where the work gets done - in Jira.

NB: while the program board is referred to as 'ART Planning Board' in the updated 6.0 version of the Scaled Agile Framework, it is the same artefact and plays the same role in PI Planning and beyond.

What is a program board?

What does your teams plan or schedule typically look like?

Would it indicate to you what work was being done? Who was doing it? Perhaps even an indication of when they would and any key deadlines these teams are working towards?

The headline here is that a program board is all of this, but also more.

The program board is a visualization of the work being committed to during the Program Increment / Planning Interval or PI. It is simultaneously the facilitator of planning as well as the plan itself.

A typical idea of a program board - especially for collocated PI Planning sessions - is literally a physical board on a wall.
It would show:

• Columns: marking the iterations for the increment
• Rows: representing different teams within that increment
• Sticky notes: describing the features that teams are working on or used to indicate milestones that they’re working towards
• Strings: between these features to indicate if there are any dependencies

But how does a program board help the planning process?

A program board facilitates better team collaboration because it streamlines project communication and planning, while also ensuring better communication between the involved teams.

Moreover, program boards help define the responsibility of each team involved in making the idea a reality, which in turn, helps to streamline the process as a whole.

During PI Planning, the program board supports teams to visualize and manage dependencies across the PI; giving them greater clarity of the work in detail, how the work relates to what the business is trying to achieve and to each other, what tasks need to be done, and crucially, whether there are any issues that may cause delays.

A program board is simultaneously the facilitator of planning as well as the plan itself.

To understand how program boards help with the planning process, let’s go over the different components found on them.

How to set up your SAFe program board for successful PI planning

According to Scaled Agile, there are two primary outputs of PI Planning:

1. Committed PI Objectives
2. Program board - with new feature delivery dates, dependencies among teams and relevant Milestones

So if you’re following SAFe and doing PI Planning you should finish PI Planning with a program board.

During PI Planning, not only do teams discuss and define the features and dependencies, but they also establish milestones across the PI.

This is where a digitised PI Planning tool can really benefit remote or hybrid teams doing PI Planning - the same information is planned in the same place.

Here are a few tips to help you create a SAFe program board.

1. Setting up the board itself

Not to be underestimated, the bare bones of the program board need to be set up.

There are two key elements here:

• Sprint or iteration columns:
  • The right number based on how many iterations/sprints will be in your PI, including a final one for iteration planning
• Rows or swimlanes:
  • One for milestones/events - typically the first
  • One for each team
  • May also have a swimlane for shared services, suppliers or other teams not in the Agile Release Train (ART)

Here is what this may look like:

If you were at this stage of your program board in Easy Agile Programs, your board would look like this:

In Easy Agile Programs, each team represented in a dedicated swimlane represents an agile board in Jira. So the issues that you will be scheduling for this team in sprints during PI Planning and beyond, will be reflected on their agile board and vice versa.

The start and end date for the PI and the number and length of your sprints can all be edited to suit your organisation’s workflows.

When you are in editing mode and are ready to schedule features, the shared team features swimlane also appears at the top to visually indicate if there is work to be scheduled across multiple teams.

2. Start with features and milestones

During PI Planning, Product Management shares the product/solution vision and this commonly also means the next top 10 upcoming features for the teams to take into the PI from the backlog. (We know from our customers that sometimes this can be a lot more!)

We also want to start by knowing which milestones we are working towards. Often these can represent product release dates, external deliverables or deadlines like preparing a demo or showcase for a trade show, marketing launches or events. Having these visualized on the program board helps teams to easily see what they are working towards, but also to inform prioritization of the specific features needed to help meet delivery of that milestone.

If you are working with a physical or simple digital program board, features and Milestones are represented by ‘sticky notes’ - placed in the appropriate swimlane and/or colour to indicate this information as well as the team responsible for it and the time frame:

So what does this look like in Easy Agile Programs at this point?

Milestones are highly visual

• Milestones can be customised to indicate start/end date and colour. They run across all team swimlanes so teams can easily see how their work relates to an upcoming deliverable or event.
• Milestones still have a dedicated place at the top of the program board but this can be collapsed if desired

Features are native Jira issues

• Features in Easy Agile Programs are native Jira issues, commonly epics. You can easily click on the issue key from the program board to see more information via the issue view.
• Features can be easily scheduled from the backlog into a swimlane through drag and drop, or created via the program board. To indicate when a feature is intended to start and be completed, simply drag and drop the edge of the issue:

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3. Identify dependencies

With the features done, the next thing that teams should look for is dependencies. Remember the strings we mentioned before?

Dependencies between features and teams are represented with string on a program board when it’s on a wall or lines between those features in a digital tool.

Sticky notes in a different colour, like red, indicate a significant dependency. For example that feature may have more than one feature relying on it to go to schedule.

To explain this, let’s consider an example.

Imagine Team X realizes they cannot develop a feature until Team Y develops an API thanks to the program board. So, what both teams can do is talk to each other and come up with a solution that works for everybody, leading to better collaboration among the teams.

After an agreement is reached, a dependency will then be placed on the board so everyone has the same understanding about the dependency, and how it’ll be resolved. A piece of string will be attached to each card to demonstrate this:

The nature of dependencies mean that something is required to be completed in order for something else to be done.

To be able to more easily see when dependencies are scheduled, Easy Agile Programs has a traffic light system of red, orange and green dependencies to indicate dependency health.

Dependency health is represented as follows:

• A red line indicates the dependant issue is scheduled in a sprint after the dependency (conflict)
• An orange line indicates the dependant and dependency are scheduled in the same sprint (a risk)
• A green line indicates the dependant issue is scheduled in a sprint before its dependency (healthy)
• A black line indicates the dependency exists with issues outside of the current view. Whether this is the current Agile Release Train / Program, or with a future or past increment.

This easily indicates to a Release Train Engineer or a Program Manager where they ought to focus and to be able to address any scheduling issues during planning.

Easy Agile Programs also allows you to visualize dependencies between issues within and across teams from the Team Planning Board. This provides a really focussed view of the work for a particular team for the PI, and how that work relates to other teams:

Program boards are needed for better collaboration

The power of the program board lies in having a single view of what a collection of teams are committing to - together - and exactly how that work relates to each other. It helps organize planning sessions by summarizing future dependencies across all teams and sprints. As a result, scrum masters, release train engineers, product managers and business owners can easily identify and prioritize cross-team conversations that matter the most.

Running a scaled planning session or PI Planning ceremony, especially for the first time, can be daunting.

But if you’re successful in developing a solid program board as part of your PI planning process, you won't have to worry about chasing down your co-worker or team member to meet deadlines. The key here is to make sure you’ve scheduled the most important features to take into the PI, identified cross-team dependencies, and have visualised any milestones or deadlines to ensure they can be realistically achieved.

The program board can become more impactful though, when it is more than just a plan. Building a program board in an online tool with the added capability of it representing the actual work that’s planned to be done means that it has a life beyond PI Planning; it becomes the living document of the teams progress and a means to identify when there are any blockers to that progress.

In order for agile teams to be agile and continuously and iteratively deliver value, they need to be equipped with a program board that can help them respond to any changes so that they can plan for success but also progress towards it.

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The most efficient and effective method of conveying information to and within a development team is face-to-face conversations.

Agile Manifesto, 2001

As true as this statement was when it was written, the Covid-19 pandemic irrevocably changed the way we work, live and communicate.

As organisations and individuals we found ourselves quickly needing to adapt to an ever-changing environment. Now that we have survived, we have to lean into this new way of doing things in the workplace so that we can thrive.

But what about our agile ceremonies?

One of the main reasons companies transition to agile is to make business processes and outcomes more efficient. So how do we take those principles and practices and preserve their integrity in a remote environment?

If you’re familiar with the Scaled Agile Framework, you’ll know that PI Planning is an agile ceremony that is at the heart of implementing SAFe.

Traditionally a face-to-face event, PI Planning is a scaled cross-team planning ceremony that aims to bring together multiple teams to plan - aligning them around a shared mission and vision for the upcoming quarter or increment.

SAFe still advises that PI Planning is still collocated where possible, and it does have its benefits.

However many teams, even before the pandemic, used PI Planning software to run their planning process and to make it more efficient and accessible to distributed PI Planning. But as with most things we have taken online since Covid, we are at the mercy of the tools we use to determine how effective we can be.

The truth is, unless you can get all members within an Agile Release Train - Business Owners, stakeholders, product management, Release Train Engineers, Scrum Masters, and teams - physically in the one room at the one time, considering alternatives is necessary.

It’s important that everyone is present during PI Planning, but that doesn’t mean they have to be physically present to make PI Planning a success

Remote PI Planning with Easy Agile Programs

We are now beyond the period where we needed to adapt to remote work. Our own business agility has been tested and we have needed to evolve.

Since we first launched Easy Agile Programs, we have continued to build on the capabilities it has to help teams and organizations around the world thrive in a remote environment.

With a simple but powerful tool seamlessly integrated with Jira, the latest version of Easy Agile Programs has a range of features aimed at helping distributed teams through the PI Planning ceremony and to build out a long-lived but flexible digital Program board in Jira.

Moving to remote or hybrid PI Planning doesn’t need to jeopardize yours or your customer’s success. In fact with the right tool, it can enhance it by saving time on context switching, complex configurations and double-handling.

The PI Planning Agenda

Regardless of whether you are following a more traditional 2-day PI Planning agenda, or need to accommodate a split agenda in a distributed environment, the core agenda items are the same. We’ll walk you through each of those and how Easy Agile Programs supports these key features.

Source: Scaled Agile

Setting the business context

PI Planning kicks off with the Business Owner(s) or senior executives giving a presentation where they describe “the current state of the business, share the Portfolio Vision, and present perspective on how effectively existing solutions are addressing customer needs” (Scaled Agile - PI Planning).

In the Program details section of Easy Agile Programs, Business Owners can share a recorded video presentation with all members of the ART, or a Zoom or video conferencing link.

As a result, the presentation isn’t restricted to team members being physically present for this agenda item, and can be referred to throughout the PI Planning session and beyond.

Setting the Product/Solution Vision

Next in the agenda, Product Management will present the current vision, typically in the form of the top 10 upcoming features.

Rather than presenting the top 10 features in a list on a slide or document, Program Managers can access Jira Features (Epics) right within Easy Agile Programs and can schedule them onto a visual timeline for the duration of the Program Increment (PI).

The Program Roadmap ensures all teams are aligned on the committed features for a PI and provides visibility into the direction of the Program for all stakeholders.

It’s at this point in the PI Planning ceremony that Product Managers may also call out any upcoming milestones.

According to Scaled Agile, ‘Milestones mark specific points on the development timeline, and they can be invaluable in measuring and monitoring the product evolution and risk.’

Easy Agile Programs enable you to create highly visible milestones on the Program Roadmap to highlight key delivery dates, external events, or business milestones. These can also be created on the Program Board, or at the team level on the Team Planning Board. They are represented by colored flags at the top of the Roadmap that spans the team swimlanes that make up the Program.

Team Breakout Sessions

In the team breakout, teams work individually to estimate the capacity for each Sprint in the PI. Teams create new or identify existing issues from their backlog that will help achieve the set features. The draft team plans are visible to all members of the ART.

To make this easier, Easy Agile Programs has dedicated Team Planning Boards accessible to all who have access to the Program. Simply clicking on a team’s name will take you to their team Planning Board where they are able to set capacity for each sprint within the PI:

Teams have the context of their committed features at the top of their Team Planning Board, both those that are shared by more than one team in the ART or are specific to their team.

To plan the work needed to achieve these features, teams are able to drag and drop existing issues from their backlog or quick create new issues right within the planning board.

During this session, teams also create draft PI Objectives. These are a critical part of linking what the team is working on to broader business objectives, and you don’t need to leave the Team Planning Board to create them.

In Easy Agile Programs you can indicate whether the objective is committed or uncommitted, provide a description, and directly link the Jira issues scheduled to achieve this objective with the objective itself:

During PI Planning, Business Owners will have a discussion with teams about their PI Objectives which provides an invaluable opportunity to align. The Team Planning provides the artefact to facilitate those conversations, and allows Business Owners or stakeholders to assign a business value directly within the tool.

An important part of the team breakout sessions is identifying any dependencies or potential risks to scheduling work. Through drag and drop or create dependencies mode, it is very easy to create and visualize dependencies across teams in the Team Planning Board.

Aside from highly visible dependency lines, our customers also appreciate being able to see the health of those dependencies. If a dependency line is green it means the dependency is healthy, if it’s orange it is at risk, and if it is red it means we are blocked i.e. the work needed to be done to achieve an earlier piece of work is scheduled after it.

And the best bit of all? This is visible to all in the ART in a digitized SAFe Program Board.

On the Program Board, we have the option to have a detailed view with team-level issues visible or to hide them so we can just see features.

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Program Risks

During PI Planning, we need to be able to identify risks and dependencies to assess whether teams in the Agile Release Train are set up for success to reach their PI Objectives.

A digital Program Board provides transparency to all members of the ART during PI Planning and acts as a single source of truth during and beyond planning. A digital artefact enables the Program Board to become more than a plan, and lives longer than the strings and post-it notes on a physical wall.

We know that visualizing feature-level dependencies is crucial to not only understanding but also troubleshooting the health or status of a PI. Not just during PI Planning itself, but also throughout the PI during execution.

The Program Board in Easy Agile Programs is highly visual and also filterable. Colored lines that indicate the health of the dependency ensure we have an at-a-glance view of significant dependencies that pose a risk to our PI.

Additionally, our scheduling conflicts feature surfaces when there is work scheduled outside of its associated feature, to immediately and clearly indicate where there is a risk.

The ability to filter by dependency health and team in Easy Agile Programs helps to focus conversations around risks during PI Planning.

Plan rework

After presenting plans to the ART and discussing scope, cross-team dependencies, required resources, and risks, teams then proceed to a confidence vote.

If needed, a closing part of planning is to rework any plans so that all teams within the Agile Release Train are confident in what they are committing to.

This may involve rescheduling to address dependencies, breaking work down further, adjusting estimations, etc.

Reworking is simple and streamlined within Easy Agile Programs. The ability to inline edit issue estimates and summaries in real time makes any rework fast and simple. Dragging and dropping an issue easily reschedules it and any impact on associated dependencies can be seen all at once.

All changes made to issues in Easy Agile Programs are automatically reflected in Jira.

Find out how Easy Agile Programs can make PI Planning easy for your collocated, hybrid or remote teams.

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What about beyond planning?

We’ve examined the merits of remote PI Planning using a digital tool like Easy Agile Programs but something that so often gets overlooked is - what happens after planning?

A plan remains just that if it’s not translated into action. A plan isn’t made not to be fulfilled, and this is where a distributed or hybrid environment can be challenging.

Your Program Board may set you up for success, but ask yourself - how will you know if you’re on track to achieve it?

This is where having a digital, user-friendly tool that uses native Jira issues helps. At the end of PI Planning, teams have created a plan in the form of a Program Board in Jira, but they are also ready for sprint one as soon as PI Planning is done.

From there, the Program Board is set up and capable of evolving, not rolled up and stored away. This is what Easy Agile Programs is designed to do - to provide transparency but also flexibility so that the plan can necessarily adapt and be agile while maintaining momentum towards progress.

So what’s up next for Easy Agile Programs? Can you help us improve it? Check out our product roadmap and if there is something missing let us know.

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Business agility alone is no longer enough to succeed in today’s rapidly changing digital age. To compete and thrive, companies need to deliver value at speed and remove anything that gets in the way of seamless workflow. SAFe® flow accelerators can be the key to unlocking this momentum – but how do you successfully apply them to consistently deliver value?

SAFe methodologist Rebecca Davis sat down with Easy Agile's Jasmin Iordanidis to reflect on the concept of flow and business agility. In this article, we share their tips on how to accelerate flow in your organization. You'll learn:

• Why you need a flow mindset for flow accelerators to be successful
• How improving flow improves customer outcomes
• How to work with flow accelerators

Why flow begins with having the right mindset

Under the SAFe® framework, flow is present when a company can quickly, continuously, and effectively deliver quality products and services that deliver value. This requires all individuals and teams in the value stream to be working optimally with minimum delays and rework, an approach that is significantly different to the traditional ways of work.

“Mindset is big when it comes to working in this way,” said Rebecca. “Rather than simply following policy or the way things have always been done, people need to have conversations and ask questions to find ways to improve. And that means everyone in the company, whether you’re at the team or solution or executive level, needs to really understand and live these principals”.

This makes cultivating a flow mindset of open communication and information sharing across all teams and levels essential. It helps pave the way for accelerated feedback loops that help identify blockers early, rectify issues fast, and facilitate continuous, seamless workflow.

How improving flow improves customer outcomes

SAFe® flow accelerators help work flow through the system without interruptions so your company can deliver continuous value in the shortest amount of time as possible. They do this by helping to remove interruptions, progress work quickly, and create a smooth workflow, which together improve productivity across the value stream. “Accelerators are tangible levers you can pull to improve flow,” said Jasmin. “You can apply metrics to each accelerator so you can quickly assess whether it’s working and adjust accordingly”.

This improved productivity generally leads to improved output from your people. “By removing blockers, you can give people in your business more time to do the work that makes them happier and that makes a difference,” said Jasmin. “They can do more deep work - in whatever form that looks like for them – and ultimately, this leads to improved customer outcomes”.

What are the eight SAFe® flow accelerators?

The SAFe® framework includes eight flow accelerators, with each designed to address a specific activity that interrupts value flow.

1. Visualise and limit WIP: Too much WIP confuses priorities, overloads people, and reduces productivity. Continually adjust WIP to better match demand to capacity and help increase flow through the system.
2. Address bottlenecks: Bottle necks cause the value stream to operate well below capacity. Focus on eliminating dominant bottlenecks by adding additional skills, people, or other resources.
3. Minimise handoffs and dependencies: Excessive handoffs and dependencies can cause rework and delays. Create teams and ARTs with all the knowledge, resources, skills, and decision-making authority to create an end-to-end flow of value.
4. Get faster feedback: Fast feedback helps speed up learning and improvement. Build mechanisms and processes to collect, analyze, and evaluate data early in the development process.
5. Work in smaller batches: The smaller the batch size, the faster teams can collect and evaluate feedback and adjust. Optimize size by balancing the trade-offs between holding cost and transaction cost.
6. Reduce queue length: Long queues lead to waste, delays, and information decay. Start tracking queue length and keep backlogs short to create flexibility to work on new high priority tasks.
7. Optimise ‘time in the zone’: People and teams in the zone demonstrate higher creativity, productivity, happiness, and fulfillment. Focus on creating an environment where workers have time and space free from interruptions.
8. Remediate legacy policies and practises: Legacy policies can become part of the culture and inhibit flow, even when they are no longer fit for purpose. Take steps to identity these policies then eliminate, modify, or mitigate.

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‍4 steps to winning with  SAFe® flow accelerators

1. Build a hypothesis

The first step is to build your hypothesis. Clarify what you believe will change and think about when you might first see if flow is moving in a different way to how it was before.

TIP: Start conversations and gather insights from the teams that will be directly impacted by these changes.

2. Choose high-impact accelerators

When choosing which accelerators to focus on, you’ll need to start with reading, digesting, and understanding them all. You can then take these learnings and start conversations with people on the ground to get an idea of where improvements can be made. “There are no sequential steps to follow when it comes to the accelerators,” said Rebecca. “Once you’ve found areas of improvement, you can self-select which accelerators you think will have the most impact and start working with those”.

TIP: Remember if you can’t see it, you can’t accelerate it. So, if you don’t know where to start making improvements, look out for any friction points or gaps in the value stream.

3. Decide when to check progress

“There’s no one-size-fits all answer as to when to check whether an accelerator is improving flow,” said Rebecca. “How long you need to wait depends on the action and the insights you gathered when building your hypothesis”. This means that for some actions, you can check whether flow has improved the next day while others may take a few weeks to see results.

TIP: Identify the earliest moment you can look back and see that something has changed and note this as your time to check in.

4. Use flow metrics correctly

It’s important to remember that flow metrics are not to be used as punitive measures but instead as a marker to measure whether an accelerator has improved flow. For many people, this requires a mindset shift away from thinking that if something goes wrong or if it fails, it didn’t work. And that means that sometimes, there may be a risk that the metrics may be used in a negative way.

“It helps to understand that sometimes people fall back on old behaviours when things get hard – and that includes people in leadership positions,” said Rebecca. “So be honest and courageous if you see metrics used in a negative way. This can help the team get back to the reasons why the metrics are being used in the first place”.

TIP: Build and maintain trust by clarifying how each metric helps improve outcomes and deliver value. If there is no clear link, then consider dropping it.

Accelerating flow helps teams focus on delivering value

Creating time and space for teams to focus on producing value can help your organization respond more quickly to changing customer needs and business conditions. SAFe® flow accelerators can help remove unnecessary work and blockers to create an environment of continuous improvement, optimization, and consistent value creation.

To improve flow across your organization, learn how Easy Agile Programs empowers your organization to visualize where you may have conflicts or risks to work not progressing and to easily unblock these so teams can maintain momentum and continue to deliver value.

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Businesses of the future need to make smart decisions with agility, and today’s customers expect a value-driven approach that considers their needs every step of the way. The agile methodology offers businesses of all sizes a new way of working that focuses on adaptability, collaboration, and continuous improvement. More and more businesses are looking to make an agile transformation, but no organizational change is ever easy.

Learn more about the benefits of transitioning to an agile methodology, the challenges involved in making the switch, and what makes a successful agile transformation.

An intro to the agile methodology

The agile process is very different from traditional project management, which commonly utilizes a rigid waterfall approach. Project goals and guidelines are laid out at the beginning of a project based on the information a project manager currently has. The team sticks to the plan until the project is complete, finishing one task after the next in sequential order, like a waterfall.

Agile, on the other hand, allows for flexibility and adaptability so that any plan can grow and evolve as you acquire new information. The agile methodology first gained traction in the software development industry because it provided a dynamic approach for solving complex and ever-changing problems.

Today, the principles of agile have spread across all sorts of industries and businesses of all sizes. As the world changes at a faster pace than ever before, businesses need solutions that can adapt. Making an agile transformation improves business agility with systems and processes that ensure continuous improvement.

Another key aspect of agile is it always seeks new information. As opposed to waiting until the final project or product is complete, stakeholders and customers can give feedback every step of the way. This allows teams to make decisions based on customer needs, and it ensures customer value is continually delivered.

Some of the many benefits of agile include:

• Eliminating wasteful procedures
• Breaking free from workplace silos
• Encouraging collaboration and participation
• Involving stakeholders and customers throughout the process
• Identifying and accounting for roadblocks before they occur
• Accurately managing each team member’s workload (capacity)
• Understanding the customer’s perspective
• Using better decision-making practices
• Adapting to new information
• Continually improving internal processes

➡️ Learn more in our Agile Beginner's Guide.

Agile transformation challenges

While the benefits of agile are abundantly clear, any large organizational change is difficult to achieve. Understand what challenges you will face throughout an agile transformation so that you can best prepare leadership, team members, and stakeholders.

It takes time and patience to learn agile principles

Establishing an agile organization doesn’t happen overnight. Understand that your transformation journey will take time, dedication, and patience. It’s a monumental change that you can’t rush or push onto team members without proper education, training, and support.

Plan the rollout in stages so that there’s as little disruption to business as possible. Take the time to teach agile principles to each section of the organization. Agile and all of its practices can be tough to wrap your head around for those who are unfamiliar with it. No matter how big or small your organization is, it’s crucial that everyone understands what changes are being made, the benefits, and what steps need to be taken to adopt an agile mindset.

Change can cause reluctance and push back

People are often reluctant to change, and in some cases, change can cause fear, stress, and anxiety.

Agile requires buy-in from everyone, but with such a deep and large-scale change, many people within your organization may be reluctant to make the switch. It’s natural for people to be wary of change even though change is all around us every day. Everyone experiences different levels of excitement, hesitation, and animosity when it comes to change, so ensure you give people space to adapt to your new way of doing things.

If you are getting push back, speak to people or have team leaders schedule one-on-one chats to address concerns. Understand that change is very difficult for people to work through, and dealing with change can sometimes be similar to the grief process. The stages of the change curve involve shock and denial, anger, bargaining and blame, and confusion, all before finally arriving at acceptance.

Give your organization time to adjust while underlining the benefits of agile, how it will improve the way they work, and how leadership and business owners will support the team. The success of your agile transformation relies on everyone embracing agile adoption, no matter their role.

Cross-organizational responsibility

With an agile process, everyone is responsible for ensuring things run smoothly and targets are met. There may be team leaders, but everyone is a key piece of the puzzle. This may not be what teams in your organization are used to, as often there’s a top-down, hierarchical approach to leadership in traditional management. Higher-ups may feel they're losing power while other team members will need to be more involved than they used to be.

Under agile, traditional organizational structures evolve into a much more collaborative process. It’s not just one person in charge who’s on the line if something is stalled or doesn’t work out. Everyone in the entire organization is an integral part of the agile process. Everyone needs to be accountable for learning agile principles, participating in the transition, and offering feedback. Active participation from all business roles needs to continue in order to fully access the benefits of agile.

Agile is difficult to scale across large enterprises

Implementing an agile framework across a small business or startup is much simpler to do. For starters, the fewer people you have to train, the less it will cost and the faster the agile transformation can happen. Smaller teams are better able to adapt and work with one another to adjust to changes. Startups are also naturally more agile and often consist of younger team members who are more ready and willing to adapt.

The larger the company or enterprise, the more difficult it is to implement any change, let alone a complete business overhaul and mindset adjustment. It will take a lot longer, and there’s way more that can go wrong, but that doesn’t mean these efforts aren’t worth it. It’s even more important in large enterprises not to lose sight of your customer needs, and there are plenty of opportunities to optimize your systems.

The good news is there are systems designed to help enterprises adopt agile practices. SAFe, the Scaled Agile Framework, was designed to help scale lean and agile practices across larger organizations.

➡️ Easy Agile is a proud Scaled Agile Platform Partner. Easy Agile Programs for Jira will streamline your process and empower your team to implement the Scaled Agile Framework (SAFe).

Need to educate stakeholders and get them on board

Stakeholders are an essential part of the agile process. In an agile transformation, your stakeholders and customers are used to the status quo. They may be completely unfamiliar with agile, and it’s up to you to get them up to speed and convince them of the benefits and the increased customer satisfaction agile will provide.

Ensure you schedule time into your transition to answer any questions stakeholders may have. In order for agile teams to be successful, you need to involve stakeholders and customers who will provide you with invaluable feedback. This feedback will improve your processes, ensure you produce a top-notch product (or project), and make sure value is continually delivered.

Work better with agile

Agile practices are no longer reserved for product development. They are widely adopted and utilized across businesses of all shapes and sizes because business owners and managers understand the power of agile.

Despite the challenges, an agile transformation is well worth the investment. It will take time and cost you money upfront to make the change, but as 2020-2021 proved, businesses survive best when their systems are flexible and adaptable. Applied correctly, agile helps your team internalize this mindset and practice it in daily work.

Easy Agile builds Jira plugins that prioritize the customer in every step of the development process, making the lives of Scrum Masters, product owners, agile coaches, leadership teams, and devops that much easier.

We design agile apps for Jira with simple, collaborative, and flexible functionality. From team agility with Easy Agile TeamRhythm, to scaled agility with Easy Agile Programs, our apps can help your agile teams work better together, and deliver for your customers.