Manager @ Gemba Checklist

(Prepared with the help of Agile Zen Master, Kevin Lynch)

Things to do at Gemba

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  • Watch every single task of a PBI (every single one, make no assumption that you know how it’ll get done – see it with your own eyes).

  • Start a list of Tech Debt – prioritize it using business terms (no techie jargon)

  • Don’t fix everything as it happens; watch for a recurring pattern and commit to fixing one thing

  • Have lunch with the teams

  • Check the scrum rules (there aren’t many, so check to see if they are doing them)

  • Lighten the mood / elevate the tone

  • Talk about why the work is important to the client

  • Give short and non-emotional feedback in the moment and regularly

  • Look at the sprint plan – is the team adjusting?  Accounting for risks?

  • If team dynamics are ‘off’; observe!  Try to find out the causes and conditions driving the individual behavior(s). What about the whole is impacting the one?

  • Lead sprint planning and try to ensure all tasks are broken down to less than 4 hours

  • Lead a retrospective

  • Lead a Product Backlog Refinement session

Things not to do at Gemba

  • Don’t worry about looking dumb

  • Don’t worry about trying to impress the team

  • Don’t rush to judgement

  • Leave for long periods of time

  • Get frustrated at the first sign of issues/problems

  • Constantly check phone or email

  • Check-out

Questions to ask the team or team member

  • How are you doing?

  • Can I pair with you?

  • Is it worth communicating this to the product owner?

  • Would you mind explaining "x" to me

  • Tell me more about why you do “x” this way?

  • How is this tested?

  • Can that be automated?

  • Can this step be done earlier in the process?

  • How will this impact quality?

  • Should this be documented for others?

  • How will this impact the customer?

  • Has this item met the definition of done?

  • Does the process of delivering vary for some PBIs (where?  If so, why?)

  • Has this item met the definition of Done?

  • What’s on your mind?

Questions to ask myself

  • Is this an antiquated process that I can remove?

  • Is there a teachable moment here?

  • Can I make their job more enjoyable?

  • Is this a value added activity?

  • Is this a blocker I should remove or a blocker I should teach the team to remove?

  • Is this dysfunction related a historic management decision? 

  • How is the team interacting with the greater organization?

  • Is this a teachable moment for the rest of the team?

  • What skills should I learn in the future to make me more effective at Gemba?

  • Is there workplace suffering that I could reduce or eliminate?