What is the most effective way to kick start an ICT project? What is the minimum amount of up front discussion necessary to reach a common understanding of project goals, scope, cost and duration between Business and ICT? Power Workshops are based on the principles of teamwork, cooperative exploration and discovery of knowledge, and visual representation of information. Their goal is to elicit and capture the minimum knowledge necessary to start an Agile project while reducing waste and optimizing lead time. The result is a strong visual representation of vivid conversations, held between business and IT, expressing the common goal. It is built for mutual understanding, to show commitment and uncover any hidden doubts or uncertainties. The memory of this image is stronger than a 1000 written words This tutorial has been given at XP days Benelux 2008, Mini XP days Benelux 2009 and XP 2009 Sardinia.

1. Power
Workshops
Joke Vandemaele
Joke Vandemaele

2. Power Workshops
Built for Business Success
Business Analysis
Business Analysis
Joke Vandemaele 1

3. Power Workshops
Not Rocket Science!
Joke Vandemaele 2

4. Power Workshops
The keys to success!
Joke Vandemaele 3

5. Power Workshops
The keys to success!
Joke Vandemaele 4

6. Planning
The Roadmap: Tailor-made from A to Z
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7. Planning
The Roadmap: Tailor-made from A to Z
WEEK -2 WEEK -1 WEEK 1
Samenvatting Planning
1 Afspraken 2 7 Data analyse AsIs
+ excel Bank vd 10 Meeting 2/3
Purchasingt Voorbereiding workshops
4H DONE Vendor interaction Algemene introductie Post (embryonaal BUS (JS)
ICT (LDV + KRU° 4H ICT (KRU)- Project aan teamleads Toetssysteem) ICTs (KRU + LDV)
BU(JS) 1H ICT (JVDM)
Mobius 40H Mobius
ICT BA (LDV) 40 H 4H
Namen kleven op
3 Demo participants 4
(packages/
participants project
16H BU + Mobius
purchasing) Voorbereiding 8 Voorbereiding inhoud11
1H ICT (KRU) workshops
Alle meetings (agenda)
organisatorisch
ICT(JVDM) 2H
ICT(JVDM) 8H
Organise
focusgroup/
5 Organise meeting
6
Vakbond/LT visie Architecture
Organiseres
Demo’s 9
0,5H ICT (KRU) vendor tools
8H Mobius)
ICT (KRU)4H
Joke Vandemaele 6

8. Planning
The Roadmap: Tailor-made from A to Z
WEEK 1 WEEK 2 WEEK 3 WEEK 4
Meeting 27/3
Workshop 25/3 Negociatie vakbonden
Workshop 18/3 Rapportering/Stat/forecast/ Business rules
Workshop 4/3 Resources/Beschikbaarheid Scheduling/Monitoring •Vakbond
Workshop 11/3
Intro + Organisatie Preferences/Staffing/Scheduling 2 BU Teamleads •Carpooling
Tasks/forecast FO : detail BO : High level Focus groep/
Rollen en 2 BU Teamleads Weergave data
4 BU CC mgmt Agents 2 BU Mobius
verantwoordelijkheden 2 BU Mobius 2 BU Mobius
1 BU dir 16/3 4 BU CC mgmt
4 BU CC mgmt 4 BU CC mgmt
1 BU planner 5 BU FR 1 BU dir 2 BU CC mgmt
1 BU dir 1 BU dir
1 ICT BA 5 BU NL 1 BU dir
1 ICT BA 1 BU Planner 1 BU Planner
1 ICT Moderator 3 BU Mobius
1 ICT Moderator 1 ICT moderator 1 ICT moderator 1 ICT moderator
2 BU Mobius 3H
2 BU Mobius 1 ICT BA 1 ICT BA
5H 1 ICT BA
4H 1 HR&O 1 ICT PM
5H 1 HR&O
5H 1 HR&O
3H
DOCUMENT
1 BA ICT (50%)
1 PM ICT (50%)
20H/wk
20H/wk
12 13 14
1,2 BU Mobius (100%) 48H/wk (meetings and workshops included)
Stakeholders Business:
Stakeholders Business:
• Vakbond
• Vakbond
• HR&O
• HR&O
• CC mgmt Geert Desaedeleer, Katleen Reynders, Nikki De bruyn, SB
• CC mgmt Geert Desaedeleer, Katleen Reynders, Nikki De bruyn, SB
• 2 User team lead
• 2 User team lead
• 2 User planner Bernard De Maere
• 2 User planner Bernard De Maere
• User Agents
• User Agents
•Postacademy
•Postacademy
•Mobius
•Mobius
Expected deliverables:
Expected deliverables:
• RFP 7
• RFP Vandemaele
Joke

9. Planning
The Roadmap: Tailor-made from A to Z
WEEK 5 WEEK 6
Demo Vendor 30/3 Demo Vendor 31/3 Demo Vendor 1/4
Tool 1 Tool 2 Tool 3 Workshop 8/4
Buy in
2 BU Teamleads 2 BU Teamleads 2 BU Teamleads Meeting 2/4 Meeting 3/4
Benadering
1 BU Mobius 1 BU Mobius 1 BU Mobius LT visie ICT architectuur
Medewerkers Presentatie
4 BU CC mgmt 4 BU CC mgmt 4 BU CC mgmt (kader scheppen Non functionals
+ training needs 10/4 Roll out plan
Andere tools) 1 BU Mobius
1 BU dir 1 BU dir 1 BU dir 1 HR&O Validatie all
2 BU cc mgmt 1 ICT BA
1 BU Planner 1 BU Planner 1 BU Planner 2 BU Mobius stakeholders
1 BU dir 1 ICT PM
1 ICT BA 1 ICT BA 1 Post Academy All
1 ICT BA 2 BU Mobius 1 ICT arch
2 BU CC mgmt 1,5H
1 ICT PM 1 ICT PM 1 ICT PM 1 ICT PM 1 ICT DLS
1 BU dir
1 ICT Packages 1 ICT Packages 1 ICT Packages 2H 1H
1 ICT Moderator
1 ICT Purchasing 1 ICT Purchasing 1 ICT Purchasing 2H
2H 2H 2H
DOCUMENT
1 BA ICT (50%) 20H/wk 15 16 17 20 18 19 21
1 PM ICT (50%) 20H/wk
1 DLS ICT : 5 md
1,2 BU Mobius (100%) 48H/wk (meetings and workshops included)
Stakeholders ICT:
Stakeholders ICT:
•Purchasing Michel Jacobs
•Purchasing Michel Jacobs
•BA Luc De Vrindt
•BA Luc De Vrindt
•ICT PM Koen Ruaert
•ICT PM Koen Ruaert
•ETP Architect
•ETP Architect
•Appl Architect
•Appl Architect
•ICT DLS Packages Piet Schreurs
•ICT DLS Packages Piet Schreurs
•ICT Licenses
•ICT Licenses
Expected deliverables Workshops :
Expected deliverables Workshops :
• AsIs / ToBe (tevens voor medewerkers : voorbereiden communicatieplan)
• AsIs / ToBe (tevens voor medewerkers : voorbereiden communicatieplan)
• Raakpunten andere systemen
• Raakpunten andere systemen
• Data migratie noden
• Data migratie noden
• Joke Vandemaele
parking : LT vision/andere tools 8
• parking : LT vision/andere tools

10. Planning
The Roadmap: Tailor-made from A to Z
WK-2 WK-1 WK1 WK2 WK3 WK4 WK5 WK6 Total Total
BU Role [hours] [hours] [hours] [hours] [hours] [hours] [hours] [hours] [hours] [MDs]
ICT BA 2 44 24 25 25 28 27 21,5 196,5 25
ICT PM 8,5 8 20 20 20 23 29 21,5 150 19
ICT Moderator 14 4 5 5 8 3,5 39,5 5
ICT DLS PKG 8 8 8 8 8 40 5
VMP Dir 5 4 5 5 8 8 3,5 38,5 5
VMP CC mgmt 16 20 20 26 28 10 120 15
VMP Team leads 10 10 12 3 35 4
VMP Planner 5 5 5 6 1,5 22,5 3
VMP Agents 30 15 45 6
VMP Mobius 24 40 48 52 51,5 55 42 59,5 372 47
HR&O HR&O 5 8 3,5 16,5 2
BU Total MDs Grand total: 134
ICT 426 55
VMP 261 33
Mobius 372 47
HR&O 16,5 2
Joke Vandemaele 9

11. Planning
The Roadmap: Tailor-made from A to Z
Ballpark estimate: 1200-1500 md Project Estimate: 1390 md Project
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Prepare Timeline & Subject Preparation Workshops Estimation Prioritization Presentation
1 analyst 2 analysts 2 analysts 2 analysts 2 analysts 2 analysts
2 md 5 developers 5 developers 5 developers 5 developers 5 developers
4 hour (timeline) & 4 hour (subject) meeting 5 workshops of 5 hours 4 hour mtg 4 hour meeting 2 hour meeting
8 md 20 md 4 md 4 md 2 md
Estimate
2 analysts Practical Preparation Document: ICT Contract & Product Backlog Present
5 developers 1 analyst 2 analysts 2 analysts
5 md 20 md 6 md
4 hour mtg
3 md
Talk to Architecture, Infrastructure, …
2 developers
6 md
5 md 75 md (ICT)
4 SME’s 4 SME’s
20 md (business) 2 md (bus.)
Joke Vandemaele 10

12. Planning
The Workshop: Define clear in- and outputs
Title & date Participants Questions
Agenda
Expected Deliverables
Needed Material
Joke Vandemaele 11

13. Planning
The Workshop: Define clear in- and outputs
Joke Vandemaele 12

14. Planning
The Workshop: Define clear in- and outputs
Joke Vandemaele 13

15. Power Workshops
The keys to success!
Joke Vandemaele 14

16. Gathering the right people
All Stakeholders
Joke Vandemaele 15

17. Gathering the right people
Workshop Invitations
From: VANDEMAELE Joke
Sent: dinsdag 24 februari 2009 18:16
To: 1. SMETS Jan; VAN DE VEN Vicky; RUAERT Koen; DE VRINDT Luc; DE SAEDELEER Geert; REYNDERS Katleen; DE
BRUYN Nikki; BRYS Stephane; VAN DAMME Bruno; VANDER BECKEN Berengere; DE MAERE Bernard; CORVELYN Katia;
gert.linthout@mobius.eu; pris.debondt@mobius.eu; T'KINT Helene; TIERENS Sigrid; 2. MUYSHONDT Greta
3. Subject: 25/03/2009 - Workshop 4 WFM Tool Requirements: Rapportering, Statistieken, Forecast, Scheduling, Monitoring
4. When: woensdag 25 maart 2009 12:00-17:00 (GMT+01:00) Brussels, Copenhagen, Madrid, Paris.
5. Meeting room: RES_MCM_L_06B24_KOEKELBERG_14p
Geachte,
6. Er worden 4 workshops georganiseerd met de bedoeling om de requirements te bepalen voor de aankoop van een Work Force
Planning Tool (WFM) tool. 7. U bent uitgenodigd in een of meerdere van onderstaande workshops afhankelijk van uw kennis mbt het
deelgebied.
8. U merkt dat de workshops telkens een aantal uren van uw tijd zullen vergen. Ikzelf ben aangesteld als moderator van deze
workshops, ik probeer er dan ook voor te zorgen dat uw tijd optimaal benut wordt. U hoeft niets voor te bereiden, zorg er gewoon voor
dat u fris en monter aanwezig bent in de workshop. 9. Bovendien, gezien deze workshops doorgaan over de middag, zullen drank en
broodjes worden voorzien.
10. Hopelijk passen voorgestelde data voor u. Een dergelijk grote groep mensen samenkrijgen is niet makkelijk, dus hopelijk kunt u
zich aanpassen.
11. Met verdere vragen kunt u altijd bij mij terecht. Hartelijk dank en tot binnenkort.
12. Joke
13.
04/03/2009 - Workshop 1 WFM Tool Requirements: Intro + Organisatie, rollen en verantwoordelijkheden
11/03/2009 - Workshop 2 WFM Tool Requirements: Tasks & Forcasts
18/03/2009 - Workshop 3 WFM Tool Requirements: Medewerkers, beschikbaarheid & voorkeuren/ Staffing & Scheduling
25/03/2009 - Workshop 4 WFM Tool Requirements: Rapportering, Statistieken, Forecast, Scheduling, Monitoring
Joke Vandemaele 16

18. Power Workshops
The keys to success!
Joke Vandemaele 17

19. Visualisation
Visualizing Mental Models
“We’re agreed then?”
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20. Visualisation
Visualizing Mental Models
“Ah!”
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21. Visualisation
Visualizing Mental Models
“We are agreed then”
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22. Visualisation
Visualizing Expected Deliverables
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23. Visualisation
Visualizing Expected Deliverables
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24. Visualisation
Visualizing Expected Deliverables
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25. Visualisation
Visualizing Expected Deliverables
Joke Vandemaele 24

26. Visualisation
Workshop Room Set-up
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27. Visualisation
The Workshop Toolkit
1. 3M Post-it “Super Sticky” Yellow 76x76mm
(3M Product code: 654-S)
2. 3M Post-it “Super Sticky” Neon colours
76x76mm (3M Product code: 654S-N)
3. 3M Post-it “Neon Rainbow” small blocks
38x51mm (3M Product code: 653-TF)
4. 3M Post-it “Cool Neon” small block
38x51mm (3M Product code: 653)
5. 3M Post-it Notes Markers (for nametags)
15x50mm (3M Product code: 670/5)
6. All normal (non-super-sticky) Post-it’s of
various shapes and sizes in low quantities
(arrows, balloons, stars, neon blocks) Super
Sticky Post-it’s in large or alternate sizes,
also in low quantities
7. Colour Coding Dots Avery Zweckform 18
mm diameter (red-green-blue)
8. Corporate Express “Invisible Adhesive
Tape” 19mm x 33m
9. Magnets
10. Edding 3000 Black marker or Artline 70N
11. Corporate Express Whiteboard markers
(black/red/green/bleu)
12. Pens
13. Stapler
14. Scissors
15. Digital camera
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28. Power Workshops
The keys to success!
Joke Vandemaele 27

29. The Facilitator
From Negotiator to Facilitator
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30. The Facilitator
Knowledge and Skills
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31. Power
Workshops
Do’s & Don’ts
Joke Vandemaele

32. Power Workshop do’s and don’ts
Before the workshops
Joke Vandemaele 31

33. Power Workshop do’s and don’ts
Workshop 1
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34. Power Workshop do’s and don’ts
Workshop 2
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35. Power Workshop do’s and don’ts
Workshop 3
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36. Power Workshop do’s and don’ts
Workshop 4
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37. Power Workshop do’s and don’ts
Workshop 5
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38. Power
Workshops
Advanced
Joke Vandemaele

39. Power Workshop Advanced
Business Context
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40. Power Workshop Advanced
Business Context
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41. Power Workshop Advanced
Business Context
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42. Power Workshop Advanced
Personas and Actors
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43. Power Workshop Advanced
Personas and Actors
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44. Power Workshop Advanced
Personas and Actors
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45. Power Workshop Advanced
Data Requirements
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46. Power Workshop Advanced
Data Requirements
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47. Power Workshop Advanced
Todo’s
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48. Power Workshop Advanced
Todo’s
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49. Power Workshop Advanced
Business Rules
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50. Power Workshop Advanced
Report Matrix
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51. Joke Vandemaele 50

52. Joke Vandemaele 51

53. Power Workshop Advanced
Non-Functional Requirements
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54. Power Workshop Advanced
Non-Functional Requirements
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55. Power Workshop Advanced
Prototypes
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56. Power Workshop Advanced
User Stories
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57. Power Workshop Advanced
User Stories
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58. Power Workshop Advanced
User Stories
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59. Power Workshop Advanced
User Stories
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60. Power Workshop Advanced
User Stories
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61. Power Workshop Advanced
The Product Backlog
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62. Power Workshop Advanced
Estimating the Product Backlog
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63. Power Workshop Advanced
Estimating the Product Backlog
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64. Power Workshop Advanced
Prioritizing the Product Backlog
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65. Power Workshop Advanced
Prioritizing the Product Backlog
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66. Power Workshop Advanced
Prioritizing the Product Backlog
Out Sc
ope
e
Releas
Extra Features
4 ho
urs
m
Minimu
6p IC
T
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67. Q&A joke.vandemaele@agilar.org
Joke Vandemaele 66

68. After studying Visual Arts and pursuing an MBA in Marketing
Management, Joke joined the .com movement as a usability
expert.
From there she moved to a traditional business analyst role
where she was busy writing thick requirements documents
when she discovered Agile Software Development in 2007.
Now Joke is the lead Agile Analyst in the Belgian De Post/La
Poste, where she is Product Owner for a 40 person team and
coaches other business analysts (in Agile Analysis) on how to
become Product Owner and facilitate agile analysis workshops.
http://www.linkedin.com/in/jokevandemaele
Joke.vandemaele@gmail.com
Joke Vandemaele 67