How to plan to effectively organize a team. 8 practical steps from an experienced project manager
Senior Project Manager Karina Alekseenko suggested how to conduct a working meeting.
Senior Project Manager Karina Alekseenko suggested how to conduct a working meeting.
1. Start by defining the problems
At the beginning of the briefing, clearly state what problems you are solving in this sprint, or identify the main problem. For example:
- Problem: «The client is currently receiving incorrect data from the API.»
- Problem: «Page load time exceeds 5 seconds».
When the team understands what problems need to be solved, the tasks become more meaningful.
2. Break the planing into blocks
Time each part clearly:
- The first part: an overview of the overall goal and priorities (10–15 minutes).
- Second part: in-depth discussion of large or complex problems (40–60 minutes).
- The final part: summaries, clarifications and questions (15–20 minutes).
3. Use the rule of three levels
Analyze tasks at three levels:
- Macro: release-level goal.
- Meso: The parts of the system that need to be developed.
- Micro: specific steps to complete a task.
4. Evaluate tasks by complexity, risks and time
To quickly evaluate tasks, use clear metrics:
- Complexity: levels of complexity L / M / H (Low, Medium, High) or points: 1–3.
- Risks: risk factor (1 = low, 2 = medium, 3 = high).
- Time: T-Shirt Method Sizing: XS / S / M / L / XL.
5. Try Planning Poker
This is one of the best tools for quick and high-quality evaluation of tasks. Each team member scores the task individually using number cards. All estimates are then discussed and the team reaches a joint decision. Planning Poker helps avoid bias and provides a more accurate score.
6. Use the MinMaxAverage method
This is an approach to more accurately estimate the duration of tasks. The team identifies three scenarios:
- Minimum Time (O): Best case scenario.
- Maximum time (P): worst case scenario.
- Probable time (M): realistic scenario.
The result is calculated according to the formula:
(O + 4M + P) / 6
This approach takes risk and uncertainty into account, helping to estimate large tasks more accurately.
7. Choose a decomposition approach: «top-down» or «bottom-up»
- If you have a clear overall goal, work from big to small. Start with big features and break them down into specific tasks.
- If the tasks are already clear, but there is no connection between them, work «from small to large». Collect the big picture from clear parts.
8. Debrief with each team member
At the end of the briefing, go through each participant with questions:
- How do you understand your next task?
- Do you have blockers?
- Do you have any questions?
- Do you see potential risks?
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