Navigating Crises: Five Steps for Scrum Teams to Overcome Challenges
Written on
Chapter 1: Introduction to Crisis Management
It was a seemingly calm Wednesday morning, just one week before the product launch. Everything appeared to be on track until stakeholders discovered that a crucial feature was malfunctioning. Their frustration grew, leading to distrust in the product team. After months of dedicated work, how could the Scrum team find themselves in this precarious situation? With the launch date looming, there was no room for error—they needed to turn things around quickly.
The Product Owner was the sole representative in a pivotal meeting, tasked with quickly devising a strategy alongside the team. Stakeholders were furious, convinced that the team was misleading them. Time was of the essence, as the deadline was just seven days away. There would be no room for excuses; the Scrum team had to deliver.
Crises are unavoidable; even the most skilled teams will face them. In a complex environment, unexpected challenges will arise. The real question is not how to avoid crises, but how to effectively manage them. While it may be tempting to adopt a risk-averse approach, unforeseen issues will inevitably occur, and you must be prepared to handle them.
"In a crisis, don't hide behind anything or anybody. They're going to find you anyway." - Bear Bryant
Throughout my life, I've encountered numerous crises, some of which caused me significant distress because I lacked the knowledge to navigate them. However, by learning key strategies, I’ve been able to manage these challenges more effectively. In this article, I will share the steps I take to address the inevitable crises we all face.
Section 1.1: Step One - Don’t Take It Personally
In high-pressure situations, emotions can run high. People may feel angry, anxious, or overwhelmed, leading to personal attacks directed at you. While these reactions are common, they do not contribute to resolving the crisis. It’s vital not to take these comments to heart. This was a crucial lesson I learned: focus on the problem, not the personal insults.
When confronted with criticism like, "Your work is terrible! You've messed everything up!", it’s essential to respond constructively rather than retaliate. My typical response is to express empathy: "I understand your frustration, and I share it. Let's work together to find a solution." This approach helps shift the focus back to collaboration.
Section 1.2: Step Two - De-escalate
During crises, it's common for individuals to exaggerate the seriousness of the situation. Panic can lead to unnecessary drama, which hinders problem-solving. As a Product Owner, maintaining composure is crucial. Take a step back and try to view the situation objectively.
In the earlier example, stakeholders were convinced that the integration was irreparably broken, amplifying their fears. To counter this, I confidently stated, "I believe we can fix the integration and resolve the data issues. Let me consult with the team and return with a plan." Although still skeptical, the stakeholders agreed to give me until midday to present a strategy.
By de-escalating the situation, I created space for the team to focus on finding a solution.
Section 1.3: Step Three - Set Directions
In Scrum, everyone is equal; there are no heroes. It’s essential for Product Owners to foster collaboration among team members to tackle challenges. Avoid the temptation to be the lone hero, as this often leads to failure.
Effective communication with your team is vital. There’s no need to introduce drama or stress. A good Product Owner clearly articulates the problem, its implications, and the constraints. For instance, I might say, "A key feature has failed, and this is a blocker for our go-live. We need to find a solution quickly, as the launch is just a week away."
This communication establishes a clear sense of direction without adding unnecessary pressure.
Section 1.4: Step Four - Create a Plan
Ideally, Scrum teams are self-managing and should be capable of addressing crises independently. However, not all teams function at the same level, and some may require guidance. Rather than dictating actions, a Product Owner should ask questions to help the team define their next steps. Some effective questions include:
- What actions are necessary to resolve this issue?
- Who is available to assist?
- How can I support this effort?
- Are there distractions preventing our focus?
When I posed these questions in the earlier scenario, we quickly identified necessary actions. For example, one developer needed examples of the failures to analyze them, while another volunteered to assist with data cleanup.
This collaborative exchange enabled us to establish our initial steps forward.
Section 1.5: Step Five - Focus
In times of crisis, it’s crucial to concentrate on resolving the immediate issues. Everything else must take a backseat. In our situation, team members were tasked with other important activities for the product launch. However, we all agreed to halt those efforts to focus on resolving the integration issue.
I reorganized my schedule to provide maximum support to the team. Our communication became direct and purposeful: "I found an issue; who can take it?" or "I’ve got a fix, need a review." This clarity enabled us to work efficiently.
By fostering collaboration and maintaining focus, teams can navigate any challenge they encounter.
Endnote
Regardless of your skills, crises will inevitably arise. Embrace the opportunity to tackle these challenges rather than avoiding them. I believe in focusing on possibilities rather than just risks. As humans, we often fear loss more than we desire success; however, without taking risks, the chance for remarkable achievements diminishes.
Remember, no matter how severe a crisis appears, there is always a path forward, as long as you maintain faith in your abilities.
The first video titled "Crisis, Failure, Persecution - Genesis 26:1-35 - Sunday Sermon" explores themes of overcoming adversity and trusting in a higher plan during difficult times.
The second video titled "Don't Panic It's Just A Test" provides insights on maintaining composure and perspective when faced with unexpected challenges.