{"id":864,"date":"2016-10-05T16:13:53","date_gmt":"2016-10-05T16:13:53","guid":{"rendered":"http:\/\/grapnel.net\/blog\/?p=864"},"modified":"2016-10-05T16:21:56","modified_gmt":"2016-10-05T16:21:56","slug":"how-can-agile-and-ux-play-well-together","status":"publish","type":"post","link":"http:\/\/grapnel.net\/blog\/how-can-agile-and-ux-play-well-together\/","title":{"rendered":"How can Agile and UX play well together?"},"content":{"rendered":"

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Over the past few years, I’ve been a lead UX designer in an Agile environment. To clarify what I mean by this, I’ll define Agile as a specific development framework designed for rapid iterations of functional software. This is accomplished by the use of two-weeks sprints where developers will tackle a particular user story with a chunk of software. When I worked with Salesforce, we were doing a custom implementation for a client who had a lot of specific requirements that were not immediately met by the out-of-the-box solution. The Agile approach was to break each specific element of the software into a user story with its own requirements and functionality. Each user story was assigned a velocity to determine how quickly it was to be accomplished, with all of the various user stories in the sprint forming part of a larger picture called an Epic. The software used for keeping track of this was Rally, one of the better Agile tools out there.<\/p>\n

At Caterpillar, we were building a portal for the various dealers to manage their machines, parts inventories, repair orders, and so forth. There was also a need for the dealers to keep track of their customers. All this was built on the IBM Websphere Portal, a java-based platform of immeasurable complexity that has been the backbone of many American enterprises for years. The product owner and scrum master were based in the US, while the development teams were all located overseas. The tool used for keeping track of all this was Pivotal Tracker, another good Agile organizer.<\/p>\n

So where did UX fall in with this? In neither case was it baked into the process, mostly because there was inadequate understanding of the role of UX in the process. A proper User Experience methodology relies on a lot of research up front as well as plenty of validation and testing throughout the process. The ideal is to not waste time designing and building things that don’t work for what the customer wants to do. This is vastly different than building functional software, which only needs to be able to perform the tasks it was designed for to be judged a success. I think of it like this: Agile is all about building working software quickly, and UX is about quickly determining what software will work.<\/p>\n

In the case of Caterpillar, there was really no way to do any pure UX other than to observe the dealers wherever possible and ask them questions about the sort of things they did day to day. In this, I was able to help prioritize what the portal needed to do in context (for example, it was important that the rental portal have a mobile component that would allow the dealer to visibly inspect equipment and take pictures as necessary.) Largely, the job became more about applying UI best practices to a complicated interface.<\/p>\n

In the case of Salesforce, a lot of the UX research was done up front and throughout the sprints. Development and UX were done in tandem with lots of field studies and specific task and journey mapping that allowed the users to access what they needed in the context and time frame most useful to them.<\/p>\n

The biggest takeaway from my experience is that UX needs to be at least one sprint ahead at all times, and more if it’s possible. It also helps if UX is brought in from the onset of the project with a clearly established role and timelines.<\/p>\n

During a recent Nielsen Norman Group training, I came across a great case study that I present here as an example of how UX and Agile can be integrated effectively throughout the project:<\/p>\n

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Doing UX in an Agile World: Case Study Findings<\/h2>\n

by\u00a0HOA LORANGER<\/a>\u00a0on May 26, 2014<\/p>\n

Agile development processes are popular among programmers, and for several years we have studied how to\u00a0best integrate Agile methods and user experience methods<\/a>\u00a0to create great products that don\u2019t abandon usability while chasing after speedy programming. Our earlier research considered the broad perspective, so we now dive into a smaller number of projects to collect deeper insights for our\u00a0new course on Lean UX and Agile<\/a>.<\/p>\n

I recently interviewed eight professionals who work in Agile environments to learn about their journey, their successes and failures. I spoke with people ranging from User Experience (UX) designers to developers and product owners.\u00a0All worked in an Agile environment for at least two years.<\/p>\n

Agile Is Here to Stay<\/h2>\n

There is no going back. Everyone that I spoke with admitted that the process is not always smooth, but today it is much better than when they first started\u00a0<\/strong>several years ago. Even at the 2-year mark, some people confessed that it\u2019s not all roses, but it\u2019s much better than it was before\u2014no one wanted to revert to a traditional development<\/strong>\u00a0process such as the waterfall.<\/p>\n

In general, Agile teams agree that this framework facilitates\u00a0transparency<\/strong>. Issues are identified sooner and features are delivered faster. Gone are the days when developers and designers spent months and months cranking away, working independently, and only identified issues at the end. Agile has minimized last-minute surprises and allowed developers to predict timelines more efficiently.<\/p>\n

\u201cWe are working smarter. No more 14 hour days for an entire month. We are a team and we are releasing more often\u2026 Since we\u2019re working with smaller chunks that are not monolithic, it is easier to predict than something that is huge and can take 9 months. Everyone is aware of progress sooner.\u201d Victor, Software Engineer<\/em><\/p>\n

\u201cBefore Agile it was harder to stay on track. There is more accountability now. Things are more transparent.\u201d Anca, Software Engineer<\/em><\/p>\n

Practice Makes Perfect<\/strong><\/h3>\n

After a few years of trial and error, Agile teams are getting the hang of it. People are better at\u00a0timeboxing<\/strong>\u00a0or setting time limits on activities. Daily standup meetings that used to go on for 30 minutes or more are now getting closer to 15 minutes.\u00a0Team members are better at being concise and sticking to the agenda. There is a greater understanding and appreciation for the \u201crules\u201d and how the process benefits releases.<\/p>\n

Time estimates are more accurate. In the early days, some teams took on more than they could handle insprints<\/strong>\u00a0(or units of time), but today this is less of an issue because they have learned what is reasonable work for a given sprint.<\/p>\n

\u201cThe awkwardness is wearing off. People had to get used to the funny way of calling things and the new activities.\u201d Michelle, UI Designer<\/em><\/p>\n

Communication Is Key<\/strong><\/h3>\n

For some team members, the biggest benefit to using Agile is communication. The Scrum method provides the structure for cross-functional team members to contribute ideas, share responsibilities, and refine the process together.<\/p>\n

\u201cThe biggest advantage to Agile is retrospectives. It allows people to air dirty laundry, improve, and try different things\u2026 At first I was very focused on following the rules. After working in different Scrum teams, I\u2019ve learned that I have to work for those teams\u2026 Now we have a shared vocabulary, a shared understanding.\u201d Jeff, Product Manager<\/p>\n

\u201cThe value of scrum is conversation. Don\u2019t beat yourself up over following all the rules. We do as much as we can.\u201d Cathy, Product Owner<\/em><\/p>\n

Agile Challenges Within Organizations<\/h2>\n

For many people the Agile road is still bumpy. Gaining company-wide support has been an uphill battle. Teams must work hard to show nonbelievers the value of Agile and encourage them to break out of their comfort zones.<\/p>\n

Lack of Executive Support<\/strong><\/h3>\n

One of the major challenges with Agile is getting support from the top. Some of the people I spoke with expressed their frustration with the lack of engagement with management. Without executive backing, teams are forced to cut corners and work less effectively. Misunderstandings about the Agile process result in communication breakdown and incoherent planning.<\/p>\n

\u201cRequests from stakeholders that are outside of Agile mess with sprint planning.\u201d Julia, UX Designer<\/em><\/p>\n

\u201cWe\u2019ve had to work on stuff that is not part of planning.\u201d Cathy, Product Owner<\/em><\/p>\n

\u201cOur group is embracing Agile, but our organization is not there yet. We\u2019ve had a couple of Agile coaches, but the coaches were not great at swaying senior management. They didn\u2019t have an impact to get senior management onboard.\u201d Mandy, Senior Programmer Analyst<\/em><\/p>\n

Inadequate Resources<\/strong><\/h3>\n

The lack of executive support usually results in diminished resources. The practitioners I talked to agree on the merit of Agile and Lean methodologies such as Scrum. Each Scrum component is structured to address a process need. Some of the most successful projects occur when teams can commit to the methodology. However, almost everyone I interviewed didn\u2019t follow the recipe or was forced to take shortcuts. The main reason: lack of resources.<\/p>\n

Absence of User Research and Usability Testing<\/strong><\/h3>\n

Our Agile panelists agree on the importance of validating designs. Unfortunately, most teams don\u2019t conduct user research on a consistent basis, if at all. People cite tight deadlines and staffing shortages as reasons for deficiencies in user-centered activities. However,\u00a0discount usability methods<\/a>\u00a0can accommodate short timelines as needed.<\/p>\n

Skipping user research is extremely risky. Even the best design ideas are just assumptions. There are limits to a\u00a0genius designer<\/a>. User research allows us to test our assumptions and prevents cognitive bias from taking over and leading us astray.<\/p>\n

\u201cWe work under internally imposed deadlines and sometimes need to push things out without testing, which is suboptimal for users.\u201d Julia, UX Designer<\/em><\/p>\n

\u201cIt\u2019s really hard to make usability testing happen. We are short-staffed and don\u2019t have a primary researcher. We\u2019ve borrowed someone from marketing, but he doesn\u2019t know the product enough or abide by our philosophy of \u2018we love our users\u2019.\u201d Julia, UX Designer<\/em><\/p>\n

\u201cWe don\u2019t have time to run user testing.\u201d Victor, Software Engineer<\/em><\/p>\n

The good news is Lean UX techniques such as sketching, wireframing, and\u00a0paper prototyping<\/a>\u00a0have gained support. Designers are encouraged to create low-fidelity prototypes as a way to demonstrate ideas and reduce heavy documentation. The downside is that many organizations are not testing them with target users.<\/p>\n

\u201cWe try to be somewhat lean. My boss is encouraging us to not use wireframes\u2014go with sketches.\u00a0It was a difficult transition. People joke of me being a wireframing addict. Sketches helped me understand the idea of what we are all thinking.\u201d Julia, UX Designer<\/em><\/p>\n

\u201cWe\u2019ve been doing quick and dirty paper and drawing mockups and collaborating with development more.\u201d Mandy, Senior Programmer Analyst<\/em><\/p>\n

Tips for Running Smooth UX Agile Teams<\/h2>\n

Keep Teams Consistent<\/strong><\/h3>\n

It takes time to build a good, cohesive team with the domain knowledge to make the right decisions quickly. Each Agile team may work differently and have a unique team dynamic. Disrupting the system wildly interrupts velocity because knowledge and expectations must be reestablished.<\/p>\n

\u201cTeam consistency is key. Stop reorganizing and shuffling people around. Teams that stay together, learn together, and keep getting better and faster.\u201d Derek, Lead Researcher & UX Designer<\/em><\/p>\n

\u201cIt\u2019s a challenge for me because resources are not dedicated. One week we have this person; next week we have another person. We got an Agile coach onsite but if everyone doesn\u2019t get the training or stick to a project long enough, then you have to start over again when you get a new person\u2026 Don\u2019t move people back and forth between Agile and waterfall.\u201d Michelle, UI Designer<\/em><\/p>\n

Be Proactive Not Reactive<\/strong><\/h3>\n

If you are used to working \u201chead down\u201d for long stretches of time, then you need to change your work style or risk being outdated. Collaboration is key in successful product development. The involvement of cross-functional team members facilitates transparency and allows issues to be identified early. Be involved in all aspects of the design process, including planning. Be prepared to share your ideas, show what you are working on, and contribute to discussions.<\/p>\n

\u201cEveryone needs to be proactive in improving communication. Be invested in your team and what you are creating. Be an owner not a renter.\u201d Julia, UX Designer<\/em><\/p>\n

\u201cDevelopers need to ask, not just take orders. Everyone needs to be interested in working as a team.\u201d Julia, UX Designer<\/em><\/p>\n

Have a Dedicated Scrum Master, Especially at the Beginning<\/strong><\/h3>\n

If you are thinking about going Agile or you are just starting out, make sure to allocate budget for a Scrum master. This person will ensure that the process goes smoothly. Without an experienced coordinator, there is a good chance that things will go wrong, leaving people feeling disgruntled about the process.<\/p>\n

\u201cMake sure you have a dedicated Scrum master. If you can\u2019t do that, be clear about roles.\u201d Mandy, Senior Programmer Analyst<\/em><\/p>\n

\u201cThe Scrum master is a sheep dog, bulldozer, and coach. They make sure issues get resolved and the team is motivated. The danger of not having a Scrum master is that everyone thinks the process is disorganized.\u201d Jeff, Product Owner<\/em><\/p>\n

UX Must Work at Least One Step Ahead of the Sprint<\/strong><\/h3>\n

Agile is development friendly, but that\u2019s no excuse for reducing UX\u2019s influence. Effective UX professionals incorporate themselves in the Agile process by actively contributing ideas\u2014from backlog grooming and print planning to wireframing and user research. UX designers must\u00a0plan activities before the sprint occurs<\/strong>, which means being proactive and testing assumptions and tackling designs ahead of the rest of the team. They conduct \u201cshow-and-tell\u201d activities ahead of sprints to introduce concepts to users and team members so that, when development is ready to begin, the team has the designs that they need.<\/p>\n

\u201cThe UX designer must be at least one step ahead of the sprint. In other words, do research and design work outside of the current sprint. I have to keep laying the tracks for the team.\u201d Derek, Lead Researcher & UX Designer<\/em><\/p>\n

\u201cThe UX person should go ahead of the sprint with mockups.\u201d Michelle, UI Designer<\/em><\/p>\n

\u201cDesign a little ahead of development. Development is more comfortable with that. They don\u2019t want ambiguous concepts.\u201d Jeff, Product Owner<\/em><\/p>\n

Conclusion<\/h2>\n

Agile will continue to gain momentum as organizations discover the benefits. UX professionals must adapt to Agile and lean UX processes, which value transparency, collaboration, and responsiveness or risk being left behind.<\/p>\n

The Agile user-experience process is more than just being a thoughtful designer; you must first know the user and continually test your assumptions. Don\u2019t allow user research to run away from you during the compressed timeline of the Agile process. Get out of the office and learn from your users. It is possible to incorporate lean UX techniques into an Agile development process. Methods like\u00a0online user testing<\/a>\u00a0can get you user feedback in minutes.<\/p>\n<\/div>\n\r\n\t

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