NYC 26-Jun-2024 Combined Presentations.pdf

Explore the craft of program and project management, hearing from Atlassian Program Managers, local thought leaders, and more.

1. NYC ATLASSIAN COMMUNITY EVENTS (ACE)
@NYCAUG
Project Managment
Craft

2. Agenda

5:30 pm Doors Open; Networking, Food, Drinks

6:00 pm Dileep/Mark: Intro/Opening

6:15 pm Tim: "Fixed/ Flexible / Free: How Atlassian R&D does Program Management"

6:30 pm Jim: "For High-Performing Teamwork, Focus On Connection"

6:45 pm John "Playing with the Fusion of Agile and AI" (this will be a game with prizes)

7:00 pm BREAK (10 Minutes)

7:10 pm Rachel: "Establishing a Shared Services PMO"

7:25 pm Judy/Tiffany: "Leverage Atlassian Tools to Drive Program Outcomes"

7:40 pm PANEL

8:10 pm ACE Leaders/Mark: Prizes & Closing

3. New York Atlassian Community Group

●Who are we?
○As one of the official communities of Atlassian, we meet regularly
to share presentations and help with questions about Atlassian
products (e.g. Jira, Confluence), craft (e.g. Agile, DevOps) and
the Atlassian Marketplace App universe.

●Why should I participate?
○Are you an enthusiastic Jira and/or Confluence administrator/user
and want to exchange ideas with like-minded people? This is the
right community for you.

4. Sponsors


•Atlassian – ACE Event Space, Supplies, Food & Drinks


•Adaptavist - Swag & Raffle Prizes

5. Presentation - Project Management Craft Meetup

6. TIM KEYES | PRINCIPAL PROGRAM MANAGER | ENTERPRISE STRATEGY & PLANNING
Fixed / Flexible / Free: How Atlassian R&D Does
Program Management

7. This tale begins with drinking our own champagne…

17. When deciding on if a pattern is Fixed, Flexible or Free we check:
Support Atlassian @ Scale
When it makes sense for multiple
programs to be ‘talking the same
language’ to ensure alignment or for
stakeholders to be able to compare
‘apples with apples’ then we expect these
patterns to be ‘fixed’.
Prioritize PgMAutonomy
We hire smart people who have solid PgM
skills and experience. We don’t need to
prescribe ‘how’ PgMsshould do all their
work!
Unleash PgMs
FFF guidance should be a net
positive enabling more PgM
bandwidth to be spent on
bespoke program work and
innovative problem
solving/program delivery.

18. Atlassian FFF Outcomes

19. Atlassian FFF Example

20. FFF Scorecard

21. Thank You!

33. John D Patton
●Passionate about leveraging AI to
drive business agility.
●Experienced in developing and
implementing Agile solutions across
various industries.
●Strong advocate for ethical and
responsible AI development.
●Proven track record of success in
building and leading high-performing
teams.
●Committed to fostering a culture of
innovation and continuous learning.
johndpatton.org

34. An Agile Mindset
An agile mindsetfocuses on “being agile” as a foundation for success in “doing agile.” It is defined
by the four valuesand described by the twelve principlesof the Agile Manifesto and then
manifested through an unlimited number of practices and different ways of working.
The four values of the Agile Manifesto are the foundation of an agile mindset. In a world full of
competing methodologies and frameworks, these values serve as common ground for agile
practitioners.
Individuals and interactions over processes and tools
Working software over comprehensive documentation
Customer collaboration over contract negotiation
Responding to change over following a plan

35. Agile: It's Not
Just for Software
Anymore
●Embrace the power of
"Yes, and..." to build on
ideas.
●Fail fast, learn faster -it's all
part of the process.
●Let go of perfection and
make progress iteratively.
●Stay flexible and adaptable
to changing circumstances.
●Keep it light and fun -
laughter fuels creativity!

36. Leveraging AI
for Agility
●AI can analyze vast datasets to
identify patterns and trends.
●AI algorithms can adapt to
changing circumstances in real
time.
●AI can automate repetitive tasks,
freeing up human workers to focus
on creative problem-solving.
●AI can help teams identify and
respond to potential risks more
quickly.
●AI can facilitate communication and
collaboration across teams.

37. Benefits of AI in
the Workplace
●Improved decision-making
through data-driven insights
●Increased efficiency and
productivity through automation
●Enhanced risk management and
mitigation
●Faster innovation and
adaptation to market changes
●Stronger collaboration and
communication within teams

38. Summary and Key Takeaways
●AI can analyze data, adapt to change,
automate tasks, and help teams identify risks.
●AI benefits the workplace by improving
decision-making, efficiency, and innovation.
●Agile principles, like embracing "Yes, and..."
and failing fast, can be applied beyond
software development.
●Thank you for your time.
References
https://www.atlassian.com/agile/advantage/agile-mindset
https://www.icagile.com/the-agile-mindset
https://www.infoq.com/articles/what-agile-mindset

39. An agile mindset Video.

40. We make business work better
theadaptavistgroup.com
Establishing
Shared Services
PMO
Insights and lessons learned
RachelLegaspi
Head of Shared Services
[email protected]

42. We offer a comprehensive but
always evolving range of services
across five key practices: agile,
DevOps, work management, ITSM,
and cloud.
Our depth of knowledge across
these practices unites us in our
mission to help businesses
embrace continuous transformation
and make it their competitive
advantage.
Our practices
Agile
CloudWork management
ITSMDevOps

43. We make business work better
theadaptavistgroup.com
Present a consistent offering to clients
Why Shared Services?
Allow us to mature and scale as an
organization
Provide growth opportunities to our staff
Create a centralized resource hub
Enforce best practice and maintain
accountability
Encourage reuse of our gained knowledge

44. We make business work better
theadaptavistgroup.com
Building trust and goodwill
What went into planning and design
MVP and incremental improvements
Retrospectives
Identifying decision-makers
Consolidating templates
Selecting and configuring tooling

45. We make business work better
theadaptavistgroup.com
Confluence client space

46. We make business work better
theadaptavistgroup.com
Types of documents

47. We make business work better
theadaptavistgroup.com
Templates

48. We make business work better
theadaptavistgroup.com
Confluence—Process Map
To bring everyone together and literally on the same page, we created a Process Map that details the
roles, responsibilities and standard operating procedures for every part of our PM process

49. We make business work better
theadaptavistgroup.com
Confluence configurations
●ScriptRunnerscripts:
○Creates a project Space
○Creates all the Confluence pages
●Apps:
○Draw.io
●Macros:
○HandyMetrics—(Kolekti)
○Content Formatting Macros (Kolekti)
○Excerpt
○Excerpt Include
○Include Page

50. We make business work better
theadaptavistgroup.com
Jira—Delivery Hub
●1 Jira Cloud instance
●Templated project set-ups across all Jira projects
○Delivery teams know what to expect
○Automations to check if anything is out of the ordinary, ie. insufficient
resourcing
●Standardized ticketing per project type
○Automation so that PM can review the ticket (task or epic) before it’s committed
●Summary dashboards for stakeholders—Advanced Roadmaps
●Jira Service Desk for suggested improvements—committee-based

51. We make business work better
theadaptavistgroup.com
Jira

52. We make business work better
theadaptavistgroup.com
Jira

53. We make business work better
theadaptavistgroup.com
3 challenges and solutions
Longevity
Do the hard work to update that process and embed it.
Keep having healthy discussions about the future of this tool and having it be fit-for-purpose.
Stakeholder buy-in
Find your champions and sponsors
Vocalize the success and have a communication plan
Look for opportunities to bring teams along with the journey
Resistance to changeListen to this feedback and add challengers to your committee.

54. Thanks!
We make business work better
theadaptavistgroup.com

55. Judy Cao
Team Lead, Marketing
Program Management
Tiffany Scolnic
Senior Program Manager,
Community & Learning
Initiatives
Leverage Atlassian Tools to Drive Program Outcomes
How Atlassian Marketing Program Managers use Confluence
and Jira to share visibility, attain alignment, and deliver the
desired outcome
TSJC

56. Agenda
Community & Learning:
A Case Study
Aligning newly merged + ancillary teams to
do big things!
3 Pillars Critical to Success
People, process, tooling
Confluence & Jira:
Applying Best Practices
How Atlassian tooling drives program
success

57. Community & Learning: A Case Study

58. The
Community
Team
Journey
Who we are
Atlassian Community and
University teams merged in May
2023
Our problem
The team formed from different
parts of the company with
different objectives, backgrounds,
and ways of working
Why this is important
The team needed to collaborate
across the org to deliver on
several big objectives

59. People
Do we have the right team?
Alignment
Do we have a shared
understanding of what we’re
doing, why we’re doing it,
and how we’ll work
together?
Tooling
Is our system of work
configured to achieve our
goals?
3 pillars critical to success

60. People

61. People
Product, engineering, design, analytics, brand,
creative, GTM
•Online forum
•Champion
program
•Events
•On-demand
•ILT / VILT
•Certifications
Ancillary
UniversityCommunity

62. Alignment

63. Ways of
Working
Plays
Roles and responsibilities
Clarifying individual
responsibilities and find gaps
Working agreements
Create guidelines to
determine how to work best
together
Network of teams
Map out stakeholders +
adjacent teams and identify
the people involved in the
success of a project and
healthy cross-team
collaboration

64. Program
Planning
Plays
Program kickoff
Determine the right way to
tackle a problem, define
project scope, and guide the
work
Project poster
Build consensus on objectives,
timing, scope, and decision-
making
Pre-mortem
Proactively anticipate risks
and creative mitigation plans

65. Program
Alignment
Plays
Managing complex software
projects
Principles and practices to
wrangle a ludicrously complex
project
Dependency mapping
Uncover blockers, understand
project impact, and create
mitigation plans
Capacity planning
Take the guesswork out of
estimation and prioritization
exercises to under the team's
true capacity

66. Tooling

67. AlignmentVisibilityDelivery

68. Time spent
searching
for
information
30%
Average
work
day

70. One sourceof truth

71. Confluence is where
ideas come together

72. Brainstorm
Pen to paper
Collaboration
Bring others into the fold
Knowledge share
Give context, get buy in
Planning &
Alignment
Phases

73. Planning &
Alignment
Brainstorm
Collaboration
Knowledge
share
Turn ideas into action with Confluence Whiteboards

74. Planning &
Alignment
Brainstorm
Collaboration
Knowledge
share
Pages and live edits

75. Planning &
Alignment
Brainstorm
Collaboration
Knowledge
share
Knowledge share …with AI

76. Planning &
Alignment
Brainstorm
Collaboration
Knowledge
share
Knowledge share …with Loom

77. Your team can
start with Jira

78. Program kickoff
Break down work, confirm
ownership, set up tools &
rituals
The build
The make phase, with the
ability to track progress and
status
Launch
Complete launch
requirements and ship
Execution
Phases

79. Execution
Program kickoff
The build
Launch
Organize with epics, tasks and categories

80. Execution
Program kickoff
The build
Launch
Workflow steps

81. Execution
Program kickoff
The build
Launch
Dependencies view

82. Execution
Program kickoff
The build
Launch
Mark as DONE!

85. For more resources
Join the Program Management
Professionals Community Forum
Open to the public
Atlassian Playbooks

86. Thank you!