From c4d03a3739dcb283c2f02902ff94f472db994a18 Mon Sep 17 00:00:00 2001 From: Isabel Drost-Fromm Date: Tue, 4 Jun 2024 13:34:17 +0200 Subject: [PATCH 01/13] Create cross-team-retrospectives.md This adds a new pattern at initial state that recommends running regular cross team retrospectives in particular for long running collaborations between host team and a stable set of contributors. --- .../1-initial/cross-team-retrospectives.md | 72 +++++++++++++++++++ 1 file changed, 72 insertions(+) create mode 100644 patterns/1-initial/cross-team-retrospectives.md diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md new file mode 100644 index 000000000..505ff21ac --- /dev/null +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -0,0 +1,72 @@ +## Title + +Retrospectives for continuous improvement + +## Patlet + +A host team working with contributors outside of their own line of management constantly runs into misunderstandings. +As a result collaboration becomes brittle and frustrating. +Setting aside time for regular retrospectives for the InnerSource team consisting of trusted committers and contributors can help make communication smooth. + +## Problem + +For long running collaborations friction between host team and collaborators is substantially reducing focus and energy for everyone involved. +Willingness to continue the collaboration is shrinking. + +## Context + +A host team of trusted committers has started a long running collaboration with a group of contributors. +* Over time the number of misunderstandings grows. +* People may run into mis-communication. +* Teams may discover slight differences in development culture. +* Team members may discover that assumptions they made about the other team are false. +* Contribution processes may not be entirely clear and workable for everyone involved. + +## Forces + +* Participants are inclined to take "written over verbal" as "only written". +* Trusted committers are all part of the same team. +* There is a group of contributors all coming from the same team. +* As a result trusted committers know each other well and understand constraints, prioritization side effects and team dynamics without ever sharing them with contributors. +* Also contributors form a well knit group. +* The contribution process is seen as transient and temporary. +As a result little is invested in forming a shared team of trusted committers and contributors. +* There is no clear path from contributor to becoming trusted committer - other than becoming a member of the host team. + +## Solution + +Bring host team and contributors together: +* As a first step it can help to share a meal together and get to know each other. +* For collaborations running over several weeks establish a monthly 30 minute retrospective meeting that involves everyone who is needed for a successful contribution. +* Make sure that action items for each restrospective are being followed up upon, ideally check these action items at the beginning of the next retrospective. +* Keep the agenda of retrospectives stable and predictable: It's already uncomfortable enough to name and resolve collaboration issues. + +Example agenda: +* 5 minute checkin so everyone can test their audio setup, silly questions preferred so people can laugh together, reducing overall stress. +* 5 minute review for action items from last meeting (each item presented by its owner) +* 10 minutes to gather strengths and weaknesses of the past collaboration time period. Do this as a combination of writing (sticky notes on a digital white board) and verbally explaining the stickies to make sure introverts get involved as well. +* 2 minutes to put dots against weaknesses that should be addressed in the next cycle. +Pick the top 1-2 weaknesses. +* 10 minutes to gather potential remedy actions to address the picked weaknesses. +Again use time for writing sticky notes to involve everyone. +* 2 minutes to put dots against action items (each participant may add 2-3 dots), pick at most top 3 items, assign each item two owners - one trusted committers and one contributor. +* 5 minutes for checkout so everyone can wind down and leave feedback on the meeting. + +Caveat: In particular for cases where people have tried to collaborate for a long time already, the initial meeting may need more than 30 minutes. + +## Resulting Context + +* Trusted committers understand how to improve communication and contribution processes. +* Contributors understand how to support trusted committers in improving documentation and processes. +* Likely both uncover issues that are beyond their direct control but also see ways to address these in the organisation adopting InnerSource. +* Ideally several learnings can be shared with other InnerSource teams so they avoid running into the same trouble. +* When done regularly after a handful of retrospectives collaboration improves, issues uncovered reduce, turning the session more and more into a lot of positive feedback. +As a result motivation on both sides increases. + +## Known Instances + +* Europace AG + +## Status + +Initial From d2085d026844fff82998a2543039c156af6f5d18 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Tue, 4 Jun 2024 15:29:58 +0200 Subject: [PATCH 02/13] Auto-fix for markdownlint issues --- patterns/1-initial/cross-team-retrospectives.md | 13 ++++++++----- 1 file changed, 8 insertions(+), 5 deletions(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index 505ff21ac..b6e2f1809 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -4,18 +4,19 @@ Retrospectives for continuous improvement ## Patlet -A host team working with contributors outside of their own line of management constantly runs into misunderstandings. +A host team working with contributors outside of their own line of management constantly runs into misunderstandings. As a result collaboration becomes brittle and frustrating. Setting aside time for regular retrospectives for the InnerSource team consisting of trusted committers and contributors can help make communication smooth. ## Problem -For long running collaborations friction between host team and collaborators is substantially reducing focus and energy for everyone involved. +For long running collaborations friction between host team and collaborators is substantially reducing focus and energy for everyone involved. Willingness to continue the collaboration is shrinking. ## Context -A host team of trusted committers has started a long running collaboration with a group of contributors. +A host team of trusted committers has started a long running collaboration with a group of contributors. + * Over time the number of misunderstandings grows. * People may run into mis-communication. * Teams may discover slight differences in development culture. @@ -36,18 +37,20 @@ As a result little is invested in forming a shared team of trusted committers an ## Solution Bring host team and contributors together: + * As a first step it can help to share a meal together and get to know each other. * For collaborations running over several weeks establish a monthly 30 minute retrospective meeting that involves everyone who is needed for a successful contribution. * Make sure that action items for each restrospective are being followed up upon, ideally check these action items at the beginning of the next retrospective. * Keep the agenda of retrospectives stable and predictable: It's already uncomfortable enough to name and resolve collaboration issues. Example agenda: + * 5 minute checkin so everyone can test their audio setup, silly questions preferred so people can laugh together, reducing overall stress. * 5 minute review for action items from last meeting (each item presented by its owner) * 10 minutes to gather strengths and weaknesses of the past collaboration time period. Do this as a combination of writing (sticky notes on a digital white board) and verbally explaining the stickies to make sure introverts get involved as well. -* 2 minutes to put dots against weaknesses that should be addressed in the next cycle. +* 2 minutes to put dots against weaknesses that should be addressed in the next cycle. Pick the top 1-2 weaknesses. -* 10 minutes to gather potential remedy actions to address the picked weaknesses. +* 10 minutes to gather potential remedy actions to address the picked weaknesses. Again use time for writing sticky notes to involve everyone. * 2 minutes to put dots against action items (each participant may add 2-3 dots), pick at most top 3 items, assign each item two owners - one trusted committers and one contributor. * 5 minutes for checkout so everyone can wind down and leave feedback on the meeting. From 0c2e2ad4ea13fb6a431f45667b384793fb2b1fb5 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Tue, 18 Jun 2024 22:56:07 +0200 Subject: [PATCH 03/13] Combine sentences that belong to the same bullet into a single line. --- patterns/1-initial/cross-team-retrospectives.md | 3 +-- 1 file changed, 1 insertion(+), 2 deletions(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index b6e2f1809..a416a3b50 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -48,8 +48,7 @@ Example agenda: * 5 minute checkin so everyone can test their audio setup, silly questions preferred so people can laugh together, reducing overall stress. * 5 minute review for action items from last meeting (each item presented by its owner) * 10 minutes to gather strengths and weaknesses of the past collaboration time period. Do this as a combination of writing (sticky notes on a digital white board) and verbally explaining the stickies to make sure introverts get involved as well. -* 2 minutes to put dots against weaknesses that should be addressed in the next cycle. -Pick the top 1-2 weaknesses. +* 2 minutes to put dots against weaknesses that should be addressed in the next cycle. Pick the top 1-2 weaknesses. * 10 minutes to gather potential remedy actions to address the picked weaknesses. Again use time for writing sticky notes to involve everyone. * 2 minutes to put dots against action items (each participant may add 2-3 dots), pick at most top 3 items, assign each item two owners - one trusted committers and one contributor. From 796a9879dc8d59bf009a6ca734cb76c3e29e0d88 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Tue, 18 Jun 2024 22:56:21 +0200 Subject: [PATCH 04/13] Combine sentences that belong to the same bullet into a single line. --- patterns/1-initial/cross-team-retrospectives.md | 3 +-- 1 file changed, 1 insertion(+), 2 deletions(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index a416a3b50..eb036f8a4 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -49,8 +49,7 @@ Example agenda: * 5 minute review for action items from last meeting (each item presented by its owner) * 10 minutes to gather strengths and weaknesses of the past collaboration time period. Do this as a combination of writing (sticky notes on a digital white board) and verbally explaining the stickies to make sure introverts get involved as well. * 2 minutes to put dots against weaknesses that should be addressed in the next cycle. Pick the top 1-2 weaknesses. -* 10 minutes to gather potential remedy actions to address the picked weaknesses. -Again use time for writing sticky notes to involve everyone. +* 10 minutes to gather potential remedy actions to address the picked weaknesses. Again use time for writing sticky notes to involve everyone. * 2 minutes to put dots against action items (each participant may add 2-3 dots), pick at most top 3 items, assign each item two owners - one trusted committers and one contributor. * 5 minutes for checkout so everyone can wind down and leave feedback on the meeting. From 708e65da66bbaba3528395ead5f4c3967028be4e Mon Sep 17 00:00:00 2001 From: Isabel Drost-Fromm Date: Wed, 19 Jun 2024 16:44:24 +0200 Subject: [PATCH 05/13] Update patterns/1-initial/cross-team-retrospectives.md Co-authored-by: Sebastian Spier --- patterns/1-initial/cross-team-retrospectives.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index eb036f8a4..91bb442b4 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -20,7 +20,7 @@ A host team of trusted committers has started a long running collaboration with * Over time the number of misunderstandings grows. * People may run into mis-communication. * Teams may discover slight differences in development culture. -* Team members may discover that assumptions they made about the other team are false. +* Team members may discover that assumptions they made about how the other team works are false. * Contribution processes may not be entirely clear and workable for everyone involved. ## Forces From bf6a26309e53394e328ce10c8fe95cfa72efc190 Mon Sep 17 00:00:00 2001 From: Isabel Drost-Fromm Date: Wed, 19 Jun 2024 16:51:35 +0200 Subject: [PATCH 06/13] Update patterns/1-initial/cross-team-retrospectives.md Co-authored-by: Sebastian Spier --- patterns/1-initial/cross-team-retrospectives.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index 91bb442b4..7ba7c7c77 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -39,7 +39,7 @@ As a result little is invested in forming a shared team of trusted committers an Bring host team and contributors together: * As a first step it can help to share a meal together and get to know each other. -* For collaborations running over several weeks establish a monthly 30 minute retrospective meeting that involves everyone who is needed for a successful contribution. +* For collaborations running over several weeks establish a monthly retrospective meeting that involves everyone who is needed for a successful contribution. * Make sure that action items for each restrospective are being followed up upon, ideally check these action items at the beginning of the next retrospective. * Keep the agenda of retrospectives stable and predictable: It's already uncomfortable enough to name and resolve collaboration issues. From dc34b92456c41f944507ebb6c6b61e643439f6b4 Mon Sep 17 00:00:00 2001 From: Isabel Drost-Fromm Date: Wed, 19 Jun 2024 17:01:17 +0200 Subject: [PATCH 07/13] Update title, add effect on docs, add link to example checkin questions --- patterns/1-initial/cross-team-retrospectives.md | 7 ++++++- 1 file changed, 6 insertions(+), 1 deletion(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index 7ba7c7c77..68e9f65de 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -1,6 +1,6 @@ ## Title -Retrospectives for continuous improvement +Trusted Committer and Contributor Retrospectives ## Patlet @@ -63,6 +63,11 @@ Caveat: In particular for cases where people have tried to collaborate for a lon * Ideally several learnings can be shared with other InnerSource teams so they avoid running into the same trouble. * When done regularly after a handful of retrospectives collaboration improves, issues uncovered reduce, turning the session more and more into a lot of positive feedback. As a result motivation on both sides increases. +* [Communication Tooling](https://github.com/InnerSourceCommons/InnerSourcePatterns/blob/main/patterns/2-structured/communication-tooling.md) and [Base Documentation](https://github.com/InnerSourceCommons/InnerSourcePatterns/blob/main/patterns/2-structured/base-documentation.md) improves. + +## Related material + +* [Generator for Checkin Questions](https://www.checkin-generator.de/) ## Known Instances From 0975299c161b651eaae9a2455b8df893d6dcc5c4 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Wed, 19 Jun 2024 23:45:52 +0200 Subject: [PATCH 08/13] Combine sentences that belong to the same bullet into a single line. --- patterns/1-initial/cross-team-retrospectives.md | 3 +-- 1 file changed, 1 insertion(+), 2 deletions(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index 68e9f65de..e8b38d1e8 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -61,8 +61,7 @@ Caveat: In particular for cases where people have tried to collaborate for a lon * Contributors understand how to support trusted committers in improving documentation and processes. * Likely both uncover issues that are beyond their direct control but also see ways to address these in the organisation adopting InnerSource. * Ideally several learnings can be shared with other InnerSource teams so they avoid running into the same trouble. -* When done regularly after a handful of retrospectives collaboration improves, issues uncovered reduce, turning the session more and more into a lot of positive feedback. -As a result motivation on both sides increases. +* When done regularly after a handful of retrospectives collaboration improves, issues uncovered reduce, turning the session more and more into a lot of positive feedback. As a result motivation on both sides increases. * [Communication Tooling](https://github.com/InnerSourceCommons/InnerSourcePatterns/blob/main/patterns/2-structured/communication-tooling.md) and [Base Documentation](https://github.com/InnerSourceCommons/InnerSourcePatterns/blob/main/patterns/2-structured/base-documentation.md) improves. ## Related material From b60d017b482f02458766f90afea351210c5e0190 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Wed, 19 Jun 2024 23:47:08 +0200 Subject: [PATCH 09/13] Add link to trusted commiters --- patterns/1-initial/cross-team-retrospectives.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index e8b38d1e8..aa41ad64d 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -15,7 +15,7 @@ Willingness to continue the collaboration is shrinking. ## Context -A host team of trusted committers has started a long running collaboration with a group of contributors. +A host team of [trusted committers](../2-structured/trusted-committer.md) has started a long running collaboration with a group of contributors. * Over time the number of misunderstandings grows. * People may run into mis-communication. From 950ad56d3d5bd48874be8df9ac68fb7a0a8c16c4 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Wed, 19 Jun 2024 23:48:05 +0200 Subject: [PATCH 10/13] Using relative links --- patterns/1-initial/cross-team-retrospectives.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index aa41ad64d..702d259a5 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -62,7 +62,7 @@ Caveat: In particular for cases where people have tried to collaborate for a lon * Likely both uncover issues that are beyond their direct control but also see ways to address these in the organisation adopting InnerSource. * Ideally several learnings can be shared with other InnerSource teams so they avoid running into the same trouble. * When done regularly after a handful of retrospectives collaboration improves, issues uncovered reduce, turning the session more and more into a lot of positive feedback. As a result motivation on both sides increases. -* [Communication Tooling](https://github.com/InnerSourceCommons/InnerSourcePatterns/blob/main/patterns/2-structured/communication-tooling.md) and [Base Documentation](https://github.com/InnerSourceCommons/InnerSourcePatterns/blob/main/patterns/2-structured/base-documentation.md) improves. +* [Communication Tooling](../2-structured/communication-tooling.md) and [Base Documentation](../2-structured/base-documentation.md) improves. ## Related material From c74e26b50e767faa0e697bdd3e0d89f9d00124bb Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Wed, 19 Jun 2024 23:55:34 +0200 Subject: [PATCH 11/13] Adding link to retrospective formats --- patterns/1-initial/cross-team-retrospectives.md | 3 ++- 1 file changed, 2 insertions(+), 1 deletion(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index 702d259a5..78d020c46 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -66,7 +66,8 @@ Caveat: In particular for cases where people have tried to collaborate for a lon ## Related material -* [Generator for Checkin Questions](https://www.checkin-generator.de/) +* [Generator for checkin questions](https://www.checkin-generator.de) (in German) +* [Examples of retrospective formats](https://retromat.org/en/) ## Known Instances From 607698acc5ac6502d5009fcec780f6be6024fb91 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Wed, 19 Jun 2024 23:58:41 +0200 Subject: [PATCH 12/13] Different spelling of check-in --- patterns/1-initial/cross-team-retrospectives.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/patterns/1-initial/cross-team-retrospectives.md b/patterns/1-initial/cross-team-retrospectives.md index 78d020c46..2a685fcf1 100644 --- a/patterns/1-initial/cross-team-retrospectives.md +++ b/patterns/1-initial/cross-team-retrospectives.md @@ -45,7 +45,7 @@ Bring host team and contributors together: Example agenda: -* 5 minute checkin so everyone can test their audio setup, silly questions preferred so people can laugh together, reducing overall stress. +* 5 minute check-in so everyone can test their audio setup, silly questions preferred so people can laugh together, reducing overall stress. * 5 minute review for action items from last meeting (each item presented by its owner) * 10 minutes to gather strengths and weaknesses of the past collaboration time period. Do this as a combination of writing (sticky notes on a digital white board) and verbally explaining the stickies to make sure introverts get involved as well. * 2 minutes to put dots against weaknesses that should be addressed in the next cycle. Pick the top 1-2 weaknesses. @@ -66,7 +66,7 @@ Caveat: In particular for cases where people have tried to collaborate for a lon ## Related material -* [Generator for checkin questions](https://www.checkin-generator.de) (in German) +* [Generator for check-in questions](https://www.checkin-generator.de) (in German) * [Examples of retrospective formats](https://retromat.org/en/) ## Known Instances From af484b63e782841965f1cd5e4540f9acf83524e8 Mon Sep 17 00:00:00 2001 From: Sebastian Spier Date: Thu, 20 Jun 2024 00:10:52 +0200 Subject: [PATCH 13/13] Add new pattern to overview --- README.md | 1 + 1 file changed, 1 insertion(+) diff --git a/README.md b/README.md index ab8ce5c48..6db5880c6 100644 --- a/README.md +++ b/README.md @@ -85,6 +85,7 @@ Our mission * [InnerSource Customer Interview Questions](/patterns/1-initial/innersource-customer-interview-questions.md) - *An organization has decided to create an InnerSource program but are unsure which issues they should address first. Using a customer interview will help evaluate pain points across the organization, to prioritize the areas where InnerSource will have the biggest positive impact.* * [Creating an InnerSource Strategy](/patterns/1-initial/creating_an_innersource_strategy.md) - *Sometimes, it is difficult to convince people of the relevance of InnerSource for your organization and/or to get support from management. Creating an InnerSource strategy, that connects your InnerSource approach and activities to the goals and the overall strategy of your organization, can help in this regard.* * [Code of Conduct](/patterns/1-initial/code-of-conduct.md) - *Communications and interactions between collaborators are rude, not inclusive or offensive, harming and increasing the discussions without any value added. A Code of Conduct provides guidelines for establishing rules and expectations regarding behavior and interactions within the community to build stronger levels of collaboration.* +* [Trusted Committer and Contributor Retrospectives](/patterns/1-initial/cross-team-retrospectives.md) - *A host team working with contributors outside of their own line of management constantly runs into misunderstandings. As a result collaboration becomes brittle and frustrating. Setting aside time for regular retrospectives for the InnerSource team consisting of trusted committers and contributors can help make communication smooth.*