Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
In this insightful episode, Chris Sims shares a valuable lesson from his early days implementing XP and Scrum. Chris's team had established an effective workflow using relative estimation with "ideal days" rather than story points, achieving good predictability and velocity measurements. However, things took an unexpected turn when a skeptical VP discovered their tracking spreadsheet and misinterpreted their metrics as showing only 2.5 days of work per week. Despite Chris's best efforts to explain the concept of "ideal days," the misunderstanding tarnished the team's reputation. Chris emphasizes the importance of socializing your working methods with stakeholders and communicating in ways meaningful to leadership. Working "under the radar" can backfire, so transparency about your processes is crucial for organizational alignment and trust.
Self-reflection Question: How transparent are you about your team's estimation methods with stakeholders who might not be familiar with agile terminology?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Chris Sims
Chris Sims is a scrum trainer, agile coach, and recovering C++ developer who helps organizations improve their productivity and happiness. Chris is the founder of Agile Learning Labs and the co-author of two best-selling scrum books: The Elements of Scrum and Scrum: a Breathtakingly Brief and Agile Introduction.
You can link with Chris Sims on LinkedIn.
In this BONUS episode, we explore Agile leadership with Maria Chec, author and host of Agile State of Mind. Maria shares insights from her analysis of Miro's Agile Survey, revealing a concerning disconnect between how Agile leaders and practitioners experience agile methodologies. We explore the roots of this divide, discuss practical approaches to bridging the gap, and consider the implications of recent industry developments like the PMI-Agile Alliance merger. Maria offers valuable perspectives on creating truly collaborative environments where frameworks serve the teams, not the other way around.
"Practitioners feel pressured to comply with agile practices when they don't seem to add value."
Maria highlights a stark divide revealed in Miro's survey of 1,200 agile practitioners and leaders. When asked if agile is living up to its original values, leaders and practitioners gave drastically different responses. For example, 69% of practitioners felt processes and tools overshadow individuals in their organizations, while only 43% of leaders shared this view. Similarly, 58% of practitioners believed documentation was prioritized over delivering final products, compared to just 39% of leaders. These disparities point to a fundamental disconnect in how agile is experienced at different organizational levels, with practitioners often feeling frameworks are imposed rather than collaboratively implemented.
"The framework is too rigid... The framework is too complex... We have to change too much to use the framework."
The issue isn't with agile frameworks themselves but how they're applied, Maria argues. Leaders often implement frameworks like SAFe without sufficient practitioner input or adaptation to organizational context. This creates an anti-pattern of "magical thinking" where companies believe they can install off-the-shelf solutions that worked elsewhere without considering their unique circumstances. The practitioners, who must live with these frameworks daily, experience frustration when rigid implementations fail to address their actual needs. Conway's Law comes into play here – the structure imposed by leadership often doesn't align with how teams naturally need to collaborate based on the systems they're building.
"Can I really admit that something the leadership made me do is not working for me? Will I be the only one admitting it?"
This disconnect reveals deeper issues around psychological safety and trust within organizations. Many practitioners fear speaking up about framework problems, especially when they've just endured yet another organizational transformation. Maria emphasizes that without psychological safety, feedback loops break down, preventing the continuous improvement that's central to agile philosophy. Leaders must create environments where teams feel safe to provide honest feedback about what's working and what isn't, without fear of being singled out or dismissed. Without this safety, frameworks become rigid implementations rather than adaptable approaches that evolve with team needs.
"Be there where the value is created and know what's going on."
To bridge the gap between leadership vision and practitioner reality, Maria strongly recommends Gemba walks – a concept from Lean and Toyota where leaders go to where value is created. This practice helps leaders understand the actual work being done and build relationships with team members. Maria references Project Aristotle at Google, which found that trust and psychological safety are fundamental to team success. She also notes the importance of leaders articulating a meaningful mission to inspire teams, sharing her experience at a taxi-hailing app where the CEO's vision of reducing urban parking needs made her feel she was "building something for the future."
Leaders should regularly spend time where the actual work happens
Teams need to understand how their work contributes to a larger purpose
Open communication channels must be genuine, not just symbolic
In this segment, we refer to Management 3.0 and Managing For Happiness by Jurgen Appelo.
"Have we really found better ways? Why are Agile Alliance and PMI merging?"
The recent merger between the Project Management Institute and Agile Alliance represents a surprising development in the industry. Maria takes an optimistic view, wondering if this indicates PMI recognizing that agile is truly the way forward. She acknowledges the perception that "Agile is dead" discussions highlight a crisis in the movement, but suggests the merger might be an opportunity to influence project management with agile values. She emphasizes how AI is creating massive changes that require experimentation and adaptation – precisely what agile approaches enable. This industry shift offers agile practitioners the chance to shape how traditional and agile methodologies might complement each other in the future.
The merger could be seen as closing a circle or as an opportunity for cross-pollination
"Agile is dead" discussions reflect growing pains rather than true failure
Rapid technological changes with AI require more experimentation, not less
"What are the 'glue roles' that you need in your organization?"
Maria introduces her concept of "glue roles" – positions that help break down silos and foster collaboration regardless of what they're called. Whether they're RTEs (Release Train Engineers), Agile Coaches, or Technical Project Managers, these roles can transform organizational effectiveness when focused on enabling teams rather than enforcing processes. She observes that nature constantly changes, yet we expect our companies to remain static. This mindset prevents the adaptation necessary for true agility. Instead, organizations need individuals who can facilitate communication, remove barriers, and help teams collaborate effectively across boundaries.
Focus on the function of collaboration rather than rigid role definitions
Adapt roles to organizational needs rather than forcing organizational change to fit frameworks
Use these roles to foster psychological safety and open communication
"We need to experiment."
Looking toward the future, Maria emphasizes the importance of experimentation in the face of rapid technological change, particularly with AI. She notes that while tech professionals are often thought to be early adopters, AI tools like ChatGPT are being embraced across all industries. The accelerating pace of change means we can no longer plan years ahead with certainty – what we use today may be obsolete in two years. This reality makes agile approaches even more relevant, as they embrace change rather than fight it. She encourages agile practitioners to openly discuss how they use these new tools, adapting their practices rather than clinging to outdated methods.
The accelerating pace of change makes long-term planning increasingly difficult
AI is already transforming work across all industries, not just tech
Agile principles of adaptation and experimentation are more relevant than ever
About Maria Chec
Maria Chec is a seasoned Agile leader, ProKanban Trainer, and creator of Agile State of Mind. With over a decade of experience, she specializes in transforming teams through SAFe, OKRs, and process optimization, achieving remarkable productivity gains. Maria's mission is empowering teams to thrive through collaboration and adaptability.
You can link with Maria Chec on LinkedIn and subscribe to Maria Chec’s Substack.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Richard describes great Product Owners as "experimenters" who understand that everything they do is a hypothesis requiring validation. The best POs establish feedback loops early, actively engage with users and clients, and approach product development with a scientific mindset. Richard shares an experience working with a "coaching PO" who excelled at involving everyone in defining what needed to be done.
This PO was inspiring and helped the team participate in both building and decision-making processes. Richard emphasizes that the relationship between PO and team must be a true partnership—not hierarchical—for success to occur. Great POs facilitate team involvement rather than dictating direction, creating an environment where collaborative problem-solving thrives.
In this segment, we refer to the Role Expectation Matrix Retrospective, and the Product Owner Sprint Checklist, a hands-on coaching tool for anyone interested in helping PO’s prepare and lead successful Sprints with their teams.
Richard recounts working with a high-level sponsor, a medical doctor interested in technology, who hired multiple development teams (up to four Scrum teams) to build a product. While technically knowledgeable, this PO had very concrete ideas about both the technology and solution based on assumptions about client needs.
The team developed impressive technology, including a domain-specific language (DSL), and felt they were performing well—until they delivered to actual clients. Only then did they discover users couldn't effectively use the software, requiring a complete rethinking of the UX concept. This experience taught Richard the critical distinction between the customer (the sponsor/PO) and the actual end users, demonstrating how even technically sophisticated Product Owners can miss essential user needs without proper validation.
Self-reflection Question: How might you help Product Owners in your organization balance their vision with the practical realities of user needs and feedback?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Richard
Richard is a versatile technology leader with experience as a Software Engineer, Product Owner, and Agile Coach. Passionate about building software that excites, he thrives at the intersection of technology, change, and leadership. Lately, he's focused on Collaborative Modeling, bridging disciplines to drive innovation and create meaningful impact.
You can link with Richard Brenner on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Richard reflects on his evolution in defining success as a Scrum Master and Agile Coach. Initially, he believed that if his team was successful, he was successful—but soon realized this perspective was incomplete. Top management wanted tangible evidence of coaching impact, which became problematic without clearly defined metrics. Richard now advocates for establishing a coaching agreement at the beginning of any engagement, with both management and teams defining what success looks like for the coach. He emphasizes the importance of dual-sided accountability as a natural outcome of proper contracting, using metrics that matter to the organization such as flow metrics and outcome metrics to demonstrate coaching value.
Self-reflection Question: How are you measuring your own success as a coach or Scrum Master, and have you created explicit agreements with both teams and management about what success looks like?
Richard recommends the Solution Focused Retrospective from the book "Solution Focused Coaching for Agile Teams." While traditional retrospective formats from books like "Agile Retrospectives" typically open a topic and dig deeply into the problem space, the solution-focused approach suggests spending only a short time discussing problems before pivoting to designing the desired future state. This format focuses on identifying the next step and emphasizing what positive outcomes the team wants to achieve, rather than dwelling on what's wrong. Richard values this approach for its ability to maintain a positive, forward-thinking mindset within teams.
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Richard
Richard is a versatile technology leader with experience as a Software Engineer, Product Owner, and Agile Coach. Passionate about building software that excites, he thrives at the intersection of technology, change, and leadership. Lately, he's focused on Collaborative Modeling, bridging disciplines to drive innovation and create meaningful impact.
You can link with Richard Brenner on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Richard shares an experience of implementing Agile methods in a large organization that initially showed promising signs with management "pull" for change. The transformation began well with cross-functional teams created through self-selection workshops. However, unexpected resistance emerged during the kick-off day, particularly from a line manager and his team. When investigating the source of this resistance, Richard discovered that the company's bonus structure was tied to individual performance metrics, fundamentally conflicting with Agile's team-oriented approach.
This insight led to developing a pilot for a team-focused performance management system. After three months, the team held a retrospective with all stakeholders, where management demonstrated remarkable leadership by empowering teams to redesign their structure when the initial setup wasn't working. This flexibility allowed even the most vocal critics to become part of the solution.
Self-reflection Question: In what ways might your organization's reward structures be unintentionally blocking successful Agile adoption?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Richard
Richard is a versatile technology leader with experience as a Software Engineer, Product Owner, and Agile Coach. Passionate about building software that excites, he thrives at the intersection of technology, change, and leadership. Lately, he's focused on Collaborative Modeling, bridging disciplines to drive innovation and create meaningful impact.
You can link with Richard Brenner on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Richard shares a powerful story about how team dysfunction often starts with small steps. During a joint retrospective with three agile teams, Richard witnessed a moment where a team member made a cynical comment toward a manager who was attempting to participate. This revealed a damaged relationship between management and the team, creating tension that Richard initially chose to ignore. Looking back, he would now immediately address such comments and tackle the "elephant in the room." Richard explains how seemingly minor behaviors like cynicism or passive-destructive actions (such as consistently being late to stand-ups) can significantly impact team health. He recommends establishing conflict resolution protocols early and using impact feedback without judgment to address these issues before they escalate.
In this segment, we refer to Lysa Adkins’ conflict resolution protocol.
Self-reflection Question: What small signs of dysfunction might you be overlooking in your team that could develop into larger problems?
Richard recommends "Solution Focused Coaching for Agile Teams" by Ralph and Veronika. This book describes the solution-focused approach to many common situations that Agile coaches face in their work. Richard values this resource for its practical guidance on addressing challenges through a positive, solution-oriented perspective rather than dwelling on problems.
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Richard
Richard is a versatile technology leader with experience as a Software Engineer, Product Owner, and Agile Coach. Passionate about building software that excites, he thrives at the intersection of technology, change, and leadership. Lately, he's focused on Collaborative Modeling, bridging disciplines to drive innovation and create meaningful impact.
You can link with Richard Brenner on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Richard shares an important learning experience from introducing Kanban to teams using a top-down approach. Without clearly articulating why the change was needed, team members questioned what they were doing wrong that necessitated change. Richard found himself unable to connect the organizational vision to the methodology shift, leading to resistance. He emphasizes the importance of first understanding the problem before applying Scrum or Kanban, defining what success looks like, and involving people early in the change process. Richard also recommends thorough contracting with client organizations to assess their current state and understand who is trying to change what, and why.
In this episode, we refer to Kotter’s book Leading Change.
Self-reflection Question: How might your change initiatives be improved by spending more time defining the "why" before introducing new methodologies?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Richard
Richard is a versatile technology leader with experience as a Software Engineer, Product Owner, and Agile Coach. Passionate about building software that excites, he thrives at the intersection of technology, change, and leadership. Lately, he's focused on Collaborative Modeling, bridging disciplines to drive innovation and create meaningful impact.
You can link with Richard Brenner on LinkedIn.
In this BONUS episode, we explore Nonviolent Communication (NVC), a powerful tool that has changed how many people work and relate to family, friends, and colleagues. Maria Arpa, a previous guest on the podcast, and who studied directly under Marshall Rosenberg, the creator of NVC, shares her insights on this transformative practice. Joining us is Bob Marshall, an NVC advocate and practitioner who applies these principles in organizational settings.
"We have universal needs... what we try to distinguish is the need and the strategy I'm using to meet the need."
Nonviolent Communication is both a practical communication tool and a spiritual practice designed to help us connect more authentically with ourselves and others. Maria explains how NVC emerged from the work of Dr. Marshall Rosenberg, who studied under Carl Rogers, the developer of person-centered therapy. At its core, NVC represents a paradigm shift away from what Maria calls "domination culture" – a system built on hierarchy, punishment, and obedience to rules.
The dominant culture in which we live often relies on fear, guilt, and shame to motivate behavior. In contrast, NVC comes from the philosophy of nonviolence, encouraging people to be independent thinkers who make choices from their own internal compass. This approach recognizes that all people have the potential to manifest love, even in challenging situations.
"If I take a need for fairness or respect... how many ways are there to meet that need? And what if you believe you're meeting your need for fairness using whatever strategy you're using, and I believe that is impacting on my need for respect? We have a collision in strategies."
A fundamental aspect of NVC is needs-based theory. Maria explains that while we all share universal needs – from basic physical requirements like air and food to psychological needs like creativity, recognition, and fairness – conflicts arise not from the needs themselves but from the strategies we use to meet those needs.
This distinction between needs and strategies offers a powerful framework for resolving conflicts. When we understand that we're arguing over strategies, not the underlying needs, we can empathize with each other and explore different approaches that honor everyone's needs. As Maria advises, "Don't try to strategize until you understand all the needs on the table."
"The debate model of conversation is about one argument prevailing over all others... it's a terrible idea for when we want to meet as humans and have a conversation."
Maria highlights how our society has embraced the debate model of conversation, where one perspective must win over others. This approach, while potentially useful in controlled settings like scientific research, creates significant problems in human interactions. When operating in debate mode, we're focused on overpowering others or protecting ourselves from humiliation rather than genuinely connecting.
The dialogue roadmap that Maria developed offers an alternative to this debate model. It allows people to express themselves fully – to "empty out" everything they're carrying, even if it doesn't initially make coherent sense. This process helps people make sense of their experiences and move toward authentic dialogue rather than competitive debate.
"Needs are getting ignored in most organizations... it's not that we have shared needs and we debate about the strategies for getting those needs met."
Bob Marshall, an organizational psychotherapist, explains how NVC principles can transform workplace dynamics. He observes that many organizations operate through "fear, obligation, guilt, and shame" – what he calls "the four horsemen of the work apocalypse." These mechanisms are used to control behavior but create toxic environments that diminish both productivity and well-being.
By applying NVC in organizational settings, Bob helps collective entities recognize and address their needs. Many companies are unaware of their collective needs, and some cultures even shame people for acknowledging needs exist. Helping organizations understand their shared needs creates a foundation for healthier, more productive workplaces where people can thrive rather than merely survive.
In this segment, we refer to an episode with Michelle Pauk, where we explore the lessons from Foucault’s Book Discipline and Punish, and to Manfred Max-Neef, a Chilean economist.
"One of the most wonderful things is connection before correction."
Maria emphasizes the importance of building relationships before attempting to change behaviors or address problems. She suggests that our fast-paced world has created a situation where our emotional processing cannot keep up with the speed of our actions and decisions. We've become skilled at multitasking and meeting deadlines but haven't paid adequate attention to our emotional needs.
The result is that many people are emotionally "backed up" or "constipated" – unable to process their feelings in healthy ways. Maria's work involves slowing things down to create space for authentic connection and emotional integration. This approach doesn't sacrifice efficiency – as she notes, "We get more done with less resource once we've been through the tunnel."
"Marshall Rosenberg said, 'The people that are going to take this forward will have the right balance of compassionate understanding and political savvy.' And I just went, 'That's me.'"
Maria shares her personal journey with NVC, beginning with a chance encounter at her son's school that led her to attend a presentation by Marshall Rosenberg. She was immediately captivated by his approach, which answered questions she had been unable to resolve through other therapies and educational frameworks.
Her pivotal experience came in 2005 when she joined Rosenberg and others for a 15-day intensive in Switzerland focused on social change. This immersive experience transformed her understanding of communication and human connection. When she asked Rosenberg who would carry his work forward, his answer about needing both "compassionate understanding and political savvy" resonated deeply with her, setting her on a path to develop her own applications of NVC principles.
In this segment, we refer to the book The Surprising Purpose of Anger by Marshall Rosenberg.
About Maria Arpa and Bob Marshall
Maria Arpa is a facilitator, mediator, and trainer who describes her work as "walking towards conflict with love." She developed the Dialogue Road Map, a framework that builds on NVC principles to guide people out of debate-style conversations into authentic dialogue. Maria studied directly under Dr. Marshall Rosenberg and has applied NVC in various challenging contexts, including working with gang violence and facilitating dialogue between concentration camp survivors and a business that had purchased a former concentration camp site.
You can link with Maria Arpa on LinkedIn and follow Maria’s work on her website.
Bob Marshall is an organizational psychotherapist who works with the collective psyche of organizations. He has been studying and practicing NVC for over 15 years, incorporating it into his work helping organizations understand and meet their collective needs. Bob believes in creating more joyful work environments and has dedicated his career to helping people have more pleasant experiences in the workplace.
Bob Marshall is the author of several books on organizational psychotherapy.
You can link with Bob Marshall on LinkedIn and follow Bob Marshall’s blog.
In this BONUS episode, we explore the emerging concept of the Product Engineer with three experts in the field: Anton Zaides, Rafa Paez, and Max Piechota. Together, they discuss how software engineers are evolving beyond just technical skills to embrace product thinking, business understanding, and customer empathy. This shift represents a move toward what they call "M-skilled" professionals who combine technical expertise with product sensibility to create greater impact.
"The role of the software engineer is evolving to a product engineer...they understand what to build and why they are building it."
Rafa Paez kicks off the conversation by sharing insights from his article on Substack, titled "The Rise of the 100x Product Engineer." He explains how the modern software engineer is taking on greater ownership of their work, focusing not just on writing code but understanding the underlying business reasons for features. This new breed of engineers thinks critically about product metrics, challenges assumptions, and takes extreme ownership of outcomes rather than just outputs.
"Engineers don't really care about what they work on...but what if they did?"
Anton Zaides discusses his provocative Substack article "Product Management is broken, a change is coming," where he challenges the traditional separation between engineers and product decisions. He describes the phenomenon of the "ZOOM-based product manager" who remains disconnected from both users and engineers, and contrasts this with engineers who genuinely care about the products they build. Anton argues that when engineers are invested in the product outcomes, the entire development process improves.
"We need to measure the product outcome, the customer value and incentivize developers based on that."
Max Piechota shares how his journey toward product engineering began through conversations with his CEO about measuring software engineer performance. His research led him to realize that traditional engineering metrics often miss what truly matters - the value delivered to customers. Max advocates for aligning developer incentives with product outcomes rather than just code output, representing a fundamental shift in how we evaluate technical contributions.
"What helped me change was working with those people that wanted to create products."
The conversation turns to practical ways to foster this evolution toward product engineering:
Max describes how exposure to product-oriented colleagues and learning about the Lean Startup methodology transformed his perspective as a developer.
Anton outlines a three-step approach: helping engineers see metrics and user interactions, building business literacy, and connecting more deeply with the domain.
The group discusses the importance of helping engineers understand concepts like gross margin and the AARRR framework (Acquisition, Activation, Retention, Revenue, Referral).
"Often we only focus on the solution, without understanding the actual problem we are trying to solve."
One crucial insight from the conversation is the need for engineers to take a step back from solution mode and better understand the underlying problems. The panel shares practical tips:
Clarify how the business works and identify opportunities for improvement
Be thoughtful about how developers are incentivized
Connect technical decisions to financial outcomes
Focus on landing page conversion and other customer-facing metrics when they're the bottleneck to growth
This mindset shift enables engineers to make more strategic decisions about where to invest their technical efforts for maximum impact.
About Anton Zaides, Rafa Páez, Max Piechota
Anton Zaides is the founder of Manager.dev, where he shares insights about engineering management and product development. With extensive experience in both engineering and product leadership roles, Anton is passionate about bridging the gap between technical execution and product vision.
You can link with Anton Zaides on Substack. For inquiries, reach him at Anton@manager.dev.
Rafa Paez is a product engineering advocate who wrote the influential article "The Rise of the 100x Product Engineer." Through his work, Rafa explores how engineers can expand their impact by embracing product thinking and business understanding alongside technical skills.
You can link with Rafa Paez on Substack. Find more of his work at rafapaez.com.
Max Piechota is a thought leader in the engineering productivity space who has researched effective ways to measure and improve developer performance. He advocates for outcome-based metrics that focus on customer value rather than code output.
You can link with Max Piechota on Substack.
In this BONUS episode, we explore the art of backlog management with product management expert Kent McDonald. As someone with decades of experience in software product development, Kent shares practical strategies for keeping backlogs lean, meaningful, and focused on outcomes that truly matter. Learn how to escape the trap of bloated backlogs and implement a Now-Next-Later-Never approach that will transform your product management practice.
"Some teams use backlogs as 'long term storage' devices."
Product backlogs often become unwieldy and difficult to manage because teams view them as a permanent repository for every idea that comes along. Kent explains that this "storage mentality" is one of the primary reasons backlogs grow out of control. Another common mistake is diving in too early and splitting items before they're actually ready to be worked on, which multiplies the backlog size unnecessarily. These practices lead to confusion, lost focus, and ultimately decrease a team's ability to deliver value efficiently.
"You want to group things together on roughly categories of when you will attack it."
Kent walks us through the practical implementation of a Now-Next-Later-Never roadmap approach that keeps things manageable. This framework provides a simple but powerful way to organize initiatives based on their priority and timing. Instead of maintaining an endless list of requirements, teams can group work into these four buckets, making it easier to communicate priorities both internally and with stakeholders. Kent emphasizes that these roadmap items should be described in terms of outcomes rather than features, helping everyone stay focused on the value being delivered rather than specific implementations.
For more on the origin of the Now-Next-Later roadmap practice, see this article by Janna Bastow.
"We only split items in the 'now' column."
When implementing the Now-Next-Later-Never approach, the "Now" column is where the magic happens. Kent advises:
Only split items that are in the "Now" column into actionable tasks
Express roadmap items in terms of outcomes or customer problems to solve
Limit the number of items in the "Now" column to maintain focus
List outcomes rather than detailed features to avoid having a large number of items
Kent explains that the "Later" and "Never" columns serve an important purpose in setting expectations with stakeholders about what won't be worked on immediately or at all.
"Items can move back and forth, to facilitate expectation setting."
The Now-Next-Later-Never roadmap isn't static. Kent provides practical advice on how to manage the flow of items between categories:
Revisit the roadmap regularly, ideally monthly
Consider reviewing the roadmap during sprint review sessions
Use this format when communicating with stakeholders for clearer expectation setting
Hold strong on the "Now" items to maintain focus and avoid constant reprioritization
This approach creates a dynamic but controlled environment where priorities can evolve without creating chaos or confusion.
"Create a 'museum', a set of items you can look at, but don't look at every day."
For teams struggling with already-bloated backlogs, Kent offers bold but effective advice:
Create a "museum" for items you want to preserve but don't need to see daily
Consider deleting your old backlog and starting fresh
Begin by asking: "What are the main outcomes we're trying to achieve?"
Focus on getting to a smaller set of bigger items, then sequence them appropriately
These approaches help teams overcome the fear of "losing" work while refocusing on what truly matters.
"Backlog items don't age well."
Kent's team maintains an impressively lean backlog of just 23 items across three brand websites. He shares the routines and guardrails that prevent backlog bloat from creeping back in:
Create a filter to control what gets into the backlog in the first place
Keep the Product Owner just slightly ahead of the development team
Avoid the anti-pattern of trying to keep all developers busy all the time
Remember that backlog items don't age well and lose relevance over time
These practices ensure the team stays focused on delivering current value rather than managing an ever-growing list of aging requirements.
About Kent McDonald
With decades in software product development, Kent is a go-to expert in product management, and agile strategy. He is a seasoned consultant and author of three books on agility, he helps teams cut through clutter to focus on what truly matters. When not optimizing workflows, he's exploring National Parks (52/63) or grooving to some jazz tunes.
You can link with Kent McDonald on LinkedIn, or follow Kent McDonaldn on Substack.
In this BONUS episode, we delve into the complexities of team effectiveness with Arne Roock, an experienced Agile consultant who has worked with organizations ranging from startups to large corporations. Arne shares his insights on what truly makes teams perform at their highest level, why simply assembling talented individuals isn't enough, and how organizations can move beyond the "feature factory" mindset to focus on outcomes and impact.
"A team of experts is not an expert team."
Arne breaks down the common misconception that placing highly talented individuals together automatically creates a high-performing team. Drawing parallels from sports, he points to examples like the "Red Army" hockey team and the famous "Miracle on Ice," where team cohesion proved more valuable than individual star power. Through his consulting work, Arne observed that quick-fix workshops often produced short-term improvements but failed to create lasting change. Sometimes, teams even deteriorated after temporary interventions. This led him to Richard Hackman's work on team effectiveness, particularly the 60-30-10 rule: leaders should spend 60% of their time designing teams, 30% launching teams, and only 10% on coaching interventions.
Coaching alone cannot change a team's trajectory without proper design and launch
Leaders should engage with coaches at the beginning of team formation
Teams need sufficient stability to achieve meaningful impact
Existing teams can be relaunched or redesigned to improve performance
In this segment, wer refer to Richard Hackman’s 6 conditions for effective teams, and to Margaret Heffernan’s Superchicken Paradox Ted Talk, and to the episode with Heidi Helfand about Re-teaming.
"Organizations trends go in waves."
Arne discusses the pendulum swing in organizational approaches, noting how Agile emerged as a countermovement to process-centric methodologies. Currently, he observes a strong emphasis on delivery, with many organizations repositioning Scrum Masters as delivery leads. This trend, while addressing immediate business needs, often undermines the fundamental team-building aspects of the Scrum Master role. Arne suggests that we need to find balance between delivery pressure and people-centered approaches, treating these as polarities to manage rather than problems to solve.
In this segment, we refer to the book Polarity Management by Barry Johnson, and to Arne’s blog post about cross-functional teams.
"Delivery manager will undermine team responsibility."
When organizations want to shift from deadline-driven development to outcome-focused work, Arne recommends examining team design fundamentals first. He cautions that adding delivery managers won't fix teams that haven't been properly designed and launched. Most organizations operate as "feature factories," focusing on output rather than outcomes. Arne suggests two high-impact practices that can help teams deliver more value:
Implementing meaningful sprint goals and effective sprint reviews
Using OKRs with specific checks on value delivered, not just features completed
Arne emphasizes that the Scrum Master role is a full-time position, and when they're pushed to prioritize delivery management, important team-building work gets neglected. Proper team design creates the foundation for shared delivery ownership without requiring additional management roles.
In this segment, we talk about an article that explains how to use OKR’s with a “value-check” included.
About Arne Roock
Arne works as a consultant for Agile methods and (leadership) team effectiveness. As a trainer and coach he supported both startups and big corporations in different industries. For the past ten years he took a deep dive into the tech industry as an embedded coach with Jimdo and Spotify.
You can link with Arne Roock on LinkedIn and connect with Arne Roock on Mastodon.
In this BONUS episode, we dive into a fascinating conversation with Markus Hjort, Co-founder and CTO of Bitmagic. With over 20 years of software development expertise, Markus shares invaluable insights on tech leadership, team scaling, and how AI is transforming the landscape of software development. From pivotal career moments to practical advice on aligning tech strategy with business objectives, this episode offers wisdom for technology leaders and developers alike.
"As a leader, for me, it is important that we have a positive attitude."
Markus reflects on two pivotal experiences that shaped his leadership philosophy. Early in his career, he received feedback about his positive approach to challenging tasks, which reinforced his belief in maintaining an optimistic outlook when facing difficulties. This approach has allowed him to inspire team members during tough situations. The second defining moment relates to estimation skills. After participating in a rescue mission for a delayed project, Markus learned the importance of making realistic ballpark estimates rather than succumbing to unrealistic deadlines. His initial two-year estimate for a project was met with resistance from a client who wanted it done in two months, but the project ultimately took four years to complete - twice his original estimate.
Leads by example with a positive attitude toward challenges
Values the skill of making quick but realistic ballpark estimates
Recommends "Programming Pearls" for developers to improve estimation skills
Emphasizes that product developers should create different options to reach goals
In this segment, Markus refers to the book Programming Pearls.
"Nothing should come for me as a surprise."
When it comes to ensuring tech strategy supports business goals, Markus emphasizes the importance of continuous communication with key stakeholders. Through regular informal discussions, he stays aware of emerging ideas and maintains strong relationships with decision-makers. This approach helps him anticipate future feature requirements and translate technical strategy into business objectives. The foundation of this alignment is built on trust and transparency.
Maintains constant discussions with critical stakeholders
Develops awareness of emerging ideas through informal conversations
Identifies and builds relationships with decision-makers
Translates technical considerations into business language
"In the end we create the shared understanding and the habit of working together which creates better alignment and trust."
While structured meetings are important, Markus believes that true collaboration happens when people work together across departmental boundaries. In previous roles, he implemented small, cross-functional teams that included business representatives during feature development. At Bitmagic, they conduct regular gameplay test sessions that anyone in the company can join, fostering unpredictable connections and conversations. These informal interactions are especially valuable in a remote-only company.
Creates small teams with business representation for feature development
Implements regular demo sessions open to everyone in the company
Encourages cross-departmental work to build shared understanding
Emphasizes the importance of informal discussions in remote environments
"You have to be careful when to scale, and when not to scale."
Markus advocates for a measured approach to team growth during scaling phases. He believes in small teams of talented individuals and prefers to grow at a deliberate pace rather than rushing to add new members. Sometimes, he's even paused hiring to focus on meeting milestones with existing resources. When rapid scaling is necessary, Markus recommends considering contractors to reduce risk and gain specialized expertise quickly, particularly in fields like gaming that require deep specialization.
Believes in small teams of talented individuals
Grows team size at a deliberate pace
Sometimes pauses hiring to focus on delivery with existing team
Strategically uses both employees and contractors based on circumstances
"From the tech view it was clear this was not a good idea, but from the business perspective, it was the right decision to make."
One of the toughest challenges Markus faced involved making difficult decisions during financial constraints. In a previous startup, when resources were tight, he had to split his team between the main product and a "side project" that had been sold to generate revenue. Though technically suboptimal, this business-driven decision was necessary for survival. This experience highlights the complex balancing act CTOs often face between technical ideals and business realities.
"It has changed my way of thinking of my work as a programmer."
Having worked on AI-powered game development for over two years, Markus has witnessed the rapid evolution of AI technologies. This experience has influenced his approach to team expansion, as he considers how AI might augment human capabilities. Personally, he now uses code assistants regularly and wouldn't return to traditional programming methods. AI has transformed his workflow as a programmer and expanded his capabilities, particularly as a full-stack engineer.
"In early startup stages, one of the critical metrics is 'the working software.'"
Rather than relying heavily on rigid metrics, Markus focuses on practical indicators of success for engineering teams. In early-stage startups, he prioritizes the frequency of releasing working software to end users. Additionally, he monitors team energy and morale, looking for signals in commit messages and code review comments that might indicate the team's well-being. As teams grow, he sees value in using tools to help track these emotional indicators systematically.
Focuses on frequency of releasing working software
Monitors team energy and morale as key indicators
Looks for signals in commit messages and code reviews
Considers team well-being as important as technical output
"Press 'pause' when you feel you are in a crisis situation."
Markus credits "Rapid Development" by Steve McConnell as a significant influence on his approach to software development, particularly before Agile methodologies became mainstream. One lasting lesson from the book is avoiding the anti-pattern of "abandoning all planning under pressure." Instead, Markus recommends pausing when facing a crisis to reassess and plan effectively, rather than rushing into reactive solutions.
About Markus Hjort
Markus Hjort is the Co-founder and CTO of Bitmagic, with over 20 years of software development expertise. Starting with Commodore 64 game programming, his career spans gaming, fintech, and more. As a programmer, consultant, agile coach, and leader, Markus has successfully guided numerous tech startups from concept to launch.
You can link with Markus Hjort on LinkedIn and listen to Markus Hjort’s podcast in Finnish, and follow his work with the future of AI in gaming at Bitmagic.ai.
In this BONUS episode, we explore the groundbreaking work of two renowned agilists - Karl Scotland and Jim Benson. Together, they've developed innovative approaches to making strategy accessible and actionable across organizations. We delve into how their combined expertise in X-Matrix strategy deployment and Obeya visualization creates powerful frameworks for aligning teams and keeping strategic conversations alive throughout execution.
"It's not about whether agile works or not. It's about whether your business is being successful."
Karl Scotland shares how his journey from tactical agile practices to strategic thinking began with a deceptively simple question: "How will we know if this agile thing is working?" This fundamental inquiry exposed a common gap in organizations - the disconnect between implementation methodologies and measurable business outcomes. Karl explains how this led him to develop the X-Matrix, a powerful visualization tool that connects true north, aspirations, strategies, tactics, and evidence on a single page, creating coherence across organizational efforts.
Jim Benson reflects on his complementary path, observing how organizations often focus intensely on transformations without creating clear alignment between corporate needs, team activities, and customer value. This absence of a "full story" connecting strategic intent to daily work leaves teams uncertain if they're actually doing the right things. Jim highlights how their combined approach addresses this critical gap through collaborative strategy development and visual management.
"Strategy has often been things that C-level people do when they go on a retreat to Cancun...and everybody's like 'why?' and they're like 'Cancun'...the story of how that came about isn't there."
Karl and Jim introduce their innovative approaches to making strategy visible and actionable. The X-Matrix provides a powerful framework for capturing the five key elements of strategy (True North, Aspirations, Strategies, Tactics, and Evidence) on a single sheet, showing how these elements correlate. This creates a comprehensive strategic story that answers what an organization is doing, why they're doing it, how they'll know it's working, and what success ultimately looks like.
This strategic framework then comes to life in the Obeya room, which Jim describes as a physical or virtual space containing a family of visualizations. These include value stream maps, A3s, time series data, personal Kanbans, collaborative problem-solving tools, and KPIs - all designed to support the execution of the strategy articulated in the X-Matrix. By bringing these elements together, teams can maintain a living strategic conversation, allowing for continuous learning and adaptation based on real evidence.
In this section, we also refer to:
Esko Kilpi’s Interactive Value Creation blog, where he explores different aspects of value creation, including how conversations are the core interaction pattern.
The Backbriefing, From Stephen Bungay’s book The Art of Action
"You don't create an annual strategy, but you create a living strategic conversation within the organization."
The power of connecting X-Matrix and Obeya approaches lies in their ability to catalyze and sustain meaningful strategic conversations. Karl describes the X-Matrix as an "architecture for your Obeya" and emphasizes the importance of continuous strategy development rather than static planning. He introduces concepts like "catch-ball" from Lean and "backbriefing" from military commander Stephen Bungay, which create feedback loops to ensure shared understanding and effective execution.
Jim highlights how this approach transforms strategy from an annual event into an ongoing dialogue where everyone can see how their work connects to larger goals. He emphasizes the importance of choosing language carefully, noting his appreciation for Karl's use of "evidence" rather than "metrics" - a subtle but significant distinction that encourages learning and psychological safety rather than mere measurement. This creates environments where people feel safe to discuss what's actually happening rather than hiding problems.
"I want people to own the process themselves, which is the agreements of how they will interact, and then they deploy tools like their Obeya to facilitate that process and those interactions."
When discussing the recent PMI and Agile Alliance merger, both speakers offer thoughtful perspectives on the evolution of agile methodologies. Jim describes this as part of an ongoing commodification of agile practices, suggesting that we're entering a post-framework era where teams can draw from multiple approaches to craft ways of working that suit their specific context rather than adhering to rigid methodologies.
Karl reflects on how the early agile community started with like-minded people coming together to share ideas and be "heretics," but eventually evolved into larger, more commercially-driven conferences and organizations. He sees the future in smaller, more focused communities of practice developing around specific interests or approaches - like the collaboration he and Jim have renewed with their course and strategic visualization work.
"The word 'evidence' is a painfully poignant word... Evidence is something that grows over time based on investigation."
A fascinating insight from this conversation is Jim's observation about the transformative power of visualization and language in creating psychological safety. He notes that when organizations approach their Kanban or Obeya with a learning mindset - seeking evidence rather than just tracking metrics - the entire conversation changes. Problems become opportunities for learning rather than failures to hide.
Karl's careful choice of terminology in his TASTE model (True North, Aspirations, Strategies, Tactics, Evidence) reflects this intention, deliberately moving away from terms like "annual targets" or "process metrics" to encourage more holistic thinking. This approach helps create environments where strategic conversations can flourish across organizational boundaries, keeping everyone aligned on both direction and progress.
About Karl Scotland and Jim Benson
Karl Scotland is known for his groundbreaking work with the X-Matrix, integrating Agile principles with strategic planning. His innovative approach focuses on aligning True North, aspirations, strategies, tactics, and evidence into a single, collaborative visualization. Karl has extensive experience helping organizations develop continuous strategy development practices that connect strategic intent with execution.
You can link with Karl Scotland on LinkedIn.
Jim Benson is the visionary author of Personal Kanban and The Collaboration Equation. Jim's expertise lies in collaborative management, visualizing work, and fostering humane, team-driven environments. Through his work at Modus Institute, Jim helps organizations create systems that support continuous improvement and meaningful workplace conversations.
You can link with Jim Benson on LinkedIn.
Zvonimir shares his experience with a Product Owner who demonstrated exceptional growth over a two-year period. What made this PO stand out was their willingness to receive feedback from the team and adjust their behavior accordingly. When the team expressed difficulty accessing the PO for questions and early feedback, the PO responded by rearranging their schedule to sit near the team part-time. Zvone emphasizes how these incremental changes, driven by openness to feedback, transformed this person into an exemplary Product Owner. The key insight: great Product Owners honor past practices while embracing necessary changes for the future.
Self-reflection Question: How might your willingness (or reluctance) to accept feedback be affecting your development as a Product Owner?
In this segment, Zvonimir describes working with a Subject Matter Expert who was assigned the Product Owner role despite not wanting the responsibility. While this person excelled at documenting requirements from their extensive knowledge, they resisted taking on core PO duties. The organization assigned them the role but didn't push for proper adoption of responsibilities. Consequently, the team and Scrum Master were forced to assume PO duties to fill the gap. Although this arrangement functioned temporarily thanks to the team's capabilities and the SME's knowledge, it created an unsustainable situation where role accountability was unclear.
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and become a Pragmatic Innovator.
About Zvonimir Durcevic
Zvonimir has worked in agile product development since 2005, holding roles such as Scrum Master, Agile Coach, IT Project, and R&D Manager. He works with teams to co-create tailored solutions to increase engagement and improve customer focus and effectiveness, enabling accelerated value delivery and rapid adaptation to change.
You can link with Zvonimir Durcevic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Zvonimir defines Scrum Master success as being explicit and intentional about defining and achieving goals. He references Richard Hackmann's model of team effectiveness as a framework to evaluate whether he's helping teams become truly effective. For Zvone, success comes from creating structures that provide teams with feedback about their performance and being explicit about the team's purpose through practices like chartering. By focusing on these elements, Scrum Masters can help teams build the foundation for sustainable success.
This solution-focused retrospective format, inspired by the work of Ralph Miata and Veronika Jungwirth, allows teams to briefly acknowledge problems before pivoting quickly to what they want to achieve instead. Zvonimir explains that while teams need space to express challenges, the format redirects energy toward envisioning a better future through solution-focused questions. The process includes validating problems, using scale questions (0-10) to assess current status, reviewing past attempts at reaching goals, and designing small experiments to move toward desired outcomes. This approach helps teams shift from problem-orientation to goal-orientation.
Self-reflection Question: How might reframing your team's persistent problems as goals change your approach to addressing them?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and become a Pragmatic Innovator.
About Zvonimir Durcevic
Zvonimir has worked in agile product development since 2005, holding roles such as Scrum Master, Agile Coach, IT Project, and R&D Manager. He works with teams to co-create tailored solutions to increase engagement and improve customer focus and effectiveness, enabling accelerated value delivery and rapid adaptation to change.
You can link with Zvonimir Durcevic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
In this episode, Zvonimir discusses his experience supporting a leadership team transitioning from a traditional command-and-control management style to a more collaborative approach involving people in change decisions. Drawing from EDGE Theory of Change (based on Arnold Mendel's work) and Organization and Relationship Systems Coaching (ORSC) training, Zvone helped the leadership team understand what awaited them on the "other side" of this transformation. Through multiple half-day coaching sessions, he guided them in defining their new leadership identity and developing self-reflection skills. A critical element of this work was creating a conflict protocol that allowed leaders to discuss different perspectives constructively. Zvone emphasizes the importance of helping teams create a "third identity" – a new collective self that emerges through transformation.
Self-reflection Question: What elements of your current leadership identity would you need to let go of to embrace a more collaborative approach to change?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and become a Pragmatic Innovator.
About Zvonimir Durcevic
Zvonimir has worked in agile product development since 2005, holding roles such as Scrum Master, Agile Coach, IT Project, and R&D Manager. He works with teams to co-create tailored solutions to increase engagement and improve customer focus and effectiveness, enabling accelerated value delivery and rapid adaptation to change.
You can link with Zvonimir Durcevic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Zvonimir shares a story about a five-person team developing an important product who maintained good internal dynamics but limited their interaction with the rest of the organization. Despite delivering quality work, they were viewed as a "difficult team" by stakeholders. When Zvone joined, he conducted assessments and introduced context diagramming to map the team's relationships and dependencies. This exercise revealed the complexity of their communication network and helped the team understand that cutting off relationships with stakeholders was counterproductive. The breakthrough came when the team began using the context diagram to explain their situation to others, helping stakeholders recognize how organizational factors were affecting the team's work.
Self-reflection Question: How might mapping your team's communication network reveal disconnects that are affecting your effectiveness?
Zvonimir recommends "Agile Transformation" by Michael Spayd as a resource that helped him understand how to examine systems through different lenses. The book provides multiple perspectives for gaining deeper insights into the systems we work with. Zvone particularly values the book’s ability to help practitioners look beyond surface-level issues and understand underlying dynamics in organizations undergoing Agile transformations.
In this section we talk about the Integral agile transformation framework.
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and become a Pragmatic Innovator.
About Zvonimir Durcevic
Zvonimir has worked in agile product development since 2005, holding roles such as Scrum Master, Agile Coach, IT Project, and R&D Manager. He works with teams to co-create tailored solutions to increase engagement and improve customer focus and effectiveness, enabling accelerated value delivery and rapid adaptation to change.
You can link with Zvonimir Durcevic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
In this episode, Zvonimir shares a pivotal experience that shaped his approach as a Scrum Master. His team started strong with excellent stakeholder relationships, but gradually team members began missing refinement meetings as they took on more outside responsibilities. Despite conversations with management, the issue persisted, leading to a growing backlog that no one wanted to trim down. Zvone learned critical lessons about the importance of establishing clear working agreements with stakeholders and sponsors from the beginning. He emphasizes the need to create proper communication channels, as successful Agile work depends on reaching the right people when problems arise.
Self-reflection Question: How might the communication agreements in your organization be contributing to your team's ability to focus on their work?
🚀 Global Agile Summit 2025
Join us in Tallinn, Estonia, from May 18th – 20th, 2025, for an event that will inspire, challenge, and equip you with real-world Agile success stories.
🌍 Connect with global Agile leaders.
đź’ˇ Learn practical strategies for impact.
🔥 Break free from Agile fatigue and <strong>become a Pragmatic Innovator</strong>.</p>
About Zvonimir Durcevic
Zvonimir has worked in agile product development since 2005, holding roles such as Scrum Master, Agile Coach, IT Project, and R&D Manager. He works with teams to co-create tailored solutions to increase engagement and improve customer focus and effectiveness, enabling accelerated value delivery and rapid adaptation to change.
You can link with Zvonimir Durcevic on LinkedIn.
In this BONUS episode, we explore the evolving landscape of cybersecurity in the age of artificial intelligence. Dr. Eric Cole, a renowned cybersecurity expert and author of Cyber Crisis: Protecting Your Business from Real Threats in the Virtual World, shares critical insights about how AI is transforming security strategies. From the privacy concerns of our always-connected devices to practical tips for protecting your business and personal information, this conversation offers essential knowledge for navigating our increasingly digital world.
"We are giving away our IP, our data, and our privacy. The data set is what gives value to AI."
The rise of artificial intelligence presents both opportunities and serious risks in the cybersecurity landscape. Dr. Cole emphasizes that while many focus solely on AI's benefits, we often overlook the fact that we're surrendering vast amounts of our sensitive information, intellectual property, and private data to AI providers. This data becomes the foundation of AI's value and capabilities, creating a significant privacy concern that many organizations fail to properly address. As we embrace these new technologies, we must carefully consider what information we're willing to share and what safeguards should be in place.
"Attacks today are mostly social engineering. We end up having to retrain people to not trust their email."
Today's cybersecurity threats have evolved beyond traditional technical exploits to focus primarily on social engineering—manipulating people into compromising their own security. Dr. Cole explains that modern attackers increasingly target the human element, requiring organizations to fundamentally retrain employees to approach communications with healthy skepticism. Particularly concerning are mobile threats, as our phones constantly record audio and other personal data. Dr. Cole warns that "free" apps often come with a hidden price: your privacy and security. Understanding these attack vectors is essential for developing effective defense strategies in both personal and professional contexts.
"Security is not a barrier, not an obstacle. Cybersecurity is a business enabler."
Dr. Cole challenges the common perception that security measures primarily restrict functionality and impede business operations. Instead, he reframes cybersecurity as a critical business enabler that should be integrated into strategic decision-making. Organizations need to make deliberate decisions about the tradeoffs between security and functionality, understanding that proper security measures protect business continuity and reputation. Dr. Cole particularly warns about supply chain attacks, which have become increasingly prevalent, and emphasizes that awareness is the foundation of any effective protection strategy. He recommends centralizing data for easier security management and advises that client devices should minimize storing sensitive data.
"You don't go anywhere without your cell phone. Your cell phone is never more than a foot from you it's with you wherever you go... which means if somebody wants to track and monitor you they can."
We often worry about theoretical tracking technologies while overlooking the sophisticated tracking device we voluntarily carry everywhere—our mobile phones. Dr. Cole points out the irony that people who would never accept being "chipped" for tracking purposes willingly keep their phones within arm's reach at all times. These devices record our locations, conversations, messages, and activities, creating a comprehensive digital trail of our lives. With access to someone's phone, anyone can trace their movements for months and access an alarming amount of personal information. This risk is compounded when we back up this data to cloud services, effectively giving third parties access to our most sensitive information. Understanding these vulnerabilities is the first step toward more mindful mobile security practices.
"We have too much information, too much data. How can we use that data effectively?"
The cybersecurity landscape presents significant business opportunities, particularly in making sense of the overwhelming amount of security data organizations collect. Dr. Cole identifies data correlation and effective data utilization as key investment areas. Modern security systems generate vast quantities of logs and alerts, but transforming this raw information into actionable intelligence remains a challenge. Companies that can develop solutions to effectively analyze, correlate, and extract meaningful insights from security data will find substantial opportunities in the market, helping organizations strengthen their security posture while managing the complexity of modern threats.
"Go for secure coding courses. This helps us understand how software can be exploited."
For software developers looking to build more secure applications, Dr. Cole recommends focusing on penetration testing skills and secure coding practices. Understanding how software can be exploited from an attacker's perspective provides invaluable insights for designing more robust systems. By learning the methodologies and techniques used by malicious actors, developers can anticipate potential vulnerabilities and incorporate appropriate safeguards from the beginning of the development process. This proactive approach to security helps create applications that are inherently more resistant to attacks rather than requiring extensive security patches and updates after deployment.
About Dr. Eric Cole
Dr. Eric Cole is the author of "Cyber Crisis, Protecting Your Business from Real Threats in the Virtual World." He is a renowned cybersecurity expert with over 20 years of experience helping organizations identify vulnerabilities and build robust defense solutions against advanced threats. He has trained over 65,000 professionals worldwide through his best-selling cybersecurity courses and is dedicated to making cyberspace a safe place for all.
You can link with Dr. Eric Cole on LinkedIn, or visit his company’s website Secure-Anchor.com.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Marina identifies that while product skills are important, it's leadership abilities that truly distinguish exceptional Product Owners. Great POs demonstrate strong empathy and lead by example, creating an environment where the team feels supported. Marina emphasizes the importance of availability – outstanding Product Owners make themselves accessible to their teams when needed, establishing a presence that goes beyond just attending ceremonies. This leadership through presence and support fosters trust, enabling teams to approach challenges with confidence knowing their PO has their back.
Marina describes a problematic pattern where Product Owners fail to understand their team's strengths and weaknesses. These POs lack awareness of team composition – not recognizing the balance between senior and junior members or understanding their specific challenges. This blindness leads to unrealistic expectations about what the team can accomplish in a sprint. Marina suggests addressing this by establishing regular sync meetings with the PO to discuss team dynamics and challenges. By helping Product Owners understand team composition, Scrum Masters can bridge this knowledge gap and foster more realistic planning and expectations.
Self-reflection Question: How might you help a Product Owner better understand the unique composition and capabilities of your team without creating an adversarial dynamic?
About Marina Lazovic
Marina is a Scrum Master and Kanban Trainer from Belgrade, Serbia, with nearly a decade in the IT industry. Though not from a technical background, she is passionate about helping development teams and organizations optimize processes and build great products using Agile. She thrives on driving efficiency and fostering collaboration.
You can link with Marina Lazovic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Marina reflects on how her understanding of Scrum Master success has evolved, noting that delivery optimization is an aspect she previously undervalued. For her, success means supporting teams to deliver in an optimal way with stable flow. She emphasizes that since software is built for users, delivery is the ultimate measure of value creation. Marina recommends discussing with teams what "delivery" actually means in their context and focusing on aspects within the team's control. She suggests using the "circle of influence" concept to define what constitutes delivery and to identify actionable improvement options during retrospectives. By concentrating on sprint-level delivery metrics, teams can establish a concrete definition of success that ties directly to value creation.
Marina prefers keeping retrospectives simple and direct, recognizing that developers typically appreciate getting straight to the point. She particularly recommends the Lean Coffee format, which provides structure while allowing teams to focus on what matters most to them at that moment. What makes this format effective is its adaptability and efficiency. Marina emphasizes the importance of asking teams which retrospective formats they prefer rather than imposing a particular structure. To make retrospectives actionable, she insists on specifying WHO will do WHAT and by WHEN for every action item, ensuring clear accountability and follow-through on improvement initiatives.
Self-reflection Question: How clearly defined is "delivery success" for your team, and what specific flow metrics could you introduce to make it more concrete?
About Marina Lazovic
Marina is a Scrum Master and Kanban Trainer from Belgrade, Serbia, with nearly a decade in the IT industry. Though not from a technical background, she is passionate about helping development teams and organizations optimize processes and build great products using Agile. She thrives on driving efficiency and fostering collaboration.
You can link with Marina Lazovic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Marina describes her experience introducing data-driven decision making to help teams improve their processes. Starting with basic metrics like velocity, she gradually expanded to more sophisticated data points such as how long items remain in specific workflow states. She emphasizes the importance of introducing these concepts naturally into daily work and using the data to spark meaningful conversations with both the team and Product Owner. By examining why items were stuck and for how long, the team uncovered underlying issues they could address. Marina also explains how she used historical data to inform sprint planning, making estimates more realistic. Her approach focused on simplicity—introducing one data point at a time, avoiding jargon, encouraging teams to discover problems themselves, and empowering them to develop their own solutions rather than imposing answers.
Self-reflection Question: What single data point could you start tracking that might reveal the most important improvement opportunity for your team?
About Marina Lazovic
Marina is a Scrum Master and Kanban Trainer from Belgrade, Serbia, with nearly a decade in the IT industry. Though not from a technical background, she is passionate about helping development teams and organizations optimize processes and build great products using Agile. She thrives on driving efficiency and fostering collaboration.
You can link with Marina Lazovic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Marina shares the story of a small team of three developers who were struggling with multiple challenges. The team was primarily working on front-end fixes but faced persistent environment issues that kept breaking their work. Under pressure from a Product Owner pushing for delivery, the team fell into the trap of working on too many things simultaneously, resulting in items staying perpetually "in progress" and never reaching "done." As the situation deteriorated, the PO began micromanaging the team in attempts to unblock work. Marina explains how she helped the team understand the value of limiting work-in-progress (WIP), even when initially both developers and the PO were resistant to the idea. Through experimentation over several sprints, they discovered that limiting WIP actually increased their completion rate rather than reducing it.
Self-reflection Question: What work-in-progress limits might benefit your current team, and how could you experiment with implementing them in a way that addresses stakeholder concerns?
Marina recommends "The Five Dysfunctions of a Team" as an essential read for Scrum Masters. She describes it as a book filled with valuable lessons and examples that she could easily identify in her workplace. Marina finds particular value in sharing the concepts with her teams and using the book as a framework to discuss dysfunction patterns they might be experiencing. The practical examples provided in the book serve as excellent conversation starters to help teams recognize and address their own challenges.
About Marina Lazovic
Marina is a Scrum Master and Kanban Trainer from Belgrade, Serbia, with nearly a decade in the IT industry. Though not from a technical background, she is passionate about helping development teams and organizations optimize processes and build great products using Agile. She thrives on driving efficiency and fostering collaboration.
You can link with Marina Lazovic on LinkedIn.
Read the full Show Notes and search through the world's largest audio library on Agile and Scrum directly on the Scrum Master Toolbox Podcast website: http://bit.ly/SMTP_ShowNotes.
Marina shares her challenging experience of being the first Scrum Master to join a company new to Agile. She describes the awkward moment of joining a team via Zoom, only to discover that no one knew she was coming or fully understood her role. Marina explains how she navigated this uncomfortable situation by being patient, transparent, and not taking people's defensive reactions personally. She emphasizes that when people face unexpected change, their fear can manifest as resistance, making it crucial for Scrum Masters to remain calm, open, and focused on building understanding rather than reacting with frustration.
Self-reflection Question: How might you prepare yourself emotionally and strategically for joining a team that isn't expecting you or doesn't understand the Scrum Master role?
About Marina Lazovic
Marina is a Scrum Master and Kanban Trainer from Belgrade, Serbia, with nearly a decade in the IT industry. Though not from a technical background, she is passionate about helping development teams and organizations optimize processes and build great products using Agile. She thrives on driving efficiency and fostering collaboration.
You can link with Marina Lazovic on LinkedIn.
In this BONUS episode, we explore the challenges leaders face during transformations with leadership coach Andra Stefanescu. Drawing from her extensive research and coaching experience, Andra shares powerful insights on fostering psychological safety, understanding brain-based responses to change, and developing the emotional intelligence needed to lead effectively. She reveals practical frameworks and techniques that help leaders navigate resistance and build meaningful connections with their teams.
"People are giving resistance... and in general, leaders are feeling overwhelmed in times of changes, whatever those changes are."
Resistance and overwhelm are the two biggest challenges leaders face during transformations. Through her research and coaching work across different industries, Andra has found that leaders often feel powerless when their teams resist change. This resistance stems from basic psychological needs not being met. Leaders can overcome these challenges by understanding the different psychological needs of their team members and adapting their communication accordingly. By using specific frameworks, leaders can address resistance more effectively and rediscover their passion for leadership.
"When something is changed, whatever that is... what your brain perceives is like a threat because the one question that we put all day long in our brains is: is this safe for me?"
The brain naturally resists change because it prefers routine and automation. When facing transformation, people instinctively question whether the change is safe, which triggers resistance. This creates a challenging dynamic where leaders experiencing their own fear and resistance become less able to empathize with their team's concerns. Andra emphasizes the importance of leaders "putting their own mask on first" by acknowledging their own feelings and ensuring they're in the right state of mind before attempting to lead others through change.
"Middle managers are in the middle, they have high pressure from above, high pressure from down... And this is where they arrive in this powerless situation, where they ask themselves, how can I make this work?"
One common scenario Andra encounters is middle managers feeling trapped between conflicting demands. They face pressure from upper management to implement changes quickly while experiencing resistance from their teams below. This position often leads to feelings of powerlessness and diminished job satisfaction. Andra notes that despite the depth of this challenge, it can be addressed through techniques that help leaders recalibrate themselves and improve communication with others.
"Employees who report to have a leader with low emotional intelligence are four times more likely to leave the company within one year."
Emotional intelligence is increasingly recognized as a critical leadership skill. Andra's research shows that 31% of employees who experience burnout report lacking support or recognition from leadership. She approaches developing emotional intelligence through guided self-reflection rather than external assessment, helping leaders gain insights about their communication patterns and relationships. Psychological safety doesn't happen by default—it requires active work and maintenance from leaders.
"There are specific buttons that you press positively or negatively, and when you press them positively, you are most probably meeting also the psychological needs of the people."
Andra recommends the SCARF model developed by Dr. David Rock as a practical framework for leadership communication. This model identifies five key domains that affect how people collaborate: Status, Certainty, Autonomy, Relatedness, and Fairness. By understanding and addressing these domains positively, leaders can better meet their team members' psychological needs. Additionally, she recommends the Process Communication Model (PCM), which helps leaders identify different personality types and adapt their communication accordingly.
"Put the relationship above your agenda because it's more important to have a long-term relationship than to achieve whatever you wanted to go through with."
One powerful principle Andra teaches is to connect before attempting to collaborate. Too often, leaders jump straight into tasks or discussions without first establishing a connection, failing to consider the other person's current state of mind. By asking simple questions like "What's on your mind today?" or "What is your intention for this meeting?", leaders can build psychological safety and maintain relationships that endure beyond immediate goals. This approach recognizes that workplace relationships should be viewed as long-term investments rather than transactional encounters.
"Ask: why do I get resistance? How can I communicate in a way that I get followers instead of resistance?"
For sustainable growth, Andra encourages leaders to reflect on why they encounter resistance and how they might communicate differently to inspire followers instead. Self-awareness is crucial—leaders need to understand their own communication patterns and leadership styles before they can effectively influence others. By learning frameworks based on neuroscience and practicing new communication techniques, leaders can create environments where both they and their teams thrive during transformations.
To better understand how change affects our brain, Andra recommends Your Brain at Work by Dr. David Rock.
About Andra Stefanescu
Andra is a leadership coach and facilitator specializing in brain-based ways to foster psychological safety and team collaboration. She helps leaders navigate transformation challenges with playful, neuroscience-driven techniques. Passionate about creating healthy workplace relationships, Andra empowers teams to resolve conflicts, make better decisions, and experience meaningful growth through customized training experiences.
You can link with Andra Stefanescu on LinkedIn and follow Andra Stefanescu on Substack.