Design Systems Team/Team Processes

"Continuous improvement is better than delayed perfection."

Kanban
Kanban is a scheduling system developed at Toyota with the aim of balancing demand and capacity, and limiting the amount of work in progress at the same time.

Estimation
Dedicate a portion of DST Planning meetings to estimate tasks chosen by the team:


 * Tasks in the “Up Next” column of our main workboard, starting with those marked high priority.


 * Technical Program Manager facilitates, using https://planningpokeronline.com to create a room for the team.
 * Engineering Manager, Product Manager, and Technical Program Manager should “Join as spectator.”
 * Task creator describes the task at a high level. Team has a chance to discuss/clarify.
 * Engineers & designers (depending on the task) select the number that correlates to their estimate of the task:
 * 1 point = Small. We feel we understand most requirements and consider it relatively easy. Most likely be completed within a day or two.
 * 3 points = Medium. We know what needs to be done, but there may be a few extra steps. Most likely completed within one week.
 * 5 points = Large. This is complex work, or work we don’t do very often. Will likely involve research or consultation. Most likely completed within two weeks.
 * 8 points = Extra Large. We need to break this down further (add to next Task Refinement agenda, or set up a separate meeting if urgent).
 * Once all estimators have estimated, the cards are revealed. Team discusses & aligns on an estimate.
 * Technical Program Manager adds the estimate to the Phabricator task, and moves the task into a logical column/board if needed.
 * Estimates may be updated at any time as the work progresses.

Work in progress (WIP) limits
Recommended background reading: https://www.atlassian.com/agile/kanban/wip-limits

Each column in the Design-Systems-Sprint board shall have either a defined WIP limit, or no WIP limit:


 * Committed: 30 points
 * Blocked: no WIP limit
 * Research: 30 points
 * Ready for Design: 15 points
 * In Design: 15 points
 * Design Review: 15 points
 * Ready for Development: 15 points
 * In Development: 15 points
 * Code Review: 15 points
 * Design Sign-Off: 15 points
 * QTE Sign-Off: 5 points
 * Product Sign-Off: 5 points
 * Pending Release: no WIP limit

Planning

 * Review/discuss tasks that have been prioritized by PM for the next two weeks
 * Achieve a shared understanding of the work
 * Estimate tasks, accounting for complexity, risk, and difficulty

Task Refinement

 * Focusing on tasks in the "Needs Refinement" column of Design-Systems-Team board:
 * Clarify requirements, acceptance criteria, dependencies for tasks within our top priority projects

Strategy

 * Discuss open questions around our product strategy and realign on the roadmap and OKRs.

Engineering Enclave

 * Discuss technical topics in-depth
 * Standing topics:
 * If we're going to swarm, let's coordinate our swarming
 * What needs to be included in the next release?
 * What should we do in our next live code review session?

Live Code Review

 * Engineers review a pre-selected patch or patches together

Standup

 * Bring questions & issues that would benefit from real-time discussion - particularly about design/engineering handoff & spec review

Design Sync

 * Discuss and align on topics related to the design of patterns, components and guidelines

Office Hour

 * Discuss emergent topics related to team direction, strategy, and processes with product/engineering/design/program management
 * Surface questions/issues that need cross-functional support or decision-making between engineering, design, and product/program management

Team Processes Task Force

 * Ensure DST team processes are defined, socialized, and understood
 * Facilitate improvements to team processes, such as:
 * Choosing and adhering to an Agile framework (scrum, kanban, etc)
 * Phabricator boards & workflows
 * Meeting purposes & cadences

Tea Time

 * Enjoy some low-key social time together
 * Get to know each other better