Scrum of scrums

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To keep Wikimedia Engineering teams abreast of one another, we have a weekly scrum of scrums (SoS) meeting where representatives from each department exchange updates. The meeting is currently held on Wednesdays at 17:35 UTC (10:35 Pacific), and is facilitated by a rotating chair.

Resources[edit]

Expectations[edit]

  • Please have your updates in the etherpad before the meeting starts.
  • Do not read your content in the etherpad out loud.
  • Instead:
    • Indicate blockers or teams that you are about to block.
    • Be selective in speaking to things that truly are affecting a larger portion of the development community.
    • Share higher-level summaries of changes that will impact other teams, call-outs, asking each other questions, and celebrating successes.
    • Share relevant info from meeting with your team.

Rules of engagement[edit]

  • If you must miss a meeting and cannot send a proxy, then before the meeting please enter your answers to the SoS questions (below) on the meeting etherpad.
  • Be prepared. Have your updates and dependencies ready, and, review/update the dependency wall before the meeting.

Each representative answers the following:

  • What has your team done since we last met?
  • What will your team do before we meet again?
  • Is anything slowing your team down or getting in their way?
  • Are you about to put something in another team’s way?

Facilitator responsibilities[edit]

At the meeting[edit]

  • Ensure meeting starts/ends on time.
  • Ensure conversation stays focused and relevant. Direct conversations to happen off-line as needed.
  • Ensure there is an owner for cross-team commitments when possible (e.g. if one team needs a particular patch reviewed urgently, try to get someone in the room to commit to helping them out).
  • Ensure dependency wall is up-to-date.
  • Ensure clear notes are taken and posted.
    • It is valuable to highlight particularly important action items/needs/touch-points.
    • It is also valuable to keep track of which teams are present at SoS and encourage missing teams to respond to the questions/review the dependency board via email.

After the meeting[edit]

  • Wiki
    • Within 24 hours after the weekly Scrum of Scrums meeting on Wednesdays, copy this week’s content from the etherpad to subpage of this page. Example: Scrum of scrums/2019-03-20.
    • Create the page with source editor. That will remove all formatting. (If you have New wikitext mode enabled in Special:Preferences, if you paste as wikitext via Ctrl or Cmd+V from the etherpad it will double every new line. Instead, do paste-as-plaintext via Ctrl or Cmd+ Shift+V.)
    • Fix formatting errors (mostly whitespace) and typos.
    • Make sure that all blocking/blocked tasks are in both teams. (If team A is blocked by team B with task T, the task should be in blocked section of team A and blocking section of team B.)
    • Delete empty sections (teams with no updates, blocking/blocked/updates with no content).
  • Etherpad
  • E-mail
    • To: wikitech-l.
    • Subject: Scrum of scrums/[DATE]. Example: Scrum of scrums/2019-05-01
    • Body:
      • URL of the wiki page.
      • Source of the wiki page.
    • Example: [Wikitech-l] Scrum of scrums/2019-05-01
    • Check wikitech-l about once a week to see if the email sparked any questions.

Meeting notes[edit]