How to improve Daily for Remote Teams

The Daily Stand-up for Remote Teams serves as the primary means of connecting as they begin to establish relationships. For some team members, this meeting may be their sole opportunity for discussion until they become more familiar with one another and start reaching out more frequently.

In contrast to the Daily Stand-up for teams working in the same location, the Daily Stand-up for remote teams requires increased focus and readiness to ensure a stable connection, functioning web camera, and shared team board.

The use of a webcam is crucial for a remote team. Utilizing the webcam during meetings enhances collaboration, increases focus, and boosts energy levels among team members. This practice aligns with one of the Agile principles: "The most efficient and effective method of conveying information to and within a development team is face-to-face conversation" (Agile Principles). In face-to-face interactions, we can observe reactions, facial expressions, smiles, or signs of frustration, as well as background details that can spark conversations at any moment.

Prior to commencing the remote meeting, it is essential for the team to establish a team AGREEMENT regarding the communication channels to ensure that all members have access to platforms such as Skype, Zoom, Teams, etc. Additionally, the team should reach a consensus on enabling camera sharing or utilizing a meeting room equipped with a webcam to facilitate visual interaction among members regardless of their locations.

During the Daily Stand-up, it is essential for the Team to refer to the digital story board to easily track progress and identify any obstacles. Furthermore, the board enhances transparency within the team and facilitates linking discussions among members to the stories displayed on the board.

No Stand Up! When participating in the Daily meeting remotely from a laptop at home or the office, there is no requirement to stand up, as it would seem odd to stand in front of a screen. Standing could be an option if you have an adjustable desk, or if some team members are physically together in a meeting room while others are joining virtually.

Ways to enhance your daily remote work:

• When a new team is established, the Scrum Master initially presents the virtual story board. After a certain period (typically around two weeks, but this can vary based on the team), the Scrum Master encourages team members to take charge of managing the board. One approach is to appoint a Board Champion/Sheriff/Fairy to oversee it for a week and then rotate this responsibility among team members. Initially, some individuals may feel hesitant as they are unfamiliar with the task, but with practice, team members will readily offer to manage the board. If one team member consistently takes on this role, it is advisable to request that they step back and allow others in the team to participate.

  
  

• Add the 4th question to the Daily Meeting agenda: "How are you feeling today?" This inquiry aims to foster a positive atmosphere, strengthen team bonds, and promote unity. Despite being geographically dispersed, this question offers a unique opportunity for team members to connect and understand each other better.

  
  

• Ensure agreement among team members regarding an alternative backup communication channel (such as email, Slack, SMS, WhatsApp, etc.) to use in case the primary channel encounters issues. This practice should be followed for all remote meetings.

  
  

• If there are more individuals in a single location, designate a buddy to assist the Scrum Master with setting up the connection/meeting room at that location. The buddy can be rotated every sprint. If some team members are not comfortable sharing their webcam, an alternative option would be to reserve a meeting room at their office.

  
  

• Instead of pushing people to share the webcam, it is better to invite them and highlight the benefits of doing so. Pushing will only result in resistance. You can engage in some games when everyone is together in one place, such as having some people hide behind drapes or a foam board to create a sense of distance. This can be a fun exercise and will help them understand the challenge more easily.

  
  

• Try out the Daily Stand-up Game and motivate remote participants to show their cards on camera. The Scrum Master should ensure that everyone is involved in the game, perhaps by recognizing the most agile location or the best headphones in the group (the ones with the biggest ears to listen).

  
  

• Each speaker should nominate the next one to maintain spontaneity and order. This way, anyone can speak at any time, encouraging active listening. A great game to improve listening skills is where one team member starts talking and the next one continues with the last word used by the previous colleague. It's a fun game that teaches the team the importance of active listening, suitable for both co-located and remote teams.

  
  

• Encourage team members to join the meeting a few minutes early to ensure that all equipment is working properly. If everything is in order, you can engage in light-hearted conversations and establish a habit of joining early for a social chat. If only some team members are remote, everyone should join remotely and be asked to do so from a quiet place to ensure effective listening.

  
  

  A nightmare remote Daily:

  
  

• No webcams available, only an older photo is shown

• Microphone is enabled: individuals are typing on the computer instead of listening to their colleagues or taking breaks

• Background noise includes a dog, lawnmower, or children crying

• No virtual storyboard is being shared, everyone is discussing without visualizing the progress

• Multiple individuals talking simultaneously

• Interruptions and breaks in communication, resulting in losing team members along the way

  
  

Check List:

1. Are all team members equipped with access to the designated communication channels (chat, voice, video)?

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2. Do they all have access to the webcam?

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3. Have you established an alternative communication channel with the team in case the primary one malfunctions?

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4. Is there a meeting room available with built-in webcams?

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5. If multiple team members are gathered in one location, is there a designated group buddy to assist the meeting organizer?

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6. Is your team proficient in displaying the virtual storyboard/Kanban board independently?