Workshop on contract setup
Like the Feature shoot-out, it is an agile adoption strategy: it serves to inform clients or stakeholders about the benefits of agility, and to convince them, before starting to work with it.
When to use it
- When the client requires a fixed-price contract but the project scope is highly uncertain.
- When the client has experience with traditional contracts and distrusts agile approaches.
- As a negotiation phase prior to the start of the project, especially in custom development projects.
Workshop structure
The workshop can last one or two days, depending on the group and the level of detail. It is structured in eight phases:
1. Outline of the example using the traditional methodology ≈150 min
The project contract is drawn up following the traditional methodology, noting the problems that arise: scope uncertainty, rigidity in the face of change, and critical situations. Features can be broken down into epics and stories to make the real complexity visible. At the end, a summary of the worst-case scenario is presented: higher costs, massive effort, and loss of revenue.
2. Define the scope of the agile contract ≈15 min
A description is given of how the work in the previous phase was carried out and estimated, and how much effort some reference stories require.
3. The main components of the agile contract ≈45 min
The components of the type of agile contract best suited to the project are explained: shared risk, direct collaboration, frequent communication, and delivery criteria per sprint.
4. Break
Time to let the ideas settle and clear the mind.
5. Standard project situations ≈30 min
The development of the project is considered under the agile approach, showing how the contract process supports the development process.
6. Specific exceptional situations ≈60 min
Using examples from the actual project, exceptional situations are analyzed: scope changes, quality problems detected during the sprint, and project cancellation. The session demonstrates how the agile contract handles each case.
7. Simulate the end of the project ≈30 min
A summary is given of the time frame, the effort, and the added value with which the project can be completed. What happens in the worst case is also explained.
8. Retrospective and conclusions ≈60 min
Each participant gives their opinion. Standard group dynamics techniques are used. The outcome is a simplified agreement on the agile model that the client can take back to their organization.
Materials
Visual aids (flip charts, whiteboard) are recommended during the sessions, with a visual summary at the end of each phase. A template of the chosen agile contract type makes phase 3 easier.
Common mistake
Running the workshop with the wrong people. The Workshop on contract setup only makes sense with those who have the authority to make contractual decisions on the client's side. If the participants cannot commit to anything, the workshop generates conversation but no agreement. Before convening it, make sure that the decision-makers will be present.
References
- Gloger, Boris; Mittermayr, Ralf; Opelt, Andreas; Pfarl, Wolfgang. (2013). Agile Contracts: Creating and Managing Successful Projects with Scrum. Wiley.
See also
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