Delegation Poker – Management 3.0 ap-admin - September 12, 2020 0 'When working in complex environments with multiple teams and complex customer behavior, decision making and priority setting is very important.' Struggling With Delegation To Japanese Employees? Published on October 31, 2019 October 31, 2019. 32 Likes. 7 Comments.
Many times there is not clarity about some hard decisions that Managers has to rule and many times there are some decisions that should be delegated (of course after gaining the truth).
If you have to coach managers one of the suggestions is to delegate any decisions in order to get more time to dedicate to coach their employees.
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I found this amazing exercise called 'Delegation Poker' in Management 3.0 written by Jurgen Appelo.
The following statement were extracted from Management 3.0
'Delegation often comes down to either 'I do it' or 'You do it.' But there are really Seven Levels of Delegation. Use Delegation Poker to make clear who's responsible for what and to what level. This is a method where you can encourage employee engagement through controlled self-organization and clarified value and decision-making.
How do we play Delegation Poker?
Each team plays this game differently, so you can follow some of the more common rules we're sharing here or you can make up your own. It's all about organizing how you and your team look at delegation and self-organization.
Start by making a list of pre-defined cases or situations in which you want to create a delegation policy, establishing who has what influence. This can range from project design and authority to hiring new team members.
Team members should be organized in groups of three to seven people. Each teammate gets a set of cards numbered 1 through 7, signifying the Seven Levels of Delegation (see below.)
Team members will repeat the following steps for each pre-defined case:
- One person picks out a situation to read aloud OR he tells a story from personal experience.
- Each player chooses one of the seven delegation cards privately, reflecting on how she would delegate the decision in that particular situation.
- When all players have decided, they reveal their selected cards.
- Everyone earns points according to the value of their selected card, except the players that are the 'highest minority' (see below).
- Let the people with the highest and the lowest cards explain the reasoning behind their choices.
- You can then create a Delegation Board to show the results of your consensus.'
I used this exercise with a Product Owner, and stakeholder and a couple of Scrum Masters in order to decide many decisions such as: 'Interaction between Stakeholders and Scrum team members'. I know you should think: easy. Stakeholders only have to communicate with team members through Product Owner but I ran into missing Product Owners so it is good to know what is the boundary of this way of communication.
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To sum it up, this exercise is a great tool to change the behaviour of command and control. Every manager should delegate tasks time to time to get more time to do more important tasks.
I was asked to run a training for twelve managers on the topic 'Leading over distance'. This is what has emerged during the briefing:
- an organizational culture mostly focused on 'plan and control'
- a manager mindset mainly oriented on micromanagement
- extreme difficulties in chartering a smart working pilot project
I have decided to use an agile management 3.0 tool: delegation poker. My challenging aim was to convey the idea that even in a plan and control paradigm there was some space to use delegation in a very progressive and 'controlled' way. I know it could sounds very awkward to many of you. But eventually it worked. It was like introducing a young child to something he/she initially was afraid of based on his/her preconceptions.
In remote working the ability to delegate is essential.It was essential for these managers too. The crucial point was trying to find a way so that they could look at it in terms of a useful, and not 'menacing', management tool.
In many other previous trainings what participants were told was basically this: 'delegation is good'. But considering their culture what they really needed was to be guided 'hand in hand' on how to use the art of delegation with their employees.
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Since participants were managers with different roles and functions I have decided to introduce five cases relatively generic so that all of them could identify themselves with those cases, adding personal experiences. Before discussing the cases I have introduced participants to the seven levels of delegation as described by J.Appelo that you cand find here.
Delegation Poker Situations List
Here are three of the five cases proposed:
- It is time for the annual performance evaluation. During this meeting you will have to define your employee goals. In your opinion which is the best level of delegation to use for this task?
- A client has sent you an email complaining about the frequent delay of the work of one of your employees. In your opinion which is the best level of delegation to use in dealing with this situation?
- It is time to make a decision regarding the chance to explore new markets. In your opinion which is the best level of delegation for discussing this topic with your team?
I divided participants in two teams and I gave delegation cards to each member. Taking turns everyone has read a case. All team members could add something to it in order to better contextualize it. Since delegation is context-dependent, having in mind a clear picture of the context is very important.
Each participants picked the card that indicated the most appropriate level of delegation for the case presented. A group discussion followed. After this, people have had two minutes to vote again the 'right' level of delegation they would have chosen. After this second round those who have chosen the highest level but represent a minority, didn't get any point. While others could get points according to the level of delegation chosen.
The core of the exercise was coming to realize, in a safe place like the session training, that although they were all belonging to the same company, immersed in the same organizational culture – plan and control, there were managers who choose high level of delegation.They came to realize that there were different ways to promote internal accountability and engagement in employees.
Delegation Poker Situations Chart
'Delegation often comes down to either 'I do it' or 'You do it.' But there are really Seven Levels of Delegation. Use Delegation Poker to make clear who's responsible for what and to what level. This is a method where you can encourage employee engagement through controlled self-organization and clarified value and decision-making.
How do we play Delegation Poker?
Each team plays this game differently, so you can follow some of the more common rules we're sharing here or you can make up your own. It's all about organizing how you and your team look at delegation and self-organization.
Start by making a list of pre-defined cases or situations in which you want to create a delegation policy, establishing who has what influence. This can range from project design and authority to hiring new team members.
Team members should be organized in groups of three to seven people. Each teammate gets a set of cards numbered 1 through 7, signifying the Seven Levels of Delegation (see below.)
Team members will repeat the following steps for each pre-defined case:
- One person picks out a situation to read aloud OR he tells a story from personal experience.
- Each player chooses one of the seven delegation cards privately, reflecting on how she would delegate the decision in that particular situation.
- When all players have decided, they reveal their selected cards.
- Everyone earns points according to the value of their selected card, except the players that are the 'highest minority' (see below).
- Let the people with the highest and the lowest cards explain the reasoning behind their choices.
- You can then create a Delegation Board to show the results of your consensus.'
I used this exercise with a Product Owner, and stakeholder and a couple of Scrum Masters in order to decide many decisions such as: 'Interaction between Stakeholders and Scrum team members'. I know you should think: easy. Stakeholders only have to communicate with team members through Product Owner but I ran into missing Product Owners so it is good to know what is the boundary of this way of communication.
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To sum it up, this exercise is a great tool to change the behaviour of command and control. Every manager should delegate tasks time to time to get more time to do more important tasks.
I was asked to run a training for twelve managers on the topic 'Leading over distance'. This is what has emerged during the briefing:
- an organizational culture mostly focused on 'plan and control'
- a manager mindset mainly oriented on micromanagement
- extreme difficulties in chartering a smart working pilot project
I have decided to use an agile management 3.0 tool: delegation poker. My challenging aim was to convey the idea that even in a plan and control paradigm there was some space to use delegation in a very progressive and 'controlled' way. I know it could sounds very awkward to many of you. But eventually it worked. It was like introducing a young child to something he/she initially was afraid of based on his/her preconceptions.
In remote working the ability to delegate is essential.It was essential for these managers too. The crucial point was trying to find a way so that they could look at it in terms of a useful, and not 'menacing', management tool.
In many other previous trainings what participants were told was basically this: 'delegation is good'. But considering their culture what they really needed was to be guided 'hand in hand' on how to use the art of delegation with their employees.
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Since participants were managers with different roles and functions I have decided to introduce five cases relatively generic so that all of them could identify themselves with those cases, adding personal experiences. Before discussing the cases I have introduced participants to the seven levels of delegation as described by J.Appelo that you cand find here.
Delegation Poker Situations List
Here are three of the five cases proposed:
- It is time for the annual performance evaluation. During this meeting you will have to define your employee goals. In your opinion which is the best level of delegation to use for this task?
- A client has sent you an email complaining about the frequent delay of the work of one of your employees. In your opinion which is the best level of delegation to use in dealing with this situation?
- It is time to make a decision regarding the chance to explore new markets. In your opinion which is the best level of delegation for discussing this topic with your team?
I divided participants in two teams and I gave delegation cards to each member. Taking turns everyone has read a case. All team members could add something to it in order to better contextualize it. Since delegation is context-dependent, having in mind a clear picture of the context is very important.
Each participants picked the card that indicated the most appropriate level of delegation for the case presented. A group discussion followed. After this, people have had two minutes to vote again the 'right' level of delegation they would have chosen. After this second round those who have chosen the highest level but represent a minority, didn't get any point. While others could get points according to the level of delegation chosen.
The core of the exercise was coming to realize, in a safe place like the session training, that although they were all belonging to the same company, immersed in the same organizational culture – plan and control, there were managers who choose high level of delegation.They came to realize that there were different ways to promote internal accountability and engagement in employees.
Delegation Poker Situations Chart
Participants have had also a chance to experience the fact that delegation is not a binary thing but a management tool full of 'shades of gray'. In other terms, it was only by taking them by their hands that they could face their preconceptions about delegation and see that they could use it in a gradually less controlled way.
What this experience thought me is to keep relying on my 'gut'. After the briefing I was not so sure about using this management 3.0 tool within this group of managers. But as soon as I get into the session, I have had the feeling that for all of us this would have been a challenging experience and at the same time a very useful one. And this is how it went…luckily!
