Pod Structures (COPY)

Pod Structure Alignment

Last Updated: 5/02/2023

Updates to SRE/QA to split into dedicated pods with updated Lucidchart link

OVERVIEW

As our company grows, we will need to scale efficiently while maintaining communication and velocity across our organization.

CONTRIBUTING FACTORS

We have been facing difficulties with our scrum meetings due to a number of factors such as:

• Large amount of team members
• Multiple high priority initiatives
• Context switching

RESOLUTION

Therefore, we're introducing a new plan for pod structure alignment to address these challenges.

• Increase velocity by creating smaller teams targeting specific initiatives and responsibilities.
• Update our process expectations to ensure communication continues across the new organizational structure.
• Update our meetings to align with new pod structures.

IMPACT

1. We're splitting into two types of pods: Specialized and Core
   • Pod Structure v2 – FY2023
   • Specialized pods
     • SRE
     • QA
     • Design & Marketing
     • Empower Delivery
   • Core pods:
     • Foundational & Backend
     • Spark and Data
     • UI & Tooling
2. We are creating targeted communication channels.
   • Pod channels - See Pod Structure v2 – FY2023 for pod assignments.
     • API Pod, UIUX Pod, Data Pod, SRE Pod, QA Pod
     • These pod channels are for targeted discussion relating to the specific pod initiatives, bug triage, sprint work, retro follow ups, sick/vacation leave and any other discussions related to that pod.
   • Cross-collaboration channels:
     • Cross Pod Collaboration - PMs & All Pod Leads
       • Used to ensure we are identifying any cross-pod dependencies, cross-pod blockers, new feature discovery.
     • Pod Leads - All Pod leads
       • Used to establish project specifications and technical direction across the organization, analyze existing operations to identify risks and redundancies, and create a framework of technical standards and procedures.
   • Communication/Announcement channels:
     • Empower Engineering team - All Empower engineering team members
       • Channel to inform any major changes or announcements that are technically relevant to the engineering team.
       • This includes changes to mono repo, pipeline changes, migrations, changes in GitHub management, ADO updates, high priority technical triage on issues that are affecting our customers, and any other information that affects the engineering team.
     • Empower Releases - All Empower team members
       • Channel to inform on status updates and issues with the current release.
       • This includes updates on deployments, code freezes, release bugs, release dates across environments and any other discussion related to the release.
     • Empower Team - All Empower team members
       • Channel to inform on any major announcements or updates that affects Empower as a whole.
       • This includes things like timesheet reminders, technical issue updates affecting our customers, New Wins for Empower
     • UIUX Review - All Hitachi
       • Channel to inform Hitachi on the state of our UIUX Initiative.
       • This includes external roadmap updates, demos and any other announcements relating our UIUX.
3. We are updating the Pod and Cross Collaboration Meetings
   • Pods will have dedicated scrum meetings
     • Standups
     • Refinements
     • Sprint planning
   • Cross Collaboration Meetings – All pod members
     • Showcase Prep
     • Showcase
   • Cross Collaboration Meetings – PMs and Pod Leads
     • Scrum of Scrums (including Bug Triage)
     • Sprint Release Planning
   • Cross Collaboration Meetings – PMs (+Pod Leads, as needed)
     • Client Delivery/Pre-Sales
     • Design Review
     • New Feature Discovery (ad-hoc)
     • Cross Pod Refinement (ad-hoc)
   • Cross Collaboration Meetings – PMs
     • Sprint Pre-planning
     • Product Roadmap Meeting

Meeting Title	Solo/Cross	Who Specifically	Frequency
Scrum Standup	Solo	PM, Lead, Devs & QAs	Daily
Refinement	Solo	PM, Lead, Devs & QAs	2x/week
Sprint Planning	Solo	PM, Lead, Devs & QAs	1x/sprint
Showcase Prep	Cross	PMs, Leads, Devs & QAs	1x/sprint
Showcase	Cross	PMs, Leads, Devs & QAs	1x/sprint
Scrum of Scrums	Cross	PMs, Leads	Daily
SoS + Bug Triage	Cross	PMs, Leads	2x/week
Sprint Release Planning	Cross	PMs, Leads	1x/sprint
Client Delivery/Pre-Sales	Cross	PMs, (Leads-as needed)	Daily
Cross-pod refinement	Cross	PMs, (Leads-as needed)	Ad hoc
New feature discovery	Cross	PMs, (Leads-as needed)	Ad hoc
Design Review	Cross	PMs (Leads-as needed)	2x/week
Cross-pod Pre-planning	Cross	PMs	1x/sprint
Product Roadmap Meeting	Cross	PMs	Monthly
DDU	Solo	PM, Lead	Weekly
Architecture and Implementation Discussion	Cross	PMs	2x/month

TIMELINE

1. New channels have been created.
   • Backend POD
   • Cross Pod Collaboration
   • Data Pod
   • Empower Engineering team
   • Empower Releases
   • Empower Team
   • Pod Leads
   • QA Pod
   • SRE Pod
   • UIUX Pod
   • UIUX Review
2. Channel communication should begin to be utilized as of Sprint 36.
   • Full utilization is expected by end of Sprint 36.
3. Meeting reassignments and updates will occur through the end of April as we continue to separate initiative work between the teams.

ACTION ITEMS

1. Review Pod Structure v1 – FY2023 for current pod assignments
   • Go to the Teams Empower and review your channel access.
     • If you feel you have been omitted from a channel, please reach out to Paula, Scrum Master, for additional access.
   • Optional: Pin your new channels for ease of access.
2. Channel utilization expectations:
   • Begin utilizing channels consistently as of Sprint 36.
   • Eliminate one-off chats to utilize applicable channel.
   • Re-direct siloed chats to applicable channel.
   • Fully utilize channels by end of Sprint 36.
3. PMs to update meeting invitations to be completed by end of April.