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Summary – Without defined roles, transparent workflows, and regular feedback, multiservice IT projects risk duplication, delays, and misunderstandings. Targeted workshops map responsibilities, visualize processes, set measurable criteria, and establish review and feedback rituals using visual tools like the Team Canvas. By formalizing a shared vision and operational action plan, cohesion and responsiveness are enhanced. Solution: deploy an agile workshop cycle to embed these best practices and sustainably transform collaboration.
Agility is not just about role-playing: it’s above all a mindset shift that begins with clear rules, total transparency and candid feedback. In an environment where IT projects span multiple departments, collaboration can’t succeed unless every stakeholder understands their scope, processes are visible and communication is regulated.
Through a series of workshops, teams challenge their operating modes, co-create role descriptions aligned with agile principles, and establish a dialogue framework designed to prevent latent conflicts. The result? A concrete action plan, operational tools and renewed cohesion ready to be put into practice daily.
Role and Responsibility Clarity
Precisely defining roles fosters both individual and collective accountability. A clear framework eliminates overlaps and grey areas.
Identifying and Formalizing Responsibilities
Clarifying responsibilities starts with mapping out each person’s tasks. It means describing what belongs to each profile, the decisions they can make and their expected deliverables.
In a dedicated workshop, participants list their own responsibilities, then compare perceptions to optimize cross-functional collaboration.
For example, a Swiss manufacturing SME discovered that two teams were tracking the same performance indicators without coordinating. By formalizing their respective scopes, they reduced unnecessary iterations and gained three days per sprint.
Process and Expectation Transparency
Making operational processes visible builds trust and supports continuous improvement. Exposing expectations prevents misinterpretations.
Mapping and Visualizing Workflows
The first step is to make each sequence of work graphically accessible. Participants diagram the steps, deliverables and associated deadlines. This collective visualization highlights bottlenecks.
At the end of this workshop, the team has a clear reference model. They can identify where delays accumulate and which tasks are critical to project success.
Defining Shared Success Criteria
Every stakeholder must express their expectations in terms of quality, timing and scope. During the workshop, teams establish measurable, mutually agreed indicators.
This collaborative work helps avoid the “tunnel effect,” where a completed phase doesn’t meet the needs of the next team. Shared criteria serve as benchmarks for each iteration.
Implementing Regular Reviews
Transparency alone isn’t enough without periodic governance. Workshops recommend instituting weekly or biweekly reviews to compare actual progress against initial commitments.
These synchronization moments provide opportunities to adjust priorities, flag risks and document decisions taken.
A banking institution introduced this ritual within its project team, enabling them to detect a regulatory compliance risk early and address it before the sprint ended, thereby preventing a freeze on deliveries.
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Courageous and Respectful Communication
A secure dialogue space encourages honest expression of needs and challenges. Structured feedback prevents the buildup of silent frustrations.
Establishing Feedback Rituals
To anchor the feedback practice, teams hold dedicated sessions at the end of each iteration. Everyone can share what worked well and what they’d like to improve.
Guided by a facilitator, these sessions follow precise rules: factual observation, felt impact, concrete suggestion.
To refine their exchanges, they can use estimation techniques like planning poker.
Defining Dialogue Rules and Conflict Management
A workshop on communication sets principles: speak in the first person, don’t interrupt, consider the other’s viewpoint. These rules form a code of conduct.
The group also develops a procedure for handling disagreements, from internal mediation to structured escalation if needed.
Using Visual Tools and the Team Canvas
Leveraging the Team Canvas enriches discussions. Each team jointly defines its mission, values, communication rules and strengths.
Canvases remain displayed at all times, reminding everyone of their commitments and easing the onboarding of new members.
An e-commerce company adopted this approach to structure new-hire integration. Within a month, ramp-up time was reduced by 30%.
Formalizing a Shared Vision and an Operational Action Plan
A shared vision guides daily trade-offs and strengthens collective engagement. A structured action plan turns ambition into tangible results.
Vision-Setting Workshop
In this workshop, participants translate strategic objectives into concrete use scenarios.
To frame this process, they rely on a four-step digital roadmap guide.
This vision becomes a compass for validating every feature and technical decision.
Aligning on Strategic Objectives
After defining the vision, teams link each pillar to measurable goals. They prioritize initiatives based on their impact on business value.
This alignment prevents scattered efforts and ensures every task contributes to overall performance.
Formalizing and Tracking the Action Plan
The action plan details deliverables, responsibilities, milestones and success indicators. It’s shared via a dashboard accessible to all.
Each week, a status meeting allows for deadline adjustments based on contingencies and celebrates quick wins.
At a healthcare provider in German-speaking Switzerland, this formalized tracking accelerated the launch of an appointment-management app, reducing go-live time by 40%.
Behavioral Agility: Lasting Transformation
Agility reaches its full potential when fueled by clear roles, transparent processes and authentic communication. The workshops described lay a solid foundation, translating principles into observable behaviors every day.
By emerging with a shared vision, an operational plan and concrete tools (Team Canvas, feedback rituals, responsibility maps), teams gain cohesion and responsiveness. They cultivate a culture of continuous improvement, essential for tackling complex IT challenges.
Our experts are by your side to design and facilitate these workshops, helping you anchor genuine behavioral agility. Together, let’s turn your collaboration methods into a lasting advantage for your organization.
