One recurring question on the apllication of Lean and Agile Project Management, is on communication with the Team and with the Client: How do we go about administrating this kind of communication?
Obviously, Team and Client Communication doesn’t belong to any particular User Story. In fact, in Lean and Agile, we like to have our Daily Standup Meetings or Scrums and the Iteration Meetings together with the Client, in order to funnel all our communication needs. Meeting on a daily basis, leads to more balanced data sharing across meetings. And it removes the need for engaging in major ‘data dumps’. Having a fixed moment in time to discuss topics or to reset priorities, takes out the need for making urgent calls during the day. Which in turn greatly helps to reduce the total amount of time spent on communication, by both the Client and the Project Manager.
If, for some reason, it’s not possible or desirable for the Client to attend, a second best option is to brief and debrief with the Client prior to the meeting -by phone, direct messaging, mail or else- and then still funnel the communication needs through the meeting.
Now many Project Teams have the good habit to do Time Writing on Tasks which have been concluded. For these Teams, it’s a good idea to add a User Story called “Communication” to every Iteration. All specific meetings can then be Tasks for that User Story.
Since Meetings are Tasks for some or even all Team Members, we don’t assign them to any one Team Member. This allows all to do their Time Writing on that Task -before it’s closed-.
Obviously, you may also choose to have a Task for every one of your Daily Standups. This can be the case when not all your Team Members are present all the time -and when it’t valuable to track that-.