How to handle VSHN Improvement Proposals

Once a VIP is created someone has to handle it. This "someone" usually is the circle accontable for the domain that the driver of the VIP falls into.

When you create a VIP, you should drive the VIP forward until someone else takes ownership. This could mean asking in the accountable circle how to proceed, how you can help, if something is missing, etc.

New VIPs

Make sure you’ve a Jira board (Kanban, filter in Confluence or similar) that shows all the VIPs that are assigned to your circle (Accountable Circle Jira field) or use the general VIP Kanban board.

The following can happen asynchronously via chat and written comments in the Jira issue or in meetings of the circle.

Fore each new VIP follow the VSHN Improvement Process, some more details:

  1. Clarify and assign Driver

    1. Agree on the Driver in the Circle

      1. Try to understand the Driver. Why? What? Expected Result?

      2. Fix the driver description (format)

    2. Agree on the next step

      1. Drop the driver (with a comment in Jira), if

        1. it’s not an organizational driver but operations

        2. it’s not about making a governance decision

      2. Assign the VIP (Accountable Circle field) to another circle if the driver better fits another domain

      3. Create a follow-up ticket to address this driver with a direct operational action if it’s within your domain and doesn’t need a governance decision - also know as "just do it."

      4. Respond to driver (going forward in the process)

  2. Create a Proposal

    Latest at this point you should have Tuners for the VIP, the ones who will actually create the Proposal and own it until it’s an Agreement. Set them as Assignee and Participants
  3. Request and handle brief feedback

  4. Start Decision Making

  5. Resolve Objections

  6. Celebrate Agreement

    1. Rename the Proposal section on the Wiki page to Agreement

    2. Announce in #announcement in chat and company meeting if useful

  7. Plan follow-up tasks to actually implement what was agreed on (don’t forget to link issues in Jira)

    1. Mark VIP as In Effect and set a due-date for the next review (something between weeks and months, use common sense and check with the Circle)

    2. You might want to replace content of the Wiki page with links to the handbook if already documented there.

The process doesn’t wait on follow-up tasks to be done. Checking that a VIP has the intended effect (implying that it was implemented) is part of the future reviews of the VIP.

Review of VIPs

Reviewing VIPs makes sure that the driver is still valid and that the agreement actually has the intended effect.

Make sure you’ve a Jira board (Kanban, filter in Confluence or similar) that shows all the VIPs that are assigned to your circle (Accountable Circle Jira field), are In Effect and due soon (Due-Date field).

For each VIP with a due-date in the past restart the VSHN Improvement Process by putting the VIP into Clarify and assign driver.

There really isn’t much more to it, VIPs never end as long as the driver is valid - which is found out as part of the process. If a VIP is no longer valid, drop it with a comment in Jira (and create follow-up tasks to cleanup the remains of the agreement where useful).

This How-to is tracked and reviewed as part of VIP-1