Monthly Archives: May 2015

Role Mapping: Do you really know your teammates’ roles?

Do you know, I mean really know, what your teammates do? Do you understand their roles to the point where you could fill in for them for a day? Even if you don’t know their roles to that degree, do you know how they produce information they give to you, and what they do with information you give to them?

From left to right: Healer, DPS (with pet), Tank.

From left to right: Healer, DPS (with pet), Tank.

My family plays World of Warcraft, a popular MMO (massively multiplayer online game) created by Blizzard Entertainment. In this game, players sometimes form parties to tackle challenges that one player can’t handle alone. A five-person party usually includes three distinct roles: tank, healer, and damage-dealer (DPS, or damage-per-second). Any one player will have one of these roles at a given time, and his or her talents, abilities, equipment, and armor are tailored to support that one role. (For those unfamiliar with the lingo, the job of the tank is to stand there and get beat on by the big monster, keeping its attention; the healer’s job is to make sure the tank stays alive while this happens, and to heal the DPS players if they should need it; and the three DPS players are there to inflict as much damage on the monster as possible without taking a lot of damage themselves.)

Obviously, each player needs to understand his or her own role in order to be effective. But the really effective players — the ones you always want in your party — are the ones who also have a deep understanding of the roles they are not playing. Here’s why: A tank who deeply understands the healer’s role can time his or her own actions so that big-burst damage is mitigated by a tank ability, allowing the healer to more effectively keep the tank’s health stable by not spending precious resources on sudden massive heals. Healers who understand how the tank works know that if a monster does latch onto them, the best thing to do is run toward the tank, who has the ability to attract the monster’s attention so it forgets all about the healer — rather than running away, which is instinctive but not at all helpful. DPS who understand the other two roles can modify their own behavior to maximize their ability to do their primary role — dealing damage — while not draining the healer’s reserves, which are really needed for the tank, or pulling the monster away from the tank and causing it to run amok among the party. Even a basic level of understanding of other roles is helpful. When you run into tanks who also have a healer class character, or DPS who also have a tank character, the difference really shows. They do their jobs in a way that makes the other roles even more effective at theirs.

The same is true for a working team: the better you understand your teammates’ roles, the more effective your team can be overall. The points where your work overlaps theirs, or provides inputs to theirs, are where your team will feel the effects the most. Mapping out the intersections of your roles will give your team clearer insight into how to work together more effectively. Here’s one way to do that.

Sample role map
A sample map for three roles in a consultancy

Role Mapping

Choose a time when everyone can get together. If your team is distributed, consider supporting the meeting with graphic recording or graphic facilitation to create the maps of team interactions. Set aside at least an hour for the initial conversation.

  1. Identify the places where there are overlaps or shared inputs or outputs. What do you create that is then used by another team member? What do you use that other team members create? Make a list, and ask everyone on the team to make a list too. (This can be done as pre-work.)
  2. Get the team together. Compare your lists and rank the items to decide where to start. Look for items that appear on several lists, and start there for the biggest impact. Alternatively, select the most high-profile activities on the lists as a starting point.
  3. Take a few minutes to map out what happens around each item on the combined list. Give everyone who touches that item a chance to explain what they do and how they do it. What tools do they use? What information do they need to have handy when they start? What format do they prefer to work with? Allow everyone to describe their workflow and preferences without trying to problem-solve at this point. Just listen. It might help to draw a picture of the process as it is described, using a whiteboard or large sheet of paper. Make notes of questions or issues as they come up, but don’t try to solve them yet.
  4. Once everyone has spoken, have a conversation about the questions, issues, and other flags that came up. You might find that something as simple as changing the way information is conveyed or presented might make a big difference to the recipient. And once you understand why someone wants it this way or that way, it’s often easier to modify your own workflow slightly to accommodate them. Use a flip chart to clearly record new agreements or procedures your team wants to try.
  5. Repeat the process for each item on your combined list (this might take more than one meeting). At the end of the meeting, review the flipchart of agreements and make sure everyone understands what he or she has personally agreed to do. Agree on an evaluation period — two to four weeks, perhaps — after which you will all reconvene to talk about whether the changes are helping, identify new issues that have come up, or discuss new ideas.

This activity is particularly valuable for distributed teams where members do not have a way to physically see what their co-workers do. On teams like that, the way that inputs and outputs are created and delivered can make a huge difference in team effectiveness. For example, it’s common for someone to create a document and send it as a PDF, but if the recipient needs to extract information from the PDF to use elsewhere, it can be time consuming. Something as simple as switching to a shared document editor or keeping the shared information in another system might result in a much smoother workflow.

Once you understand more about the work your teammates do and how they do it, you can play your role in way that helps others be even more effective. Even if your goal isn’t to slay a giant monster, you’ll still make better use of everyone’s abilities!

For more on role clarification, you might like these resources:

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Working Visually with Think Tools in the Paper App by FiftyThree

FiftyThree, makers of the Paper app and the nifty Pencil, have released Think Tools, a new set of tools inside Paper that change what you can do with the app. If you have Paper, just update to get ThinkTools.

The new toolset lets you do rapid mockups, mindmaps, flow charts, and other visual prototypes quickly and (more or less) easily. While I am crazy about the new toolset, I have to admit that Paper and Pencil still frustrate me and there was some definite head-banging-on-chair-back while I was creating this test image. (Disclaimer: for reasons I won’t go into here, I am holding off updating my iPad to iOS 8, so although I am using the latest version of Paper some things might be different for me — and not in a good way.)

After playing with the tutorial and trying some random shapes for a bit, I decided to test it out by recreating a flow chart I made for my bedroom door when my young son had a sleepover with a few friends one winter holiday:

Thinking of waking me up? Check this handy flow chart first.

Thinking of waking me up? Check this handy flow chart first.

 

What I Love:
The quick and easy way you can draw shapes, move them around, and connect them with arrows. The promo video (which mentions visual facilitation, by the way, woo hoo!) shows some very cool examples of prototypes and early designs, and I see this as the key strength of the toolset. You can create and rearrange a diagram while you are in conversation with someone. Very handy, and I can definitely see using it a lot.

What I Like:
The variety of controls in the Think toolset: in addition to the smart pen that makes your shapes look nice and adds arrows automagically, there’s a scissors tool that lets you move things around, delete them, and copy/paste them (yay!). There’s a fill tool that lets you easily fill and clear fill from shapes as well as filling in the whole background. There’s also an eraser that I think is smart although it might just be that I was lucky when I used it, but it seemed to know about the edges of smart shapes at least a little bit.

What I Don’t Like But Can Live With:
The color mixer. It’s a cool idea and if I were painting I’d love it, but for what I do it just gets in my way and occasionally ends up with the wrong color selected so that I have to … Undo, which is another frustrating tool. The two-finger rewind is nice if you need to undo a LOT of stuff at once, but if you want to quickly get rid of the stroke you accidentally made because the app suddenly decided the Pencil was in fact your finger and you wanted to smear everything instead of writing, it’s a pain in the neck. Placing and moving two fingers correctly takes up way too much time and brain space for undo.

What Makes Me Bang My Head Against the Back of My Chair:
Writing. Oh, this is so painful. The zoom (loupe) has gotten a bit better, and now enlarges smartly when you get near the edges, but I consistently have problems with writing. If you write with the Pencil stylus, the app is supposed to understand that when you use Pencil you want to write and when you use your finger, you want to smudge. This would be super cool, again, if I were painting or drawing. But trying to create a flow chart or do notetaking, I find that sometimes the app stubbornly insists the Pencil is my finger and just smears in the middle of a letter (like when I’m writing the cross bar on the ‘T’ for instance). This slows me down so much that I lose the thread of what I’m trying to take notes on, which is a showstopper for me. So I switched Pencil off and just used my finger.

That got rid of the smearing problem, but the zoom is still problematic. There’s no way to re-center the canvas (that I’ve found), so if you want to write near the edges, it’s very difficult. On the top and bottom edge, I kept accidentally calling up the iPad’s pull tabs, which is irritating. I would love to be able to drag the canvas so that whatever I’m trying to write is in the most comfortable position — just down and to the right of center — so that my arm doesn’t get tired from holding my hand up off the screen. (I know, I know, Pencil is supposed to let me rest my hand on the screen. Not so much.)

So, a mixed review. I really love the new functionality of Think Tools. I still adore the little books that make up the interface, and the social-sharing capability is really cool. But I keep getting stuck on the difficulty of actually writing. If you have Paper, try it out yourself and let me know how you find it!

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