STEFAN ROLOFF is an Agile Coach who plans and facilitates hybrid PI Planning sessions across multiple time zones. In this interview, we delve into the complex landscape of Scaled Agile and Program Increment (PI) Planning. Stefan shares his insights on synchronizing agile teams globally, outlining actionable steps for overcoming time-zone barriers and fostering effective collaboration.

Navigating the World of Remote Agile

Stefan Roloff’s approach to managing hybrid PI Planning sessions across time zones is a masterclass in innovation and adaptability. His techniques address the logistical challenges of working across time zones and focus on the human aspect of remote collaboration. Stefan’s insights offer practical and actionable strategies for anyone navigating the complex world of remote agile work that can be implemented immediately for better team dynamics and productivity.

Visual Process Mapping as a Tool for Clarity: Stefan introduced a visual process map, a critical tool for helping teams understand the layout and flow of sessions. This visual approach demystified complex procedures, making it easier for team members to engage effectively.

Simulation as Preparation: The teams conducted ‘dress rehearsals’ using the actual tools before the main event. This preparation allowed people to experiment, identify potential issues, and adapt ahead of time.

Critical Role of Leadership: Management’s involvement throughout the process was highlighted as a key factor for success. Gaining buy-in from leadership ensured smoother implementation and resource allocation.

Pre-Session Focus: Complex and emotional issues were resolved prior to full sessions. This strategy kept teams focused on primary objectives, avoiding unnecessary distractions.

Adding Playfulness: Stefan infused the process with playfulness. Adding humor enhanced team engagement, brought out people’s creativity, and lightened the mood during potentially stressful sessions.

Innovative Recap: Post-session, a virtual tour showcasing the outcomes was conducted. This method allowed participants to explore results in-depth, akin to a museum tour.

Empathy and Skill Building: Rotating roles in different iterations fostered empathy and helped team members develop new skills. This practice contributed to a better understanding and appreciation of each team member’s role.

Individual Attention: Stefan highlighted one-on-one support as a crucial element of the process. This approach allowed for tailored guidance, addressing specific needs and challenges of team members.

The fabulous Miro, a visual online workspace, has sponsored this podcast episode. Visit to get your three free whiteboards today.

Miro is a collaborative online workspace where you can visualize every idea, project, or workflow with the help of ready-made templates and tools. It’s built for teams to feel like they’re sitting side-by-side, even working in different places.

Additional resources

298 – Suddenly Hybrid with Karin Reed

164 – Tips for Hybrid Meetings

Motivate Your Team to Turn Their Cameras On



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