ARCLight Agile

In this episode, Kate and Ryan Sith dive into a critical (but often overlooked) topic in product development: losing sight of the user. They share real-world experiences of how teams can unintentionally start designing for internal stakeholders instead of external customers, how “shiny object syndrome” from leadership derails sprints, and why strong product ownership is essential. Together, they explore practical ways to reconnect teams with their users — from leveraging personas to involving real customers in reviews — and why keeping users at the center is vital for truly Agile delivery. A must-listen for anyone in product development, Agile coaching, or leadership roles!

What's the real difference between accountability and ownership—and why does it matter so much in leadership and teams?  In this episode, Kate and Ryan unpack the often-blurred lines between these two powerful concepts.  From missed healthcare appointments to product backlog chaos, they share real stories, relatable moments, and practical insights on how to build a culture where people step up, follow through, and own the outcomes—not just the tasks.  Whether you're a team member, manager, or executive, this episode will challenge how you think about responsibility, initiative, and impact.

In this episode of the Team KatAnu podcast, hosts Kate and Ryan sit down with Anu Smalley to unpack the concept of self-leadership—a foundational pillar in their Leadership Growth Wheel framework. With personal stories, practical tips, and thoughtful reflection, the trio explores the power of self-awareness, personal vision, and personal mastery. Whether you're just discovering your purpose or realigning after years in the workforce, this conversation offers insight and inspiration for anyone ready to lead from within.

In a world where leadership requirements constantly evolve, having a structured approach to leadership development has never been more crucial. In this podcast Ryan chats with Kate and Anu Smalley (CEO of Capala Consulting), co-founders of Team KatAnu about their Leadership Growth Wheel—a comprehensive framework designed to help leaders at all levels identify their strengths, recognize gaps, and create actionable growth plans for continuous improvement.

In this candid and experience-rich conversation, Kate and Ryan unpack the most common reasons Agile transformations fail.  From lack of purpose and misunderstood roles to cultural resistance and tool obsession, this blog distills their insights into a practical top ten list.  Whether you're beginning your Agile journey or mid-transformation, this podcast is a must listen to!

In this insightful exploration of the "big rocks" concept from Stephen Covey's work, Kate and Ryan discuss how breaking down large goals into manageable chunks applies to both leadership and Scrum teams.  Learn practical strategies for prioritization, sustainable work pace, and achieving meaningful results through strategic goal-setting.

In this episode of the podcast, Kate and Ryan tackle one of the most persistent challenges in modern organizations: teams working in silos. They explore the symptoms of siloed teams, why silos form, and practical strategies for breaking them down to create more collaborative, efficient, and united organizations.

In this episode, Kate and Ryan explore the importance of active listening and how it transforms communication. They break down the three levels of listening—listening to speak, listening to hear, and listening to understand—highlighting why true engagement requires more than just hearing words.Kate and Ryan share practical techniques like voice mirroring, pausing before responding, and asking powerful questions to improve focus and connection. They also discuss barriers to effective listening, such as multitasking and preconceived assumptions, and offer strategies to overcome them.Whether you're a leader, facilitator, or team member, this episode will help you become a better listener and communicator. 

In this episode of the Team KatAnu Podcast, Kate Megaw and Ryan Smith dive deep into the role of facilitation in Agile environments.  They discuss the misconceptions surrounding facilitation, the importance of neutrality, and techniques for ensuring productive and engaging meetings.  From maintaining psychological safety to keeping discussions on track, this episode provides practical tips for Scrum Masters, Agile coaches, and anyone looking to improve their facilitation skills.  Learn how to make your meetings more effective, ensure balanced participation, and prevent discussions from going in circles.

Meetings are meant to drive collaboration and alignment, but when they take over the calendar, they become a productivity drain. In this episode, Kate Megaw (CEO of Arclight Agile & Co-founder of Team KatAnu) and Ryan Smith (Certified Scrum Professional & Product Owner) dive into the real cost of excessive meetings—from wasted time to diminished morale.They explore:Why meetings have exploded in number (250% increase since pre-pandemic!)The financial and psychological costs of too many meetingsHow to run effective meetings using the READY, REACH & RAP mnemonicsPractical solutions: meeting-free days, better facilitation, and empowering people to decline unnecessary invitesAre you spending more time in meetings than actually doing your work? Tune in for strategies to take back control of your calendar and make every meeting count!

Firefighting is a common issue in many organizations.  Teams frequently find themselves pulled into urgent issues that demand immediate attention, often at the expense of planned work. But not every fire is a true emergency.  In a recent podcast discussion, Kate Megaw and Ryan Smith explored how constant firefighting affects teams and how organizations can develop better practices to minimize unnecessary disruptions.

In this episode of the Team Katanu podcast, Kate Megaw (Certified Scrum Trainer, Agile Coach, and CEO of Arclight Agile) and Ryan Smith (Certified Product Owner and Scrum Master) dive into a common struggle among Agile teams: lack of accountability, unclear ownership, and role confusion.  They explore how natural hierarchies form within teams, why product owners and Scrum Masters often step on each other's toes, and how organizations unintentionally erode clarity.Kate and Ryan share real-world experiences, practical exercises, and techniques to help teams better define accountabilities without rigid role restrictions.  From Scrum Guide fundamentals to the gravitational pull of traditional project management, they uncover the root causes of dysfunction and offer actionable strategies to improve alignment.If you've ever wondered “Who should be doing what on my team?” or struggled with stepping on each other's responsibilities, this episode is for you.

Hybrid and remote work are here to stay, but how do leaders and teams ensure strong communication, seamless collaboration, and meaningful engagement across time zones?  In this podcast, Kate and Ryan dive into actionable insights for addressing challenges like communication gaps, time zone management, and fostering team engagement in a hybrid environment.

Join Kate and Ryan as they delve into the ever-evolving world of hybrid and remote work.  From managing across time zones to fostering team engagement and collaboration, this episode unpacks the unique challenges of today's workforce and explores actionable strategies for leaders and teams to thrive.

Prioritization is both an art and a science, influencing success at every level of an organization.  In this podcast Kate & Ryan explore actionable techniques such as weighted scoring models, Moscow prioritization, the Eisenhower Matrix, and the Kano Model.  They discuss how to align your priorities with corporate goals, avoid vanity projects, and create roadmaps that truly guide success.  Whether you're a leader or a team member, these strategies will help you balance strategic vision and tactical execution while fostering transparency and collaboration.

In this episode Kate and Ryan tackle one of the most pressing challenges leaders face: prioritization. They delve into the ripple effects of poor prioritization, from context switching that drains productivity to misaligned leadership that derails teams.

In this week's podcast, Ryan and Kate delve into the concept of user personas—what they are, why they're essential, and how to leverage them effectively. They discuss how personas can help teams better understand the mindset and needs of core users. The episode highlights common pitfalls in defining personas and offers practical tips to avoid these mistakes, making them a valuable tool for teams aiming to create more user-focused outcomes.

Ready to make 2025 your most intentional and fulfilling year yet?  In our latest podcast, we discuss how to turn reflection into action.  Learn why personal retrospectives matter, how to break your goals into manageable steps with the 'Boulders, Rocks, and Sand' framework, and how to balance work and life for sustained joy and success.Packed with practical tips and inspiring analogies, this episode will help you uncover insights from 2024 and create a clear, actionable vision for 2025.

Dive into the essentials of building high-performing teams that are persistent, dynamic, and self-organizing.  From cross-functionality and the art of team composition to the power of rotation programs and mentorship, we explore how to keep teams fresh, motivated, and continuously evolving.  We discuss the balance between disruptive and dynamic behaviors, the importance of skill and performance diversity, and how to create a culture where growth is always a priority.  Plus, learn about a fascinating historical example can be applied in modern workplaces. 

Epics are large bodies of work too big for a single Sprint.  However, some Epics become “Zombie Epics”—unfinished tasks that linger in the backlog, often due to scope creep, hoarding, or lack of clear closure.  Epics should be broken into smaller, manageable stories, and teams should avoid having Epics in Sprint Backlogs.  The key is to close old Epics and open new ones, preventing misalignment of priorities and maintaining transparency.  While it's important to adapt to changes, scope creep can derail progress, so it's crucial to keep Epics small and discrete.  Listen to learn more about Epics, distinctions with other Agile elements and ways to have more positive impacts on teams and with stakeholders. 

Retrospectives are a vital part of Scrum. We discuss how to maximize their effectiveness. Start by setting a positive tone with an engaging opening, such as having team members share a word about their sprint experience or appreciate colleagues. Then, gather data by encouraging everyone to share what worked and what didn't, followed by a focused discussion of key insights. Next, break down the findings into specific, actionable steps for the next sprint. Finally, close the retrospective with a positive note to gauge its effectiveness and ensure the team feels motivated. Incorporating creativity and making the process inclusive, especially in virtual settings, helps keep the team engaged and fosters continuous improvement, ensuring retrospectives lead to meaningful changes and sustained success. Listen to the full podcast or read the blog to learn more. 

In our 100th episode, we dive into the vital role of stakeholders in Scrum. We explore who stakeholders are—anyone impacted by the team's work, like customers, internal leaders, or other teams—and why they matter. Weak product ownership can lead to building features that miss stakeholder needs, so we discuss balancing their involvement. While we encourage stakeholders to join sprint reviews, we caution against interference in meetings like the Daily Scrum. Transparency and communication are crucial to aligning expectations, and we highlight the product owner's role in managing requests and saying 'not yet' when needed. Join us as we share tips for managing your stakeholder relationships!

In this episode, we discuss the importance of psychological safety. Psychological safety allows team members to take risks, share ideas, make mistakes, and challenge each other without fear of judgment or negative consequences.  Teams without this safety often have one dominant voice, avoid disagreements, and lack feedback.  Leaders can foster psychological safety by protecting their teams, modeling openness, encouraging honest feedback, and focusing on problems, not people.  Small ways to shift language and culture include responses such as "Yes, and" vs. "Yes, but".  The episode explores how psychological safety must be continuously cultivated—teams may not notice when it's present but will certainly feel its absence.  It's important to create positive team norms, such as starting meetings with gratitude.  High-performing teams depend on this positive environment to innovate, grow, and succeed. 

We discuss how over-communication can drain time and energy in the workplace, as employees often feel compelled to provide excessive information to impress superiors or appear busy. This tendency dilutes messages and hampers meaningful work. To combat this, it's essential to simplify communication by clearly defining project goals and acceptance criteria. High-level updates should focus on tracking sprint goals, identifying roadblocks, and communicating specific needs. Short, concise communications enhance productivity and foster trust within teams. Shifting the culture from self-protection to collaboration is vital; creating a no-blame, no-shame environment empowers open dialogue. While documentation is valuable, face-to-face conversations can lead to more productive outcomes. Striking a balance between written and verbal communication improves team dynamics. Simplifying communication enhances clarity, encourages collaboration, and boosts overall productivity, allowing teams to focus on what truly matters.

We discuss common resistance to change, and how it can be overcome and embraced as an opportunity for growth. Empowering teams to determine what changes are needed fosters ownership and engagement. A shift from a top-down to a bottom-up approach is crucial; understanding the organizational "why" behind changes enhances buy-in from employees. With companies averaging 10 to 12 changes annually, prioritizing when to implement change is essential to prevent distraction from core responsibilities. Clear, consistent communication is vital, as employees often need to hear information multiple times to truly absorb it. Creating a culture of psychological safety allows individuals to voice concerns and engage constructively. Ultimately, by shifting the mindset from fear to acceptance, organizations can navigate change more effectively, emphasizing the importance of people in the process.

Misconceptions equate the Scrum Master with a traditional project manager, or  an “expensive luxury" rather than essential for Agile success. Many organizations place disempowered individuals in roles, which contribute to the perception that Agile is failing. Those drawn to people-focused work will thrive as Scrum Masters, while strategic thinkers may excel as Product Owners. Additionally, streamlining management layers and clearly defining roles can reduce tension and enhance productivity, allowing organizations to fully embrace Agile principles. We discuss how Agile is not dead, but people need to stand up for it.

In this episode, Kate and Ryan discuss the potential of AI tools in product ownership and product planning. They explore how AI tools like ChatGPT and the emerging "product owner in a box" tool reshape how Product Owners and Product Managers write user stories, create release plans, and support product development. Ryan shares his experience using AI as a thought partner for automating tasks and overcoming writer's block, while Kate emphasizes the importance of critical thinking and human oversight. Together, they reflect on how AI can enhance productivity and creativity, making work more efficient and enjoyable but never entirely replacing the human touch. Tune in to hear about the balance between leveraging AI for productivity and maintaining the unique value of human intuition.

In this episode we discuss the advantages of working agreements.  Working agreements contain guidelines, which outline expectations for elements such as behavior, decision-making, and conflict resolution within teams.  Agreements help prevent misunderstandings, encourage flexible working conditions, and enable effective conflict management within teams.  There are different types of agreements such as event, learning, and team agreements, each serving different purposes.  Formed during team setup, these agreements are living documents that should be flexible and updated as needed.  Essential elements might include policies on multitasking, webcam use, constructive conflict, and response norms.  Handling violations involves direct communication and potential revisions to the agreement.  While not mandatory, working agreements are a valuable tool for prompt discussion and conflict avoidance, ensuring the entire team shares responsibility for maintaining a positive and cohesive working relationship.

In this episode, we dive into the art of seamlessly integrating user experience (UX) into agile workflows. We discuss practical strategies like leveraging existing design patterns and wireframes, and focusing on an MVP approach to prioritize key features. We discuss the importance of embedding UX designers within the team to contribute from the start of user story preparation and sprint planning. Tune in as we explore the benefits of using Kanban for refinement and discuss how to balance early design presentations with developer feedback. The conversation highlights the agile principle of self-organizing teams and the need to avoid letting design perfection delay your product's launch. Plus, we'll explore how front-end developers' UX skills can enhance team collaboration and decision-making. Join us for insights on making UX work harmoniously within agile processes for a smoother and more effective development journey.

It is essential for leaders to have good coaching skills that include asking thoughtful questions, sharing observations without pushing meaning, using silence effectively, staying curious, holding everyone accountable, trusting your gut, stepping in when needed, and really listening. These aren't just natural talents but skills that improve with practice and flexibility. We explore good coaching tactics to avoid "fixing", and just be a sounding board to help individuals reach conclusions and solutions themselves. Good coaching can boost performance and positively impact the entire organization by helping teams see new perspectives and drive success.

Lean is more than a methodology—it's a mindset that emphasizes eliminating waste and continuously improving processes. By applying Lean principles, you focus on maximizing value and removing unnecessary steps. Consider the classic example of choosing between avoiding traffic to arrive early or sitting in traffic for hours. Lean encourages you to not just minimize bottlenecks but also explore smarter alternatives. Agile frameworks take their foundations from Lean thinking. Lean promotes continuous experimentation to deliver value faster. Remember the mnemonic “Down Time” to identify and address key types of waste: Defects, Overproduction, Waiting, Non-utilized Talent, Transportation, Inventory, Motion, and Extra Processing. By questioning outdated practices and optimizing every step, you save time, enhance quality, and boost customer satisfaction. Embrace Lean to streamline success and drive meaningful improvements.

Feedback often feels daunting, but it can be a powerful tool for growth when approached positively. We explore how to make feedback a constructive and empowering experience for everyone involved. We discuss the importance of empathy, real-time communication, and respect in feedback sessions. Learn to distinguish between helpful feedback and harmful criticism, and discover strategies to deliver feedback effectively, such as the "Greats and Gifts" approach. Emphasizing timely and empathetic communication fosters a supportive environment and builds psychological safety. By shifting our perspective on feedback from a dreaded task to a valuable opportunity, we can enhance personal development and create a more collaborative workplace. Embrace feedback as a gift that, when given and received with care, can drive meaningful growth and improvement.

Join us in this insightful episode as we explore the intricacies of two of the most widely used agile frameworks: Kanban and Scrum. From Kanban's origins in manufacturing processes to its modern application in managing workflow across various industries, discover how Kanban's visual approach and work-in-progress limits empower teams to manage continuous flow without predefined roles or rigid timeboxes. We compare and contrast Scrum and Kanban, offering practical tips on when to use each one and how to integrate them effectively into your toolkit.Whether you're a project manager, team leader, or agile enthusiast, this episode will equip you with the knowledge to make informed decisions about implementing Kanban or Scrum in your organization. Tune in and elevate your agile game!

In this podcast, we discuss the significance of personas in creating user stories. Personas represent the end users of a product, providing context about their goals, challenges, daily experiences - what are they struggling to do? Personas encode a lot of information about the customer. Effective personas can include demographic data, names, empathy maps, and details about what job this user needs done. Personas help us understand who we are building for and clarify the scope of work. For instance, if creating a feature for a Procurement Manager named Jenny, the persona informs the team about her specific needs and constraints, ensuring nothing crucial is overlooked. It also ensures consistent communication across the entire team.We discuss how to balance the number of personas, considering primary, secondary, and tertiary roles. We also explore the business value, and the importance of distinguishing between users and buyers, as their needs might differ.

In this podcast, we explore the concept of a sustainable pace and its importance in Agile practices. Maintaining a constant, manageable pace indefinitely is crucial for team success and product quality. Arbitrary deadlines and stress-induced rushes can disrupt this balance. Instead, understanding your team's capacity within a set iteration helps in making sensible trade-offs and planning effectively. This approach fosters adaptability and predictability, essential for a sustainable pace. Agile principles emphasize building projects around motivated individuals and trusting them to deliver. Involving the team in planning and aligning with customer priorities ensures that the workload remains manageable. Just as an orchestra functions harmoniously with each member playing their part, a successful team operates best when realistic expectations and clear communication guide their efforts. Sustainable pace is key to creating high-quality products and maintaining team well-being. We break down actionable ways you and your teams can maintain a sustainable pace. 

Agility is an organizational mindset that can be applied on various scales, from individual teams to entire systems. In this episode, we explore how to embody the principles of Agile in the context of today's evolving landscape of AI and market shifts. We also discuss how to measure value and success effectively. Agile is not limited to technology teams - it represents the ability to pivot, adapt, and approach challenges with innovation. Unfortunately, the core principles of Agile are sometimes lost or muddied. It is crucial to revisit and emphasize the fundamentals, such as valuing individuals and interactions over processes and tools. Whenever we introduce change, we start by understanding the 'why' behind it. While processes, guidelines, and coaching are important, organizations should empower teams to determine the 'what' and the 'how.' Embracing this approach means letting go of rigidity and control, and allowing creative solutions to flow.

Kate and Ryan are joined by Dhaval Panchal of Evolve Agility to discuss 'Scaling' and what it means for your organization.

Kate and Ryan discuss some strategies on how to triage, classify, and deal with Bugs.

Kate and Ryan are joined by Eric Santamaria of Minimum Viable Project to discuss burnout and stress on our teams and in ourselves.You can find Eric here on the web: https://ericsantamaria.com/

Kate and Ryan are joined by Dave Sharrock to talk about the use of Scaffolds to help scale and transform change in organizations.

Kate and Ryan are joined by Dr. Steve Martin, CEO of Agility Guides, to explore the hurdles faced by change initiatives and the innovative use of a Change Canvas to drive team success.

Kate and Ryan discuss some common ScrumMaster frustrations such as a lack of engagement and scope creep

Kate and Ryan are joined by Anu Smalley to discuss the new Certified Agile Leader (CAL) certifications, why they were updated and who should take them

Kate and Ryan discuss how a Scrum team can navigate "Big Bang Releases" such like 3rd party implementations that can't be split up or released iteratively and just have to go out at at once instead of the usual MVP/iterative approach.

Kate shares her experience at the recent Scrum Gathering in New Orleans, highlighting the emerging themes and topics. She also discusses her perspective as a sponsor and other key takeaways from the event.

Kate and Ryan dig in on the Scrum Team.  Who is on it, what the right mix of members might look like, and challenges the team can face.

Kate and Ryan discuss what is meant by "permission to fail" and the impact the word 'Fail' can have on a team

Kate and Ryan are joined by Anu Smalley to discuss what it means to having a Values based culture, where organizations succeed, where they fail and why it can't just be a page on your website.

Kate and Ryan discuss the challenges of remote meetings/events and some things teams can try to make them better

Kate and Ryan discuss various ways Sprint Planning can be derailed and how teams might get it back on track

Kate and Ryan are joined by Anu Smalley to discuss the importance of self-awareness in the workplace especially for management