➡️ Agile PM Coaching Program

➡️ Agile PM Coaching Program

Intro

At Datopian, we pride ourselves on delivering exceptional solutions, on time, and with a deep understanding of client needs. The demand for our expertise is growing, and with it, the need for project managers who can not only manage complex projects but also lead with confidence, clarity, and foresight.

We believe that great project management is about more than just timelines and task lists. It's about leadership, ownership, and the ability to inspire teams to deliver their best work, all while navigating the unique dynamics of our distributed, self-organizing, and autonomous culture.

This is where the Datopian Agile PM Coaching Program comes in. It's a comprehensive training and leadership development initiative designed to empower project managers to not only master the art of delivery but also to step into leadership roles. Our PM Leaders go beyond coordination – they become strategic partners to our clients, guiding projects with a mix of technical understanding, client empathy, and leadership presence.

Through this rigorous program, you’ll develop the skills, mindset, and leadership presence required to take full ownership of complex projects, lead high-performing teams, and create lasting impact for our clients. You’ll emerge as a PM Leader, equipped to lead from the front, inspire teams, and deliver top-tier results, all while embodying the Datopian philosophy of autonomy, initiative, and excellence.

Purpose

The purpose of the Agile PM Coaching Program is to empower you to become a true project leader at Datopian. Someone who can not only deliver complex projects on time and within scope but also lead teams with vision, clarity, and confidence. You will learn to anticipate client needs, manage stakeholder relationships, and ensure that teams are aligned and performing at their best. By the end of the program, you will be able to take full ownership of projects, guiding them from inception to successful completion, all while embodying Datopian’s values of autonomy, initiative, and excellence.

Participation

Anyone at Datopian may apply to participate in the program and acceptance into the program will be decided by the Head of Delivery. Participants in the program are known as Agile PM Explorers. Upon successful graduation, they will be an Agile PM Coaches.

Commitment and Agreements

  1. Show Up Ready to Grow: Join each session prepared and bring your curiosity.
  2. Embrace Feedback: Embrace feedback with an open mind and actively work on integrating it into your leadership style.
  3. Follow Through: Complete assignments thoughtfully and on time—they’re key to your progress.
  4. Listen Critically: Question ideas, dig deeper, and engage actively in discussions.
  5. Own Your Journey: Take responsibility for your development by applying new insights and evolving continuously.

What is an "Agile PM Coach"?

An Agile PM Coach at Datopian is someone who consistently drives projects to success by combining technical project management expertise with exceptional leadership. They are more than just project managers — they are strategic leaders who take full ownership of delivering client outcomes and inspiring teams to perform at their best.

Key traits of an Agile PM Coach:

  1. Client-Centric Problem Solver. An Agile PM Coach deeply understands client needs, ensuring that projects are aligned with business objectives and stakeholder expectations. They are proactive in resolving challenges, anticipating risks, and ensuring client satisfaction.
  2. Strategic Delivery Expert. They create and manage effective project plans, ensuring timelines, budgets, and scope are met. More than just executing tasks, they focus on achieving impactful results and delivering high-quality solutions on schedule.
  3. Team Empowerer and Leader. An Agile PM Coach doesn’t just manage tasks; they lead teams by fostering collaboration, motivating individuals, and enabling team members to succeed. They ensure the team is aligned, self-organizing, and performing at a high level, while coaching others toward growth.
  4. Trust Builder. An Agile PM Coach is unwavering in their commitment to clear, open, and honest communication. They are fully accountable to their word, ensuring they follow through on commitments and maintain the highest level of integrity in all interactions. They are reliable, transparent, and build trust through consistency and authenticity.
  5. Growth driver. An Agile PM Coach truly cares about Datopian as if it were their own company. They strive for excellence in project delivery and continuously look for ways to improve the organization. They also explore new business opportunities, identifying ways to grow client relationships and bring in new projects.
  6. Responsibility Champion. An Agile PM Coach takes full responsibility for the success of their projects, ensuring that all aspects—from client communication to team performance—are handled with integrity and excellence. They consistently deliver results while upholding Datopian’s values of autonomy and initiative.
  7. Cultural Steward. An Agile PM Coach exemplifies and promotes Datopian’s culture and principles. They live and breathe our values of self-organization, accountability, and excellence, ensuring that every project reflects the Datopian way of working.

Areas of Mastery

An Agile PM Coach has competence in the following areas:

1. Foundational Competencies
2. Extreme Ownership & Responsibility
3. Client-Centered Problem Solving
4. Strategic Delivery and Execution
5. Team Empowerment and Effective Communication
6. Trust Building and Integrity
7. Adding Value while Living Datopian Values

Preliminary list of topics

1. Show Up Prepared and Set the Stage

  • Coming to meetings ready with clear intentions and action plans.
  • Defining goals and desired outcomes to keep discussions focused.
  • Guiding conversations toward real results, alignment, and follow-through.

2. Getting Stuff Done, Right and Fast

  • Prioritizing tasks and managing time to hit deadlines with quality.
  • Using tools and methods to keep workflows clean and efficient.
  • Cultivating a “get it done” mentality that combines speed with attention to detail.
    https://www.datopian.com/playbook/getting-things-done

3. Owning It, No Matter What

4. How to Unblock yourself when you don't know how to unblock yourself.

  • How to identify and overcome obstacles efficiently.
  • How to leverage tools like Google and ChatGPT for quick solutions.
  • Engaging peers by presenting clear options, showing initiative, and being solution-oriented.

5. Analyze: Check First, Then Charge

  • Capturing Needs: Develop a systematic approach to gather and distinguish the needs of clients and users, ensuring that no critical requirements are overlooked.
  • Designing Effective Solutions: Utilize both existing and innovative tools to research and architect solutions that meet identified needs, fostering collaboration among team members to enhance creativity and efficacy.
  • Strategic Planning: Break down the design into manageable tasks, clearly define dependencies, and create a comprehensive roadmap that includes timelines and resources to ensure efficient delivery of the solution.
    https://www.datopian.com/playbook/dojo/analysis

6. SCQH: Your Go-To Tool for Problem Solving

  • Situation Assessment: Start with a clear overview of the current state, including relevant context and background information to ground the discussion.
  • Identifying Complications: Articulate the core problems hindering progress, facilitating a focused dialogue on challenges that need resolution.
  • Formulating Questions: Encourage the team to ask critical questions that lead to deeper understanding and exploration of potential solutions.
  • Hypothesis Development: Propose evidence-based hypotheses that address the identified questions, creating actionable plans that guide the team's efforts towards effective solutions.
    https://www.datopian.com/playbook/scqh

7. Shapeup: Stop Running in Circles and Ship Work that Matters

  • Shaping Before Selection: Emphasize the importance of extensively shaping ideas before they enter the selection phase, ensuring that only well-defined concepts are pursued.
  • Defining Appetite vs. Features: Focus on establishing a clear appetite for work based on iteration lengths, allowing teams to prioritize effectively while maintaining scope integrity.
  • Maintaining Focus During Shipping: Organize work periods that minimize distractions, allowing teams to concentrate on delivering quality results. Schedule cooldown periods to address outstanding tasks and prepare for future projects, ensuring smooth transitions and continuous improvement.
    https://lifeitself.org/tao/getting-stuff-done

8. Verify, Don’t Just Trust (Especially with Devs)

  • Knowing when to dig deeper instead of making assumptions.
  • Double-checking details to ensure quality and manage expectations.
  • Embracing a habit of reviewing work to build reliability and avoid surprises.

9. Ask First, Don’t Assume

  • Confidently seeking clarification whenever needed, no guessing games.
  • Building a habit of asking questions to fully understand complex requirements.
  • Honing listening skills to make sure nothing important slips through the cracks.

10. Aim for Awesome, Not Just “Good Enough”

  • Always looking for ways to improve how things work and what we deliver.
  • Finding small optimizations that make a big difference in quality and efficiency.
  • Embracing a mindset of continuous improvement for standout project results.

11. Walking the Talk with Integrity

  • Keeping promises and staying in communication, even when things shift.
  • Being proactive in letting others know if you can’t meet a commitment.
  • Building trust by staying accountable and consistent in all interactions.
    https://www.datopian.com/playbook/integrity

12. Transparency in action: How open communication fosters trust and strengthens relationships

  • Open Communication: Share key information to keep the team aligned and informed.
  • Foster Openness: Encourage sharing feedback freely, without fear of judgment.
  • Visibility & Accountability: Track decisions and progress clearly to show reasoning behind actions.

13. Spotting Growth Opportunities with Clients

  • Recommending add-ons or features that align with client goals.
  • Practicing smart, relevant upselling to enhance client experience and project impact.
  • Sharing ideas and examples to highlight additional ways we can add value.

14. Being a Cultural Steward

  • Living the Values: How to embody and promote Datopian values in everyday actions and decisions.
  • Leading by Example: Setting the standard for team culture through your behavior and mindset.
  • Open-minded: Supporting continuous learning and nurturing an open, collaborative culture.

Structure of the Program

  1. Foundation Phase: Core Competencies

    • Focus: Essential PM skills, communication, meeting management, and productivity.
    • Modules:
      • Show Up Prepared and Set the Stage
      • Getting Stuff Done, Right and Fast

  2. Ownership and Responsibility: Developing Leadership

    • Focus: Deep responsibility, decision-making, and proactive problem-solving.
    • Modules:
      • Owning It, No Matter What
      • How to unblock yourself when you are blocked

  3. Client-Centric Problem Solving: Strategic Insight

    • Focus: Understanding client needs, problem analysis, and high-impact solutions.
    • Modules:
      • Analyze: Check First, Then Charge
      • SCQH: Your Go-To Tool for Problem Solving

  4. Strategic Delivery: Planning and Execution

    • Focus: Project planning, risk management, and high-quality execution.
    • Modules:
      • Shapeup: Stop Running in Circles and Ship Work that Matters
      • Spot Risks Before They Spot You: Tools to Uncover and Assess Threats (Like SWOTs and Risk Matrices)

  5. Team Empowerment: Collaboration and Coaching

    • Focus: Fostering a collaborative culture, enabling team growth.
    • Modules:
      • Ask First, Don’t Assume
      • Verify, Don’t Just Trust (Especially with Devs)
      • Aim for Awesome, Not Just “Good Enough”

  6. Trust Building and Integrity: Consistent Leadership

    • Focus: Building reliability through clear communication and follow-through.
    • Modules:
      • Walking the Talk with Integrity
      • Transparency in Action: How open communication fosters trust and strengthens relationships.

  7. Being a Datopian Steward: Adding Value while Living Datopian Values

    • Focus: Identifying opportunities, client relationship management, embracing and promoting organizational values.
    • Modules:
      • Spotting Growth Opportunities with Clients
      • Being a Cultural Steward

Format and Timeline

  • Duration: Approx. 12-14 weeks.
  • Weekly Modules: Each of the 7 phases consists of modules.
  • Hands-On Assignments: Real-time tasks related to active projects.
  • Peer and Coach Feedback: Feedback loops for growth and self-improvement.
  • Final Project: Participants must lead a project or project component, demonstrating all learned skills.

Program Outcomes

Participants will develop into Agile PM Coaches, equipped to manage complex projects with strategic insight, client empathy, and team leadership. The program will ensure PMs embody Datopian’s values, drive impactful results, and foster a culture of continuous improvement.

Evaluation criteria WIP

For a simple evaluation of whether someone has passed the Agile PM coaching program, you can use the following criteria:

  1. Knowledge Check (Pass/Fail):

    • Criteria: Complete a short quiz or assessment with at least 80% correct answers on Agile principles, tools, and processes.
    • Pass: 80% or higher.

  2. Project Delivery Metrics (Pass/Fail):

    • Criteria: Demonstrate successful delivery of at least one project on time, within scope, and with client satisfaction.
    • Pass: Successfully completed a project meeting the criteria.

  3. Client Feedback (Pass/Fail):

    • Criteria: Receive positive feedback from at least one client regarding the Agile PM's performance, including communication, problem-solving, and delivery.
    • Pass: At least 70% positive feedback from clients.

  4. Team Feedback (Pass/Fail):

    • Criteria: Gather feedback from the team (via survey or informal check-in) on collaboration, empowerment, and leadership.
    • Pass: Positive team feedback (70% or more satisfaction).

  5. Coaches' Feedback (Pass/Fail):

    • Criteria: Receive positive evaluation from the coaches based on observed performance, growth, and application of Agile practices throughout the program.
    • Pass: Coaches' feedback confirms effective application and demonstrated leadership.

If the person meets the minimum requirements in each of these areas, they can be considered as having graduated the program successfully.

Appendix

  • First Draft Planning & Curriculum Development - by eop Wed, 6th of Nov ✅
  • Receiving feedback - by eop Fri, 8th of Nov ✅
  • Implementing feedback and refining - by eop Wed, 13th of Nov ✅
  • Content Creation - in phases:
    • Starting phase by phase, module by module
    • Each phase is to be finished within a week, ie. by the end of the year, all phases and modules should be 100% done.

Deadlines for the creation of each phase below:

  1. Foundation Phase: Core Competencies => delivered by 15th of Nov
  2. Ownership and Responsibility: Developing Leadership => delivered by 22nd of Nov
  3. Client-Centric Problem Solving: Strategic Insight => delivered by 29th of Nov
  4. Strategic Delivery: Planning and Execution => delivered by 6th of Dec
  5. Team Empowerment: Collaboration and Coaching => delivered by 13th of Dec
  6. Trust Building and Integrity: Consistent Leadership => delivered by 20th of Dec
  7. Being a Datopian Steward: Adding Value while Living Datopian Values => delivered by 27th of Dec

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