<!-- Title: Design Sprint --> ## Design Sprint Focus * [x] Have you [determined that a Design Sprint is appropriate for this project](#anchor-tag-to-handbook-page)? <!-- What is the focus of the [Design Sprint](https://about.gitlab.com/handbook/product/product-processes/#design-sprint)? What problem area will you be solving for and who is the target user? --> ## Objectives The Auto DevOps vision was recently updated. We want to re-imagine the Auto DevOps solution and offering to fulfill the updated vision: > _DevOps Adoption is a known pain point that GitLab, as a complete DevOps platform delivered as a single application, can help alleviate. That adoption isn't just hard technically, it's also a challenge organisationally. The vision for Auto DevOps is to ease that adoption pain. We will serve as a central mechanism for enabling users to continue to further their DevOps adoption journey by automatically implementing best practices, and recommending iterative improvements where appropriate._ > > _There is no current tool in the market that does what Auto DevOps is capable of doing. The best analogy we've found is this - consider that you are trying to navigate from New York to California by car in the year 1992. To get there would be painful, even with a map because it is a multi-variate problem - one that requires lots of inputs and more than just instruction manuals and best practices. Now imagine you are doing that today with Google Maps on your phone? Google Maps removes all of the pain of those best practices, employs data to intelligently move beyond them, and recommends pit stops if you ask._ > > _Auto DevOps will be something similar to DevOps practices. Today it can provide encoded best practices. In the future, Auto DevOps will become the navigation assistant for your DevOps journey - a guide for the journey of continuous improvement._ > > _This vision offers enormous benefit to users confronted with the pain of adopting DevOps, and it serves our business. As a recommendation engine for our single platform - Auto DevOps can improve the discoverability of valuable capabilities to our users, increasing their complete platform adoption._ ## Outputs - [ ] A User testing flow. - [ ] A Storyboard to be tested with users. - [ ] A Prototype to be tested with users :question: - [ ] User testing analysis. - [ ] (If the solution is viable) An epic or issue that describes the direction in detail and the next steps. - [ ] Necessary updates to the Handbook. ## Design Sprint Details | Start | End | | ------ | ------ | | 2021-05-10 (EMEA, NA) / 2021-05-11 (APAC) | 2021-05-20 (EMEA, NA, APAC)| | 3pm BST - 4pm CET - 10am EDT - 7am PDT - 12am AEST | End of day for all locations | ### WHERE Async ### WHO - `Maria Vrachni` `@mvrachni` - Facilitator - `Viktor Nagy` `@nagyv-gitlab` - Decider - `Nicholas Klick` `@nicholasklick` - Co-decider - `Thong Kuah` `@tkuah` - Sprint team member - `Kevin Chu` `@kbychu` - Sprint team member - `João Cunha` `@Alexand` - Sprint team member (observer) - `Matthew Kasa` `@mattkasa` - Sprint team member - `Mikhail Mazurskiy` `@ash2k` - Sprint team member - `Tiger Watson` `@tigerwnz` - Sprint team member (observer) - `Nadia Sotnikova` `@nadia_sotnikova` - Sprint team member - `Justin Mandell` `@jmandell` - Co-facilitator - `Rebecca Lippert` `@@beckalippert` - Sprint team member ## Tools Here is the list of tools for the Sprint preparation, collaboration, and documentation. Prior to the Sprint make sure you have access to all of the following: * **GitLab**<br/> Each Sprint day outcomes and the material will be documented in a separate issue under the Design Sprint epic. * **Mural** (You can join as anonymous but we need to be able to identify input against names, so please create an account beforehand.<br/> We will use Mural for most of the Sprint collaboration. Some of the things we will do in Mural: * Create artifacts like affinity diagrams from participants' input * Use post-its to comment on each other's points and to add notes * Vote on ideas and solutions * Create the first draft of the prototype. The Mural link to the collaboration project will be provided in the issue before the start of the Design Sprint. * **Video and/or screen recording tool** (Loom, Quicktime, Zoom, or another tool you are using).<br/> As part of the pre-Sprint homework, you will be asked to record a short Lightning Walkthrough video. You can use any tool you feel comfortable with as long as it can capture your screen, mouse pointer, and your audio. * **A4/Letter sized paper (preferably white blank), Sharpies/Pens** (please don't use a pencil because it doesn't create enough contrast for photos).<br/> Day 2 of the sprint involves some (async) ideation via sketching so you will need a writing utensil (Sharpies are preferred because they force you to draw at a lower fidelity because the small details aren't necessary at this point) and some paper. This is the most fun part of the Sprint where you get into a design thinking mindset and can appeal to your creative self. Don't worry, it's not about artistry, it's about ideas and collaboration. * **Camera (phone or other) or scanner**<br/> You will need to upload sketches as images for the facilitator to prepare the material before the next sync meeting. You can take a photo with your phone or use a scanner if available. * **Post-it notes (Optional)**<br/> If you enjoy taking notes using post-it notes make sure you have available some of them as well. The upside is that they will make you feel more like you are in a workshop and will help the ideas flow (I find that typing is distracting while ideating). The downside is that you will have to digitalize the ones you want to share with the team in Mural. ## Artefacts & Pre-Read Material <!-- If there is material that will be useful for the participants to read before the Design Sprint add here. --> **Issues and discussions** - [Auto DevOps JTBD](https://gitlab.com/groups/gitlab-org/-/epics/5738#jtbd-for-auto-devops) - [The conversation in Next steps for Auto DevOps vision](https://gitlab.com/gitlab-org/gitlab/-/issues/301065#note_509636498) - [Insights and Research for Auto DevOps from all Stages involved](https://gitlab.com/gitlab-org/gitlab/-/issues/327329) - [Auto DevOps Pain Points](https://gitlab.com/gitlab-org/gitlab/-/issues/296925) **Auto DevOps walkthrough from GitLab's solution architects** - [Peeling Back The Layers of AutoDevOps](https://www.youtube.com/watch?v=7JLTta4tkyM) - [AutoDevOps with and without Kubernetes](https://www.youtube.com/watch?v=Rrphz249n58) ### GitLab pages <!-- Add a link to the category vision from the handbook --> - [Auto DevOps direction page](https://about.gitlab.com/direction/configure/auto_devops/) - [Configure page - Auto DevOps](https://about.gitlab.com/direction/configure/#auto-devops) - [Marketing page](https://about.gitlab.com/stages-devops-lifecycle/auto-devops/) - [Documentation](https://docs.gitlab.com/ee/topics/autodevops/) ### Competitor resources <!-- Add any solutions by competitors that are relevant to the Design Sprint topic and could be used as a source of inspiration. --> - https://www.shipa.io/ - https://redkubes.com/ - https://srvaroa.github.io/paas/infrastructure/platform/kubernetes/cloud/2020/01/02/talk-how-to-build-a-paas-for-1500-engineers.html ### Articles on Design Sprints * [The Design Sprint](https://www.gv.com/sprint/) * [The Ultimate Guide To Remote Design Sprints](https://drive.google.com/file/d/16bwrAqHVf8qxovd87Q7LdzqwAgy7a6Rx/view?usp=sharing) ## Tasks ### Design Sprint preparation <!-- Replace the roles with GitLab handles to assign to specific participants --> - [x] Finalise participant list - `@nagyv-gitlab` and `@mvrachni` (**due date**: 7 May, 6pm UTC) - [x] Create participation form: https://docs.google.com/forms/d/e/1FAIpQLSdHKHu0n2Qub81qTPGF-JiSPWLeodNCMF5-WosFM6GzBsSvbw/viewform?usp=sf_link - [x] Send participation form to participants (**due date**: 10 May, 1pm UCT) - `@mvrachni` - [x] Promote this issue to an epic - `@mvrachni` - [x] Create issues under the epic for the pre-workshop tasks: Expert interviews ([example](https://gitlab.com/groups/gitlab-org/configure/-/epics/3#note_332412524)), Lightning walkthroughs and How might we.. notetaking assignment ([example](https://gitlab.com/gitlab-org/configure/general/-/issues/52)), Voting How might we... notes assignment ([example](https://gitlab.com/gitlab-org/configure/general/-/issues/54)) - `facilitator` - [ ] Block time in the calendar during the duration of the Sprint (based on each day's estimated time) for the Sprint activities - `all participants` - [x] Prepare material and tools (eg. presentation templates, Google folders, Instructions videos, etc) - Mural board: https://app.mural.co/invitation/mural/gitlab2474/1620201743714?sender=mvrachni0322&key=fe2ceb52-6af0-4ce3-a377-c52913cb6a49sender=jmandell0210&key=03c25e92-9a43-4a3d-8907-6f0c3b094ab8) - facilitator - Google drive for participants videos: https://drive.google.com/drive/folders/1EbGON7Nq6qHtPPku9MFdv6w_A-kxAaCz?usp=sharing - [x] Create a dedicated Slack channel to facilitate communication - @nagyv-gitlab, @nicholasklick Slack channel: #autodevops_design_sprint - [x] Finalize Agenda - `facilitator` (**due date**: 7 May, 6pm UTC) - [x] Start user recruiting for prototype user testing (EOD 1) - `facilitator` or `decider` :question: ### Activities to be completed during the Sprint - [ ] Organise user testing sessions - `facilitator` or `decider` :question: - [ ] Run user testing sessions - `facilitator` or `decider` :question: ### Post-Sprint activities - [ ] Create the Storyboard/Prototype and task list for the user testing (End of Day 9) - `Product designer` or `Front end developer` - [ ] Share storyboard with all the participants for feedback - `Product designer` or `Front end developer` - [x] Create a feedback issue for the Design Sprint - @mvrachni - https://gitlab.com/gitlab-org/gitlab/-/issues/331489 - [ ] Analyse user testing results - `facilitator` or `decider` - [ ] Create a report and share with the Design Sprint participants and wider team - `facilitator` or `decider` ## Personas Deciding which persona we are focusing on will be part of the Day 1 discussions in the workshop. The personas we are going to consider are: * [Allison (Application Operator)](https://about.gitlab.com/handbook/marketing/strategic-marketing/roles-personas/#allison-application-ops) * [Devon (DevOps Engineer](https://about.gitlab.com/handbook/marketing/strategic-marketing/roles-personas/#devon-devops-engineer) * [Priyanka (Platform Engineer)](https://about.gitlab.com/handbook/marketing/product-marketing/roles-personas/#priyanka-platform-engineer) * [Sasha (Software Developer)](https://about.gitlab.com/handbook/marketing/strategic-marketing/roles-personas/#sasha-software-developer) ## Activities and Agenda Each activity will be explained and documented in a separate issue. We will use this Epic to track the overall progress of the Sprint. ### Day 1 activities (10 May EMEA, NA | 11 May APAC) **Estimated time**: 30 mins **Due date**: 11 May - 1pm BST, 2pm UTC | 11 May - End of day EDT, PDT, AEST #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Form & Questionnaire | 15 mins | Google forms | All the participants should fill in the Google form that has been shared by the facilitator and answer the questions related to Auto DevOps. | | Personal view Video | 5 mins | Zoom, Quick time, or other video recording tool | Each participant will prepare a short video (5 minutes max) to talk about Auto DevOps from their own perspective. The video will be presented back to the team asynchronously and will help participants understand each other's views and perspectives on the problem.| | Share video | 1 min | Google drive, Slack | The video should be shared in the Google Drive folder so that it's accessible by the other Sprint participants. Additionally, the participants can upload it to youtube and share it with the participants via the dedicated Slack channel. However, it should still be shared in Google Drive. | - [ ] Fill the form/questionnaire and submit (15 min) - `all participants except the facilitator` - [ ] Expert interviews analysis - `facilitator` - [ ] "Auto DevOps in my view" videos (5-15 mins) - `all participants except the facilitator`(to be shared in the shared folder by due date) ### Day 2 activities (11 May EMEA, NA | 12 May APAC) **Estimated time**: 1 hour **Due date**: 11 May - End of day BST, UTC, EDT, PDT | 12 May - 6pm AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | HMWs note-taking | 45 mins | Video, pen & paper | All participants will watch the videos from each team member and make notes on what they see as being the most important big ideas of each walkthrough. The notes should be taken in the form of the question "How might we... (recommended to create at least 3 from each participant's video)e.g. "How might we... allow users to more easily set up and manage their GitLab environment?"| | Add HMWs to Mural | 5 mins | Mural | Once the "How might we..." notes have been created they should be added to Mural under the Challenges section ([link to the board](https://app.mural.co/t/gitlab2474/m/gitlab2474/1620201743714/70e65c50a153e5547a7bf7b99ad893acbdd55c1c?wid=017-1587080328047&outline=open)). It's important to submit by the due date as the following activities involve the HMW notes from this activity.| - [ ] How might we... notetaking assignment (45 mins) - `all participants except the facilitator` - [ ] Add How might we... notes to the Mural board (5 mins) - `all participants` ### Day 3 activities (12 May EMEA, NA | 13 May APAC) **Estimated time**: 15 mins **Due date**: 12 May - End of Day BST, UTC, EDT, PDT | 13 May - 6pm AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Vote HMWs| 10 mins | Mural | Once all of the HMWs (Challenges section) have been submitted to the Mural board, everyone takes the time to review them and vote on the HMWs they think are the most important to be addressed in this Sprint. | | Long term goals | 5 mins | Mural | Everyone has to write down in the [Long term goal section in Mural](https://app.mural.co/t/gitlab2474/m/gitlab2474/1620201743714/70e65c50a153e5547a7bf7b99ad893acbdd55c1c?wid=3-1587082180759&outline=open) the one goal they think is the most important in the form of: "In 2 years' time... E.g. In 2 years' time ... we should enable users to run the complete Auto DevOps cycle in one simple step." | | Long term goal decision | 5 mins | Mural | Once everyone has added their long-term goals to Mural, the Decider will select the long-term goal they think is the perfect goal for this sprint. The rest of the participants can optionally vote as well if they wish to do so.| - [ ] Voting How might we... notes assignment - `all participants except the facilitator` - [ ] Long term goal - `all participants except the facilitator` - [ ] Long term goal selection - `the decider` (Due date: 13 May - 12pm) ### Day 4 activities (13 May EMEA, NA | 14 May APAC) **Estimated time**: 45 mins **Due date**: 13 May - End of day BST, UTC, EDT, PDT | 14 May - 6pm AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Sprint questions | 7 mins | Mural | Referencing the Long Term goal, the participants will write 2-3 Sprint questions for the biggest challenges they think might stop us from achieving our long term goal (what might hold us back or hinder us from achieving this goal). The questions should start with “Can we...” (similarly to the HMW). [Sprint question working area](https://app.mural.co/t/gitlab2474/m/gitlab2474/1620201743714/70e65c50a153e5547a7bf7b99ad893acbdd55c1c?wid=0-1588032792689&outline=open)| | Sprint questions video (optional) | 2 mins | Zoom, Quick time, or other video recording tool | If a participant wants to elaborate further on their Sprint questions they can create a short video to communicate their thinking and worries.| | Lightning Demo research | 20 mins | Mural | Participants will take 20 minutes to browse the internet and look for any 3 products that will help solve some of the challenges addressed before (they don't have to be a competitor). For each of the 3 products, the participants will document the name of the product and one big idea explaining what problem it solves and how it is relevant to the Sprint problem. | | Lightning Demo video | 5 mins | Zoom, Quick time, or other video recording tool | For the 3 selected products each participant will create a video walkthrough (3 - 5 mins) where they will specifically focus on the areas of the product that they think solves the challenges faced by Auto DevOps.| | Share Lightning Demo video| 3 mins | Mural, Google drive, Youtube | Once recorded, the video should be added in the dedicated Google Drive folder so that it's accessible by the other Sprint participants. It will also need to be added in Mural for the next day's activity. Optionally, the participants can upload it to youtube and share it with the participants via the dedicated Slack channel. However, it should still be shared in Google Drive. | - [ ] Sprint questions - `all participants except the facilitator` - [ ] Lightning Demo research - `all participants except the facilitator` - [ ] Lightning Demo video - `all participants except the facilitator` - [ ] Share Lightning Demo - `all participants except the facilitator` ### Day 5 activities (14 May EMEA, NA | 17 May APAC) **Estimated time**: 2,5 hours **Due date**: 17 May - End of day BST, UTC, EDT, PDT | 18 May - End of day AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Watch Lightning Demos | 45 mins | Video, Google Drive, Youtube | All the participants should take some time to watch all the Lightning Demos shared as part of the previous days' activity. This exercise will hopefully expand the perspective of the participants and provide inspiration for the next activity.| | 4-Part Concept sketching | 1,5 hours | Pen & paper | The participants will create their own concept solution. The instructions for the exercise will be provided in the dedicated issue in form of a video. They can also be found in Mural)| |Send concept sketches to the facilitator | 2 mins | Photo camera, Scanner, Mural | All participants take a picture and upload it to the [dedicated Google drive folder](https://drive.google.com/drive/folders/1FtdN36dIftUcZaS2KjFnjORiRNqfDm2B?usp=sharing) so that they can upload them to the Concept gallery section in Mural (this is to maintain anonymity). If they want to clarify a part of their sketch they should add sticky notes next to the area of the sketch they want to clarify and include the sticky in the picture. | - [ ] Watch Lightning Demos - `all participants` - [ ] 4-Part Concept sketching - `all participants except the facilitator` ### Day 6 activities (19 May EMEA, NA | 20 May APAC) **Estimated time**: 45 mins (for the Decider 15 mins extra) **Due date**: 18 May - End of day BST, UTC, EDT, PDT | 19 May - End of day AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Review Concept gallery | 20 mins | Mural | All the participants will review the concept sketches added to the concept gallery. If there are any questions use a sticky note to add them to the board. | | Answer questions (optional) | 5 mins | Mural | If there any questions on the Mural board, the participant who created the concept should try to answer them by adding a post-it note under the question. | | Vote preferred concept | 2 mins | Mural | Everyone will vote (using their initials) the concept sketch that they believe is the best one that will suit the Sprint challenges and is worthy of being prototyped. After adding their vote they should also document their reasoning on a sticky note for choosing this concept.| | Super Vote (The Decider) | 10 mins | Mural | The Decider makes their final decision of which of the concepts is the one to move forward with. | | Super vote video (optional) | 3 mins | Zoom, Quick time or other video recording tool, Youtube, Google drive | The decider can create a video to present their thought process and answer any questions that have been raised with the rest of the participants if they wish to do so. The video should be shared in Google drive so that it's accessible by the participants and optionally uploaded to Youtube and shared in Slack. | <!-- | Speed Critique video | 15 mins | Zoom, Quick time, or other video recording tool | Each participant will create a video where they will walk through each of the concepts one at a time (about 2 mins for each concept), briefly summarizing the concept as they understand it with a focus on the areas that have been voted the most. They should also reference the parts of the concept that they consider useful for the final concept (big ideas). At the end of the video, they should state which concept will vote for and explain your reasoning (in 1 min).| |Share video | 1 min | Google Drive, Slack | The video should be uploaded to the dedicated folder in Google Drive so that they can be reviewed by the other participants. Optionally, the participants can upload it to Youtube and share it with the participants via the dedicated Slack channel. However, it should still be shared in Google Drive. | `This activity should precede the voting activity. Due to this Sprints' time zones, it would prolong the Sprint by one day so we will skip it. --> - [ ] Review Concept gallery - `all participants except the facilitator` <!-- - [ ] Speed Critique video - `all participants except the facilitator --> - [ ] Vote preferred concept - `all participants except the facilitator` - [ ] Super vote - `Decider` - [ ] Super vote video (optional) - `Decider` ### Day 7 activities (24 May EMEA, NA | 25 May APAC) **Estimated time**: 15 mins **Due date**: 19 May - End of day BST, UTC, EDT, PDT | 20 May - End of day AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | User test flow | 10 mins | Mural | Each participant will write (on separate post-its) 6 steps/actions that represent a step of a flow for the selected concept from start to finish (you can think of a high-level prototype flow. The post-its should then be placed in the boxes in the [User test flow section of the Mural board](https://app.mural.co/t/gitlab2474/m/gitlab2474/1620201743714/70e65c50a153e5547a7bf7b99ad893acbdd55c1c?wid=20-1587163709117&outline=open).| | User test flow video | 2 mins | Zoom, Quick time, or other video recording tool | Once all the steps are in Mural, each participant will create a short video to walk the team through their flow steps, one-by-one.| | Share video | 1 min | Google drive, Slack | The video should be shared in the Google Drive folder so that it's accessible by the other Sprint participants. Additionally, the participants can upload to Youtube and share it with the participants via the dedicated Slack channel. However, it should still be shared in Google Drive. | - [ ] User test flow - `all participants` - [ ] User test flow video - `all participants` - [ ] Share User test flow video - `all participants` ### Day 8 activities (25 May EMEA, NA | 26 May APAC) **Estimated time**: 20 mins **Due date**: 25 May - End of day BST, UTC, EDT, PDT | 26 May - End of day AEST) #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Watch user test flow videos | 10 mins | Video, Google Drive, Youtube | Before starting the voting process, the participants should watch all the user test flow videos so that they can make an educated decision when they vote. | | User test flow voting | 5 mins | Mural | All the Sprint participants get one red dot (the Decider gets 2) to vote on the flow row they think is the best foundation for the prototype. After everyone has voted the Decider will vote on the row they think is best with one dot using the second dot to optionally vote on an element of another flow they think should be incorporated into the prototype. | - [ ] Watch user test flow videos - `all participants` - [ ] User test flow voting - `all participants` ### Day 9 activities (27 May EMEA) Participants: **TBD** **Estimated time**: 45 mins **Due date**: TBD #### Agenda | Activity | Duration | Tool | Description | |---|---|---|---| | Storyboard | 45 mins | Mural | The winning flow will be copied from the User Test Flow exercise to the [Storyboard section](https://app.mural.co/t/gitlab2474/m/gitlab2474/1620201743714/70e65c50a153e5547a7bf7b99ad893acbdd55c1c?wid=21-1587165897445&outline=open) placing each individual post-it note into its own container. Following, the parts of the concept sketches that are relevant and fulfill the needs of the sticky note in that container will be moved to the storyboard working area. Finally, the details that are required for each step described in the sticky should be filled. | - [ ] Create Storyboard draft - `Decider and facilitator` ## Ground Rules - Honor the Facilitator's directions (even if you work async). They are the guide for the entire process. - Minimize distractions: During the week you will need to dedicate some hours to the Sprint for async tasks such as reviewing your colleague's videos or artifacts, creating videos or artifacts, completing tasks on the Mural board, etc. During this time we recommend blocking time in your calendar and having devices or apps with notifications turned off during that time. - All opinions are valid and are equally important, however, the Decider has the ultimate, final decision. - Document as much as you can: We should have concrete outputs to share with the broader team. Document interesting ideas or fixes you might have so that they can be shared as well. - Stick to the scheduled time for the tasks. The activities duration is defined after many rounds of practicing the Design Sprint is Additional time will not provide any value. - The Sprint is one of the few chances we get to work so closely together even in async. Have fun!