Let team members estimate their own schedules
More on the scheduling thing: I thought I'd share some of our experiences working with
Joel Spolsky's scheduling system.
There are limitations to his system, and while it's still the best thing I've found out there--it beats the crap out of scheduling on filecards, XP style--you have to be aware of the limitations or you can fall into some traps.
- The "Debugging" pad / buffer can allow you to break the system. Supposing I code up a feature. I use up all the hours I've scheduled for it, and it's "done". One problem: it doesn't work yet. So I keep banging my head against it, and log the time as "Debugging." This isn't a problem for the lucky few who write code correctly the first time; people like me, on the other hand, tend to write a collection of bugs, fix the bugs, and then we have software. If we log the 'bug fixing' phase as "Debugging", then we aren't measuring correctly, and the scheduling tool loses its power. The way to fix this is to make sure everybody on the team is aware of this pitfall, and doesn't call a feature 'done' until they've gotten it to the point where there are no stop-shipment bugs that they are aware of.
- The schedule does not explicitly discourage multitasking; you may find that someone is switching from task to task. This could be because different people are asking them to work on different features, or because they just got sick of working on one thing and decided to work on another.
Multitasking is bad. Unless truly higher-priority items come up, let people focus on one thing at a time. It's hard to do; everyone wants everything done at once, and they will be constantly asking, "Isn't someone working on this?" and the easy way out is to say, "They are now!" and switch someone.
- People get confused by the whole 8 hour day thing; on our team, we tell them "they aren't hours, they're eighths of days"; on other teams they go to daily. If you spend a half day on something, then you elapse .5 days. A meeting might be .25 or .15.
- Joel says to keep subtasks under 24 hours. In my experience, if you tell your team this, they will frequently underestimate a task (yep, that'll take 24 hours) rather than take the time to subdivide it correctly. (You could argue that we should fix the real problem rather than hack it.) I'm happy with 40 hour granularity; that may be because our schedules tend to project out for almost a year, and we don't need the finer grain.
- How to get everyone to correctly elapse their time every day? If everyone starts on the same day, then they should all have the same number of hours elapsed at the end of every day. So at the end of the day, a manager can run a pivot table that sums everyone's elapsed hours. (Jem Maza found a clever way to automatically pivot into a different spreadsheet.) Then we e-mail that table to the team and people can see who is off. If someone is particularly bad at remembering to elapse, you break out the whip. This is important; the longer you go without remembering to elapse your schedule, the less accurate it gets.
- When someone runs out of time, and someone else still has slack, we'll move tasks across. Because resources aren't fungible, we erase the previous coder's estimate, so it doesn't bias the estimate of the next coder.
- Have a wishlist page in the schedule doc. When the whole schedule is out of slack, it's time to cut features. I cut them from the main page and paste them on the wishlist page. If some time frees up--that very rarely happens--we can move them back. When people come up with new ideas for features, they go onto the wishlist. You can look at the wishlist at the beginning of your next project.
- At certain stages of the project, if we find that someone is consistently under-estimating, we'll go in and pad their remaining estimates. This is usually followed by a spree of reassigning and cutting features.
There are a few arguments against the system: let me address them.
1) "You say this lets me self-manage but it seems more like self-micromanagement to me!"
Micro-management does not mean to manage something in excruciating detail; it means a manager is telling someone else how to do their job. You should be managing in excruciating detail; you should not be telling someone else how to do their job. The scheduling system puts the responsibility for managing the schedule where it belongs: in the hands of the person who knows the most about the problem.
2) "The time I spend scheduling I'm not actually working!"
This isn't really an argument against this system but an argument against scheduling in general. And it's not completely without validity! Scheduling is only useful up to a point, something I talk about
here. But for the most part, scheduling is going to be a fact of life, particularly in the production phase of your project, so you might as well use the best system available.
3) "I can't make a decent estimate on how long something is going to take until I've worked on it some."
Scheduling takes time. We admit this. That's why we have a field on the schedule for the act of scheduling itself. If the way you want to schedule is to start working on a task for a little while, until you have enough of a handle on it to make an estimate, that is totally fine. In general, I've found that programmers are surprised at how accurate they turn out to be at the end of the project. In my experience, once estimates are averaged out over a long period of time, everyone comes in between 90% and 150% of their original estimates.
4) "How can I possibly know with that degree of precision how long my tasks are going to take?"
Precision isn't important; sometimes you're over, sometimes you're under; it all comes out in the wash.
5) "How do I know when I'm supposed to work overtime?"
When your boss tells you "have this done by Friday" and it's Thursday and you're not done you know you need to stay late. When your boss is some kind of Mr. Softie who only expects you to deliver half of your tasks early it's not so clear. I believe that some overtime is important; that no matter how good a game you can make in a forty hour work week, you can make a better one in fifty, and marginally better still in sixty.
We work overtime when there's an unavoidable external deliverable due and we're not sure the game's going to be good enough by then. So we're crunching right now (50-60 hour weeks) for E3, because we're not Sure.
Another reason to crunch is when our bug find rate is higher than our bug fix rate; during this period of time, we're losing ground, and the only way to make it up is with good old overtime.
6) "It doesn't handle dependencies!"
This is the big one, and we've definitely been bitten by it: a version is due, and it's supposed to have feature X, and there's plenty of time for each person working on feature X to get the subtasks done, but the subtasks have to be done in order. Personally, *I* don't care: I'm happy with: when person A gets to their part of feature X, and they discover they're dependent on Person B, we make feature X the highest priority for Person B, and let person A move on to feature Y. Feature X doesn't make it into the rev, and we live with it. It's my belief that, over the cycle of the entire project, the effects of these dependency chains disappear, because these dependency chains are under a month or so: mission requires character which requires animations which require model, for example. As long as we prioritize these things correctly, and push them through the factory, they'll get done before alpha. Of course, the people who evaluate your milestone deliverables may not be as casual about it as I am.