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Communication Techniques

Communication Techniques are structured methods and channels Scrum teams use to exchange information, such as interactive discussions, visual information radiators, and digital collaboration tools. In SBOK, they enable clarity, transparency, and timely decisions across all Scrum events and stakeholder interactions.

Key Points

  • Includes interactive, push, and pull communication modes used across Scrum events.
  • Prefer high richness channels like face-to-face or video for complex or high-risk topics.
  • Use information radiators such as Scrumboard, burndown chart, and impediment log for transparent pull updates.
  • Time-box conversations and keep agendas focused to reduce waste.
  • Confirm understanding with summaries, check-backs, and alignment to Definition of Done.
  • Adapt channels and cadence for distributed teams, time zones, and language needs.
  • Inspect and adapt communication effectiveness in Retrospectives.

Purpose of Analysis

Analyze the audience, urgency, and complexity of the message to select the most effective technique. The goal is to ensure shared understanding, fast decision making, and traceable communication that supports incremental delivery. Proper selection protects transparency while keeping work flowing.

Method Steps

  1. Identify the audience and information need: who needs to know, decide, or act.
  2. Classify the message: clarification, status, risk/impediment, decision, or knowledge sharing.
  3. Select the mode: interactive workshop or huddle; push message; or pull via radiators and repositories.
  4. Set cadence and time-box: daily standup, ad hoc 15-30 minute huddle, or scheduled review.
  5. Prepare visuals: user stories, acceptance criteria, mockups, diagrams, and relevant metrics.
  6. Facilitate actively: encourage participation, practice active listening, and use a parking lot for off-topic items.
  7. Capture outputs: decisions, action items, updated backlog entries, and changes to information radiators.
  8. Confirm understanding: recap next steps, owners, and due dates; gain verbal or written acknowledgment.
  9. Inspect and adapt: gather feedback and refine channels in the Retrospective.

Inputs Needed

  • Product backlog, epics, user stories, and acceptance criteria.
  • Sprint goal and sprint backlog.
  • Stakeholder list and communication norms or working agreements.
  • Information radiators: Scrumboard, burndown chart, impediment log, and velocity trend.
  • Collaboration tools: chat, video conferencing, wiki, and issue tracker.
  • Policies and definitions: Definition of Done and Definition of Ready.

Outputs Produced

  • Documented decisions and action items with owners and dates.
  • Updated user stories, acceptance criteria, and supporting notes.
  • Refreshed information radiators and visible status updates.
  • Stakeholder acknowledgments and captured feedback.
  • Raised or updated risks, issues, and impediments for tracking.
  • Refined communication cadence or plan adjustments.

Interpretation Tips

  • Use interactive techniques for ambiguity, conflict, or high impact decisions.
  • Use push techniques for targeted alerts; keep messages concise and link to details.
  • Rely on pull techniques and radiators for ongoing transparency without interrupting flow.
  • Visuals outperform text for complex ideas; combine examples with acceptance criteria.
  • Always close with a recap of decisions and responsibilities to avoid rework.
  • Measure effectiveness with feedback, cycle time of decisions, and defect escape trends.

Example

Mid-sprint, the team discovers an integration risk. The Scrum Master arranges a 20-minute video huddle with the Product Owner, developer, and tester. They review the user story and a quick sequence diagram on a shared screen, agree on an updated acceptance criterion, and log an impediment for a missing test environment.

Notes and decisions are added to the story, the Scrumboard and burndown are updated, and a short summary is posted in the team channel with links to the wiki. Stakeholders can pull details at any time without another meeting.

Pitfalls

  • Using long email threads to resolve complex or contentious issues.
  • Failing to record decisions, leading to repeated discussions.
  • Unstructured meetings that exceed time-boxes and lack outcomes.
  • Overloading tools without shared norms on where to find information.
  • Ignoring time zones and language barriers, reducing participation.
  • Mixing informal chat with formal approvals, causing traceability gaps.

PMP/SCRUM Example Question

A high-risk user story is repeatedly misunderstood mid-sprint. What is the most effective communication technique for the Scrum Master to support the Product Owner and team?

  1. Send a detailed email explaining the Definition of Done and ask for confirmations.
  2. Update the wiki with more context and request that the team read it by end of day.
  3. Host a time-boxed refinement workshop with developers and testers using the story and concrete examples, and record decisions on the backlog item.
  4. Wait for the Sprint Review so stakeholders can clarify their expectations in person.

Correct Answer: C - Host a time-boxed refinement workshop with developers and testers using the story and concrete examples, and record decisions on the backlog item.

Explanation: Interactive, facilitated communication is best for resolving ambiguity quickly and ensuring shared understanding. Email, wiki updates, or waiting delay decisions and risk further misalignment.

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