The 4-hour design sprint

by | May 15, 2019 | Uncategorized | 0 comments

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The 4-hour design sprint

A hairy, ambiguous problem space, fast-approaching deadlines, and constraints in securing team members’ time. Likely a familiar scenario to most folks working in the fast-paced product world — and this too was another day in the life of my team at Shopify.

I’m a senior program manager on a team that supports the internal products and tools that Shopify employees use to capture, share, and organize what’s happening in the organization. Some big changes were happening around the process of how we build product (endearingly referred to as Get Sh*t Done), and we were asked to redesign some of the tooling to better reflect this.

Beyond simply updating the tool to support the new process, our key goal was to reduce friction for users and drive more consistent adoption, contributing to increased data accuracy. Of course, we also had a fairly short timeframe to make all these wonderful changes to the product and our team was stretched working on other in-flight initiatives.

Our designer extraordinaire/my partner-in-crime, Janice Chow, and I discussed the approach we wanted to take to start honing in on the problem space.

Jokingly (and loosely inspired by Tim Ferriss’ 4-hour workweek, perhaps) we decided to see what we could condense in to four hours and how far we could get. As Orson Welles famously quipped (and I took the liberty to further interpret),

In our case, we optimistically agreed that these constraining four hours would help our design thrive, and we’d be putting that to the test.

We sat down to frame the key outcomes we were hoping to get out of the sprint, which were to:

We were realistic about how much we thought we could condense into our session — about halfway through what you’d get at the end of a typical 5-day sprint.

We identified the criteria for the participants we wanted to recruit. We’d include our own development team, stakeholders, and a mix of people who use our product (mostly Product Managers and Product Leads at the company). This ended up requiring 10–12 people in total, which meant our designer and I would both be facilitating. Lucky for us, we were recruiting internal participants, so it was fairly easy to get people to join the sprint on short notice.

We also built a high-level agenda and the key activities we wanted to cover, which I’ll break down into a bit more detail next, as well as observations from when we ran the sprint.

Since most of our participants didn’t know each other, and about half of our session involved collaborating and aligning as a team, a quick icebreaker was essential. We ask team members to share the last picture they took on their phone with the group — this usually surfaces an interesting story, or cute animal/kid picture, and works well to let people’s guard down a little bit.

Day one of the 5-day sprint is typically focused on ‘understanding’— unpacking the problem, leveraging data and diverse expertise from the group.

Our tool-set for context included the following:

That ended up being a dense hour, but we seemed to keep our audience captive enough until the next set of sketching exercises.

Our first activity was a slimmer variation of Crazy Eights — which we called Crazy Sixes (original, right?). Similar in concept, we had participants fold a piece of paper into six squares, and they had 10 minutes to get their six ideas on paper. Then, they picked one idea to draw in more detail within 20 minutes.

The sketching was very productive — everyone was scribbling vigorously and no one got stuck. One or two participants asked if they could just write the ideas out vs. draw, which we okay’ed as we didn’t want to block anyone from being generative.

We then split the room into three groups — with four participants in each. Every person had to share their one detailed idea sketch, and then the group decided which idea they liked best, or if they could combine their respective ideas into one “super idea”. They had an hour to finalize their team sketch, on a large flip board sheet.

There was a lot of discussion between groups, however, converging wasn’t easy.

One gap seemed to be the comfort level with drawing. One group decided to just list their ideas on the flip board. Some slight personality conflicts also emerged where different perspectives on ideas were not easily bridgeable. More time was also needed and we ate into our 10-minute break. However, in the end, all the teams were ready with something to present.

It was then time for each team to present their ideas to the rest of the group. Two of our groups had managed to present a sketch in the end while one group just had a list of their top ideas.

We were able to get through the presentations and end the sprint about 10 minutes over time.

This allowed us to succinctly cover personas, their needs, and their pain points in a visually absorbable way for participants. Distilling what could be a day’s worth of information into an hour, without overwhelming participants, is not easy, but this approach seemed to work well. We also printed out the experience maps for each persona so the participants could have these as reference points during sketching.

After the session, we also received feedback from participants that the context was relevant in helping them with the next set of activities.

A clearly facilitated Crazy 6s exercise, followed by additional time to expand one idea into a more detailed sketch, worked well for all our participants.

While it may be obvious, it’s still critical enough to note! Fine-tuning the agenda around our desired outcomes, and tightly keeping things on track, allowed us to maximize the time in the session.

One gap that surfaced was when one participant felt that the scope we were looking at didn’t reflect how her team used the product, which ended up being an edge case. However, this made us think to add more criteria during recruitment to ensure we don’t have a participant who feels like an outsider to the rest based on how they’re using the product. While we need to consider edge cases in our design, we felt this type of sprint would work best with a group of participants representing general usage of the tool, so it wasn’t the optimal setting for a participant representing a minority of our users and they may have felt disengaged.

While the context session was helpful for participants to better understand the problem space, the How Might We (HMW) statements still felt too broad and made the scope a bit ambiguous. Creating that perfect balance of wide-enough-yet-narrow-enough HMW statements isn’t a science, but we think more defined scope parameters would have provided better guard-rails to our participants.

While the solo sketching exercise went well, the group alignment and sketching exercise had some gaps. Teams were getting stuck for a few reasons:

This format worked really well to generate a TON of ideas, from different perspectives, and to surface clear themes in a short amount of time. It also kept our participants fully engaged. After the sprint, we catalogued the themes and ideas and used them as an input to create our product backlog, which we then prioritized and were able to start refining the design based on this. The sprint accelerated us moving into our design phase in a more informed way. The bottom line: we would do it again, 100%, with some tweaks to make it even more productive.

— — — — — — — — — — — — — — — —

Shoutout to Janice Chow for being a great partner running this sprint (and coming up with awesome things like our personas & the experience map) and all our participants/guinea pigs: Nataly, Zabrina Hossain Ahmed, Erin Marchak, Steven Wu, Betty, Ami, Cristian & Vincent!

If working on problems like this sounds like fun, check out our careers page.

The 4-hour design sprint

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