Public Sector Case Study: Part 2

Between 2022 - 2023, Lithe Transformation and its expert consultants undertook a series of projects across several departments within the public sector. The following case study is Part 2 of a series that showcases how Lithe Consultancy coached and advised multi-level officials in not just understanding and implementing the principles of Agile but also using them to achieve long-term and sustainable results.

If you are an organisation that wants to adopt Agility and achieve your key objectives and results, contact us and our experienced consultants can help you revolutionise your operations, just like they’ve done for the public sector.

Lithe Consulting, together with other consultancy companies, was brought on board by a public sector department to support the Agile transformation efforts of a large public sector body.

The primary focus? To help teams adapt their ways of working and become more effective. 

But how do you achieve this in an organisation that prides itself in its existing standards? 

By customising the training approach, incorporating interactive activities, and offering personalised coaching and mentoring when it's on land.

Lithe’s consultants, spearheaded by trainer and facilitator, Robb Lockwood, outlined the scope of the initial project by experimenting with the rollout of agile ways of working across teams. A blueprint was created to determine the key stakeholders and the best approach to adopt agile across all aspects of the organisation. 

The experimentation worked well within the teams. This involved looking at Agility within the Scrum framework, building relationships with different team members and supporting them in the best way possible.

Safe to say, as with any project, there are always challenges.

The Challenges:

Resistance to change: 

The organisation faced resistance from individuals who were reluctant to let go of older ways of working. Some employees perceived Agile as a purely software-focused approach and were sceptical about its applicability in their specific context. This meant that there was a lot of work needed to get buy-in across all levels of the organisation. 

Hierarchy and decision-making processes: 

The organisation, being a large division, was operating in a traditional, hierarchical structure; this resulted in a decision-making structure that often slowed down the Agile transformation process. 

Teams had to seek approval from higher authorities, which delayed progress not just of the rollout, but also of decisions in general.

Lack of alignment and context: 

The workforce was incredibly diverse, consisting of a mix of skill sets as well as personnel, civil servants and individuals with different levels of business and knowledge. Finding a balance between delivering training and ensuring it resonated with the entire workforce was a significant challenge when conducting workshops.

Solutions Offered by Lithe Consulting:

As with any consulting engagement we take on, our team of consultants took into account the unique requirements of the department they were supporting and created tailored solutions for them. These included:

Agile training and coaching: 

Lithe Consulting provided Agile coaching to teams, assisting them in understanding Agile principles and adopting Agile practices. This included training sessions on Agile fundamentals and the Scrum framework. The training was tailored to address the specific needs of the organisation, focusing on practical application rather than just general theory and understanding.

Repurposing training materials: 

Robb recognised that the existing training materials did not align with their training approach and the organisation's needs. He took the initiative to rewrite the entire training content, ensuring that it resonated with the participants and facilitated better comprehension.

Interactive and engaging training: 

To make the training more effective, Lithe Consulting incorporated interactive activities and fun exercises into the training and workshops. 

These activities were designed to engage participants and enable them to apply Agile concepts in a relatable and non-threatening context. This approach helped bridge the gap between qualified personnel and civil servants, fostering collaboration and shared understanding.

Leveraging coaching and mentoring: 

In addition to training, the consultants offered coaching and mentoring to civil servants who were new to Agile coaching and Scrum Master roles. This personalised guidance allowed them to gain confidence, ask questions, and receive support as they navigated their new roles and take these roles further when the consulting engagement ended.

Results and Impact:

Improved training efficacy: 

The revised training materials and interactive delivery approach significantly enhanced the effectiveness of the training sessions. Participants found the training engaging, and Net Promoter Scores (NPS) consistently averaged high scores of 8-9. The training was well-received, resulting in increased adoption of Agile practices across teams.

Building relationships and trust: 

Lithe Consulting emphasised building relationships and establishing trust within the organisation's teams. This approach helped overcome initial resistance and fostered a collaborative environment, where individuals felt comfortable asking questions and seeking support. This also encouraged autonomy and empowerment in making decisions. 

Empowering internal trainers: 

The training materials and coaching provided by Lithe Consulting empowered internal trainers, enabling them to continue delivering training and supporting the organisation's Agile transformation efforts. This helped ensure the sustainability and continuity of the Agile practices introduced.

The Key Lessons Learned:

Effective communication: 

Continuous communication with stakeholders is crucial during Agile transformations. 

Lithe Consultants encountered challenges when stakeholders went silent or failed to provide the necessary information and it was imperative to establish open lines of communication. Using their expertise and knowledge, they were actively able to engage stakeholders and mitigate the risk posed to the overall transformation.

Balancing structure and flexibility: 

The department’s preference for structure and adherence to defined frameworks led to a reliance on specific methodologies rather than a flexible approach, which Agility strives for.

Lithe Consulting recognised the importance of providing structure while also allowing room for flexibility and customisation within the Agile framework. This balanced approach helped ensure buy-in from stakeholders while promoting adaptability.

Leveraging diverse expertise: 

By incorporating principles of professional coaching, Lithe Consulting encouraged participants to think critically, solve problems, and take ownership of their Agile journey. The combination of Agile expertise and coaching techniques allowed for a comprehensive approach to support the organisation's Agile transformation.

Lithe Consulting played a crucial role in supporting the department’s aims of achieving an Agile transformation. By focusing on effective training, interactive engagement, and personalised coaching, Lithe Consulting helped overcome resistance to change and fostered a collaborative environment. The organisation experienced improved training efficacy and increased adoption of Agile practices.

For organisations in similar situations, the key to incorporating Agile within your organisation is to adopt a flexible training approach that aligns with your organisation's culture, fostering open communication, and providing coaching support for newly appointed roles.

To explore how Lithe Consulting can drive your Agile transformation, get in touch today. Let us help your teams embark on a successful transformation journey.