Agile Working
Managers Sample Plan and Agendas
Document Purpose:
As part of the introduction of Agile Working with the move of Professional Services Divisions to Bidborough House, managers are asked to consult
with their teams and 1-2-1 to gather information and to support their staff to transition to agile working.
This document provides a proposed plan for consultations and sample agendas for the meetings that are recommended. These are suggestions
only and each manager is free to use the most appropriate approach for their own staff.
Version History:
Version
Date
Updated By
Description
1
16.02.15
Lee Jenner
Initial Draft
2
18.02.15
Lee Jenner
Updates after project team review at team meeting
Table of Contents
1.
Managers Sample Plan for Transition to Agile Working ................................................................................................................................................................. 2
2.
Team Meeting Agenda .................................................................................................................................................................................................................... 7
3.
1-2-1 Meeting Agenda .................................................................................................................................................................................................................... 9
Page 1 of 9
1. Managers Sample Plan for Transition to Agile Working
What
How

Attend Managers Workshop
a. Understand what agile working means in the
context of the UCL Professional Services move to
Bidborough House

Raise issues and questions with the
division champion and change
management team
b. Understand what the change will mean for you as
an impacted staff member

Discuss concerns and questions with
Senior management
c. Understand what the change will mean for you as
a manager

Discuss with peers

Review presentation slide pack available
on the website

Review other materials and training
available on the project website

Attend project team drop-in sessions
1. Prepare Yourself
d. Understand and prepare for your role in leading
your staff through the change
When
Page 2 of 9
What
How
2. Introduce agile working to the team

Hold team session, using sample agenda
below and materials from the Introduction
presentation, the managers workshop and
other materials provided by the project
team

Email, in person, or both
a. Create common understanding of what agile
working means in the context of the UCL
Professional Services move to Bidborough House
When
b. Discuss drivers, benefits, and potential drawbacks
for the team and PS more widely
c. Capture initial questions/issues
d. Identify areas of resistance
3. Communicate team issues and questions
a. Raise issues and questions with the project champions
or senior management as appropriate
b. Get answers or resolutions
c. Communicate back to the team
Page 3 of 9
What
How
4. Hold 1-2-1s
a. Gather information to help identify whether the
individual will work at a flexible or static desk
when they are in the office, and any other
requirements to prepare for the move
b. Gather additional questions or issues to be raised
with the project team

Use the 1-2-1 sample agenda below

Use the Managers 1-2-1 Checklist to
gather data and send via email to your
champion

Communicate issues/questions to
champion

Ask for support from the champion, the
change management team, or your
manager if required

Encourage staff to attend project team
drop-in sessions if that would be helpful

You may want to do this in a group rather
than 1-2-1, just be mindful of confidential
issues
c. Identify what further support is required to
prepare the individual for the transition
d. Identify whether the person is overall positive,
negative or neutral regarding the changes
When
Page 4 of 9
What
How
5. Protocols, Policies, Working Practices

a. Understand and contribute to the PS wide and
divisional protocols, policies, and working
practices as they are developed
When
Plans for developing and agreeing
protocols, policies and working practices
are in development. Your champion will
keep you informed and this section will be
updated.
b. Share these with your teams and gather input,
issues, and questions to be passed back via the
champion
c. Consider whether additional team specific
practices are required
6. Regular communication and follow up

a. Support two-way communication between the
project team and your staff
b. Follow up on the answers to your team’s issues
and questions
c. Feedback information gathered at drop-in
sessions to your team
d. Support your team members as required
e. Raise any ongoing or new issues with your
champion or senior management
Page 5 of 9
What
How
7. Start now
a. Identify what steps can be taken now to start
preparing for the move, e.g. less desk clutter

Consider making it a challenge

Hold meetings where attendees are not
physically co-located

Visit a flexible working office, either in
person or virtually

Ask your staff to identify a good starting
point
When
Page 6 of 9
2. Team Meeting Agenda

Purpose of the meeting :
o Create common understanding of what agile working means in the context of the UCL Professional Services move to Bidborough
House
o Discuss drivers, benefits, and potential drawbacks for the team and PS more widely



o
Capture initial questions/issues
o
Communicate what will happen over the next few months before the move
What does agile working mean for us
o
What changes are being introduced
o
Why
o
What possible benefits
o
What possible drawbacks
Explain the 1-2-1 data gathering meetings
o
What’s the purpose
o
How will the information be used and by whom
The process for raising issues and questions and finding out the answers
o
Staff Member -> Manager -> Champion -> Project Team -> Champion -> Manager -> Staff Member
o
Direct to Champion or Change Management team
Page 7 of 9
o


Attend drop in session
How to get additional information
o
Website (not yet available)
o
Drop-in sessions (not yet scheduled)
What next
o
Protocols, policies and working practices
o
Ongoing communication and follow up with the project team and champions
o
Consider what changes we can make now
o
Consider what our team will need to do differently
Page 8 of 9
3. 1-2-1 Meeting Agenda
This could be done in a group session or 1-2-1. There should be opportunities for staff to raise personal issues with you privately.

Purpose of the Checklist

Definition of Static and Flexible

Complete the Checklist

Any Questions or Concerns
Page 9 of 9