Do, learn and adjust with OGSM at Toolsfactory

How we stay on course and remain agile with OGSM and Agile Scrum

OGSM and Agile Scrum

Staying on course while remaining agile – at Toolsfactory, we achieve this through our unique combination of OGSM and Agile Scrum principles, which gives us both strategic direction and flexibility. In this article, we share our approach.

Our OGSM is central: from long-term to concrete action

OGSM stands for Objectives, Goals, Strategies, and Measures – a powerful framework for strategic planning. The model connects our long-term objective with concrete, measurable goals and clear actions for implementation.

Learn more about OGSM.

The power of the OGSM model lies in the connection between strategy and execution. To realize this connection, we apply a cycle that consists of different time horizons:

Strategic plan: 3-4 years

Every three to four years, we establish a new strategic plan in OGSM. This plan includes:

  • Determining our objective and concrete goals.
  • Conducting internal and external analyses to identify our main challenges.
  • Formulating strategies to achieve our objective and respond to challenges.
  • Establishing measurable KPIs.
  • Defining concrete actions. The actions in the OGSM often involve work that spans multiple months. In such cases, we call them epics. The epics are divided into actions that are executed in sprints.

Of course, we set up this OGSM in our own platform, OGSM.online.

Annual update

Annually, we evaluate and update our strategic plan. We test our assumptions against changing realities and adjust our strategies, KPIs, and actions where necessary.

Quarterly: strategy review sessions

Each quarter, we organize a strategy review session where we focus on the question: “Are we doing the right things?” Here, we evaluate the results of our strategies and determine how we can improve or accelerate them. We also incorporate relevant internal or external developments into our OGSM.

Monthly: action review sessions

Monthly, we hold action review sessions where we answer the question: “Are we doing things right?” We monitor the progress of actions and improve execution where needed.

Practical implementation: sprints as the engine of improvement

For actual execution, we work in four-week sprints. Each sprint includes a complete cycle of planning, implementation, testing, demonstration, and deployment. This provides a structured approach and clear priorities. A sprint consists of five phases:

  1. Action review: Evaluation of progress and planning of new actions.
  2. Implementation and testing: Execution of the planned actions.
  3. Acceptance testing: General testing of functionality.
  4. Demo: Presentation of new functionality to colleagues, partners, and users.
  5. Deployment: Making updates available to all users.

Action review: start and end of the sprint

In the action review, we first evaluate the progress of ongoing epics, allowing us to learn from our experiences. The action review is therefore not only the start but also the end of the previous sprint.

Afterward, we prepare for the upcoming sprint. We do this through two main phases:

  1. Backlog refinement: We supplement the backlog based on market needs and our information security system (ISMS). We ensure that actions are clear to everyone and score them on added value and effort.
  2. Sprint planning: We select actions for the upcoming sprint, prioritizing items with the highest value-effort ratio. Selected actions are labeled ‘Current Sprint’ and assigned to an owner.

Implementation and testing

The owners execute actions and give them the status ‘In Progress’. When the action is complete, the result is tested by a colleague. For this, they use the definition of done, which specifies what the action must meet to be considered complete. For example, the action must comply with our information security policy, the help site must be updated, and automated tests must be written. The tester marks the action as ‘Completed’ or sends it back for adjustments.

Acceptance testing

This is a general test according to the test plan. We test not only new but also existing functionality. Because there are many dependencies, a change in one place can lead to bugs elsewhere. We add findings as new actions in the sprint. Once these are ready, we test again.

Demo

The demo is a presentation of new functionality to three target groups:

  • Colleagues: Live demonstration with verification against the definition of done.
  • Partners: We send a newsletter to our partners a week before deployment, so they are well-informed about new and modified functionality.
  • Administrators: We also send a newsletter to administrators of our customers’ environments, so they can inform other users.

Deployment

The actions are completed, tested, and demonstrated. We can make the functionality available to users. To inform them of the changes, a pop-up appears with a brief overview.

OGSM.online as the hub of our approach

For creating our plans, executing actions, and managing progress and results, we use our own platform, OGSM.online. This gives us insight into how epics and actions contribute to our success and helps us maintain control over execution.

Below you can see our backlog. Sorry, our working language is Dutch 😉

The benefits of our OGSM approach

This structured approach to strategy and execution provides us with several benefits:

  • Strategic focus: Our daily activities are directly linked to our long-term goals.
  • Flexibility: Regular evaluation moments ensure we can quickly respond to changes.
  • Transparency: Everyone in the organization understands how their work contributes to the larger goals.
  • Measurability: Clear indicators make our progress visible.
  • Continuous improvement: The cycle of doing, learning, and adjusting creates a culture of improvement.

Get in touch

Want to know more about our approach or how we use OGSM.online? Feel free to contact us.