Estimates Meetings

There’s a meeting that (I think) happens every week, where projects/enhancements are discussed and estimated. I don’t think there is enough time to really discuss them in great detail, and the people in the meeting don’t really care because they won’t actually be developing and testing them.

The thing is, it’s quite hard to judge how long something will take even when you have a decent understanding of the requirements, because you don’t know what the current state of the codebase is until you really start to dig into it. Also, you will uncover multiple problems and come across things you never considered earlier. 

I think the key thing to remember is that ‘estimates’ aren’t supposed to be exact and are only based on the knowledge you currently have, plus additional time for contingency.

Even considering that, I think most people struggle to come up with estimates – even people that are regulars to the meeting and should be experienced at it.

One day, I received a message from my manager asking me to join one of these meetings. The meeting had been going for 10 minutes or so.

I join the call, and my manager tells the Host to re-explain. I felt awkward, he probably had done a great 10 minute explanation, and then they somehow decided they need my advice. So the Host reexplains. I ask a few questions, in particular about some previous functionality that had apparently been rolled back. I wanted to know why it was rolled back rather than fixed, because that would be key in coming up with an estimate. 

My manager decides that we need the previous Product Owner on the call. She joins the call, and my manager asks the Host to re-explain. This is definitely awkward now. You can tell the Host is so frustrated, and he audibly sighs before explaining for the third time.

Now the group should estimate collectively, but everyone seems to want me to estimate it by myself. Why does everyone think this is a hard one to estimate? I end up being vague and saying it was 1-3 weeks. The thing is, they usually want the estimates to the nearest 2 week period, so 4 weeks is a fine estimate. I try to push the others to suggest their own estimates. The group decides it is too hard to estimate so the Host needs to come to a future meeting with more information. He must be fuming.

I get invited to next week’s meeting. There’s 2 projects to estimate – this time brought by a different product manager. This new Host says the first project was estimated a year ago, then put on hold. It was given 16 Weeks at a “high confidence”, however, there’s no notes to explain how they came up with that figure. But it is “high confidence”, so unless we know of any complications that have happened over the year, maybe we could stick with that?

Judging by the small amount of notes and screenshot, it looked like a few day’s work to me. One person says there’s some “cross-account functionality which is against the current architecture”. So now we are all scared. One manager states: “There’s too many unknowns, so let’s come back to it”.

So the Host moves onto the next project. It’s quite complicated and requires a good 10 minutes of explanation. When she got near the end, I thought “I hope we don’t estimate it; it will be a right laugh.” When she concludes her amazing speech, we decide “we need to break it down – it’s too big”.

So that’s 2 hours of meetings to estimate 3 projects and we didn’t estimate any of them. Good work team!