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System Evolution

R - Reactive

P - Proactive

⇑ Import

SUCCESS CRITERIA

Ops System health check	R — Reactive	P — Proactive
ROUTINES FACILITATION
RFSprint planning	Backlog arrives unrefined. No sprint goal at open. Runs past 60 min. No confidence vote at close.	Backlog refined with sizing + AC before meeting. Opens with sprint goal, closes with team vote. Capacity reviewed honestly. Ends in 60 min.
RFBacklog refinement	EL defines tasks during planning, not before. Items lack sizing, AC, or owner. Someone has to ask before starting a card.	Refinement done before sprint starts. Every item: clear, sized, AC set. Anyone can start a card without asking.
RFADMs / daily stand-ups	Skipped or runs past 15 min. Drifts into problem-solving. Team speaks to one person, not each other.	Opens with sprint goal, one sentence. Three questions only: done / doing / blocked. Ends in 15 min, every day.
RFRetros	Skipped for client work or deliverable prep. No prior actions reviewed. No owned action produced.	Held every sprint without exception. Prior actions reviewed first. Specific owned, dated action at close.
PLANNING
PLVSMART 4 weeks out	One or more of next 4 weeks has no goal. Goals describe activity, not outcomes. Not updated before weekly Radar.	This week + next 3 fully populated. Goals state what will exist by Friday. Anyone, not just the team, can read and understand.
PLTravel & OOO	Not entered in ClickUp. Conflicts surface during weekly Radar.	All travel + OOO in ClickUp before weekly Radar. Conflicts identified and resolved in the meeting.
PLFeedback checkpoints	Peer, Principal, or CI/OH time not booked in advance. Booked reactively once a deliverable is already close to done. No async alternative used when live time isn’t available. Feedback lands too late to action cleanly.	Storyboard (2 wks out), draft (1 wk out), and final (3 days out) checkpoints booked with lead time, peer and/or Principal. CI and Office Hours used proactively, not only when a deliverable is due. Async review used as a valid substitute when live time can’t be found, still early enough to matter. Latest updates on Miro and Sharepoint, no local storage.
VISIBILITY
VRHigh roller meetings	HR tag not applied in ClickUp. Key meetings invisible in SoS Resource Calendar. Attendees not confirmed in advance.	Every kickoff, midpoint, steering meeting tagged (★). Visible in SoS Resource Calendar. All attendees confirmed 1+ week ahead.
VRMilestones visible	Milestones missing or added after the fact. Not tagged (◆). Not visible on Calendar/Timeline within the next 4 weeks.	Milestones populated on Calendar/Timeline for the next 4 weeks, tagged (◆) correctly. Shows the path to the sprint goals, not just the goals themselves.
VRTeam in Radar & ADM	Not represented, no async update. Blockers invisible to SoS.	Rep present every session. When unavailable, async submitted before the meeting. Blockers and HRs visible to the full group.
ZERO FIRE DRILLS
FDZero fire drills	Planning, ADM, or Retro skipped for client work. Evening or weekend work before a client meeting. Day-of cancellation or multi-tasking to finish a deck.	All ceremonies held every sprint, no exceptions. Deck done 4 to 2 days before client meeting. Day-of calendar is protected.