Cargo Bike Lifestyle

The Cargo Bike: Bullitt by Larry vs Harry

Larry vs Harry is a cargo bike maker based in Denmark, and Bullitt is the name of their flagship cargo bike.  They offer e-assisted and ‘manual’ versions (I’m fortunate enough to have the former).  You can see lots of great pictures that give you a broad sense of the bike on Instagram – links at the bottom.


How Does It Feel?

It handles really well.  It’s essentially the longboard of bicycles.  The front-loading cargo deck configuration means that the center of gravity is kept low (stable) and loads are visible (safer).  The cargo deck is still relatively narrow (less than the width of the handle bars) so it’s relatively streamlined and can still manoeuvre through tight traffic.

Basically the Bullitt is a great example of great European design: functional, elegant and balanced.

It is rated to carry 180 Kgs including the rider, which equates to you and a small truckload of groceries and or children.  My heaviest regular load is the weekly market shop for fresh fruit & veg (~20-30 Kg’s worth?) – more on that later.

As you can see, it’ll accommodate a wide variety of load types and can be used in a number of ways.

It goes fast.  Bullitt’s are equipped with the Shimano STePS system, which will assist you up to ~25 Km/h, after that it’s up to your legs and/or gravity.

Battery & Motor Performance

To understand this some local context is needed.  My daily commute is just over 4 Km, of which 3.3 Km’s of that is a steady 150 m vertical ascent (heading home).

The battery lasts me 5-7 days, based on approx. one return trip to town a day (x7), and depending on how much additional riding I do.  The journey home usually drains ~10-12% charge depending on how charged it is.

The STePS system has 3 assist modes: eco, normal, high, as well as no assist.  I tend to ride with the e-assist off except for when going up-hill or into a string head-wind.  Unless my load is especially heavy (or my knees are feeling particularly weak) I’ll stick to Eco-mode assist for the normal commute home.

According to the specs a full charge will assist you for 145 Km on the flat, for comparison High will assist you for 65 Km.  I tend to use eco to get better endurance, and frankly the extra power achieved by the more powerful assist modes isn’t something I find I need – but it’s good to have it in reserve.

Loads & Configuration

My goal is never to carry anything on my back ever again; I want to maximize the bikes ability to carry stuff and my own comfort.  I’m also keen for my configuration to be as flexible as possible.

My solution to this is:

  1. Flat open deck – no permanent / fixed side walls.
  2. A pair of large fish bins (approx. 41 x 64 cm) with lids for general cartage.
  3. A pair of army surplus ammo pouches for small items.

The bins have the same width and length but slightly different heights (28 cm & 19 cm), the idea being that the variety might come in handy.  They both have (interchangeable) lids which provide adequate protection from rain.  Depending on their relative orientation they can stack on top of each other or sit nested inside each other.

I have sliced up a foam camping mattress for padding – you can see it lining the front bin in the picture above.  A single layer of this seems to protect fruit adequately, as well as laptops, and you can always use a double layer (I got three sections from the one mattress).  The foam also helps raise your items off the very bottom of the bin, so if any moisture does make it inside your stuff is less likely to get wet.

The bins can be used a number of configurations:

  1. Stacked on top – as seen in the first picture above.
  2. Stacked within each other.  If the taller bin is placed in the lower one you get one big bin with the ability to expand out if you need the extra capacity.  f you stack the lower bin in the taller one you get a split level; e.g. you can put laptops and other ‘nice’ things in the bottom and other items in the top -like wet raincoats, dirty boots or whatever.


I have two cargo-straps: 1 x 3m and 1 x 4m.  The 3m will comfortably loop around the cargo deck and both bins top-stacked.  (Note: the strap needs to pass between the frame and the steering rod as you don’t want to impede the steering rod).

The 4m strap will comfortably to a double “n” loop over both bins high-stacked.  This is the configuration I am most using currently.  Imagine the loop starting at the top of the load – it passes down one side, goes under the frame and back up again; down the opposite side, under the frame and back up again, where it completes the loop.  This technique give s nice firm double strap.

Above: showing the double “n” loop, and an ammo pouch for small items.

I also carry two lengths of 6mm rope from the local marine supplies shop, which is great for random stuff.

Above: for comparison – the shorter fish bin inside the taller one; and “high stacked”.

Finally, I also have a few rubber bungies, these are made from recycled car tyres with a bit of dowel for a handle.  Basically you just need to carefully cut an intact cross-section so that you have a nice strong loop of rubber, and then loop one end around the dowel and back through itself (a little bit like the first step of tying a cats-paw knot).  You can extend these by hitching a second loop onto the first (like the longer of the three bungies, below).


The only minor pain is that with strapping stuff in I’m frequently forgetting things – either that I should have out, or need to put in, so I find myself messing about with straps and so on a bit.  But on balance its a pretty minor problem to have.


You’d think the longer wheel-base was a challenge – actually it’s not too bad, but you’ll want to be a little more conscious when planning stop-offs so that you can avoid having to do U-turns on the footpath.

The biggest challenge I find is inner-city stops where you want to change direction – you can pick up the rear of the bike and pivot on / manoeuvre with the front wheel easily enough, the only real challenge is available space.

As you can see in the video below, slow cornering around tight corners is no problem provided there’s enough space.

In terms of slow riding, I can stay upright doing as little as 4 Km/h.  The relative size of the wheels to the overall bike means the ratio of gyroscopic force the wheels produce is not as great.  But in general the Bullitt is really well balanced and great to ride.

Have I Ever Fallen Off?

Just the once.  It’s hard to pin-point the cause exactly.  It was early on in my Bullitt days, doing a sudden lane change on a wet smooth road.  There was a gap in the traffic and a car was offering me entry into the far lane.  I had both bins high-stacked with a bunch of gear.  I turned into the lane and rode across it, then sharply turned to straighten-up and the bike flipped over on it’s side and slid.

Did I hit a patch of oil?  Impossible to tell.  I think it was partially the sharpness of the turn, the wet conditions, and perhaps overall speed – not super fast but not hanging around either.

Once I fell I was pretty much just tobogganing along, the nature of the frame meant I was somewhat lifted off the ground by the mid-frame “h” shape off the handlebar stem, so apart from some minor scuffs I was unhurt.

Interestingly, I had the fish bins lashed down with a single cargo strap and they were totally intact – didn’t really move at all, so picking the bike up again and clearing the road was pretty easy.


Front-loading cargo bikes are super versatile, possessing good speed and manoeuvrability but with prodigious carrying capacity.  The Bullitt is an awesome example of this architecture of bike, and makes for a great car replacement.


  1. – designers and manufacturers of the Bullitt.
  2. – more information on the Shimano STePS system, 6000 series, which I have mounted on my Bullitt.  Various Bullitt models use different versions of the STePS system.
  3. – local Wellington Bullitt dealers.  They also carry other types and brands of cargo bike.
  4. – The Adventures of Pepper the Cargo Bike; me & Pep’s cruisin’ around Wellington and beyond.

Fireside Chat with Zheng Li, VP of Product @ Raygun – Product Tank Wellington MeetUp

The Product Tank Wellington meetup ran a “fireside chat” last night with Zheng Li, who is currently VP of Product with Raygun – a Wellington-based company, currently on loan to the U.S.

The conversation covered her career path to Product via UX, advertising, championing women in tech and passion for business, as well as delving into specific topics with being a product person.

Here are the key takeaways I jotted down, which I’ve tried to organise by topic…

Career Path

Zheng gave us a neat little story about how she started out (in a sense): a classic tale of taking something that nobody else wanted to do and absolutely nailing it.

The task was designing banner ads for TradeMe.  She obviously attacked her self-imposed challenge with passion and drive (significant keys to success on their own), but I also noted that:

  • She formed a loose multidisciplinary team which (I think) included people with knowledge and access to data analytics and marketing folks.
  • Was data driven – each time she/they ran a new design, they would analyse the data to see what was working and what wasn’t, and think about why that was the case.

The other factor which she used to her advantage was being able to iterate at an appropriate speed – which was obviously supported by the data she and her team had access to.

Some pretty obvious takeaways there, a key one for me would be about being data driven / enabled > implication: you need to have the data.  As a data architect colleague of mine once said: before doing any data design, you must first think about what questions you will want to ask your data.

Other stand-out points around career path included:

  1. Turning weaknesses into strengths, by using them as differentiators.  The context for this was around credibility.
  2. Follow your passion.  Zheng laughed in response to a question – someone asked something which inferred she had planned her career out; she said that in retrospect her career may look like it was planned but the reality at the time was anything but.  Her response to challenges was to consciously seek out ways of addressing these – which in her case frequently included training courses, which she collectively found effective (I think for one particular area she did 7 different courses).
  3. People want to work with people they like and trust.  Zheng spoke of this in reference to relationships between companies, but it’s obvious from her perspective that this is based on interpersonal rapport.  It’s not hard to see this concept also applying at a personal career level – something I can attest to having also experienced it first-hand.

Another key career theme Zheng had was based on “that venn diagram” – meaning the three overlapping lenses in Design Thinking which cover business/viability, technology/feasibility and people/desirability.  The specific terms she used might have been a little different, but for me the connection was pretty clear.

Her basic advice was to become proficient and confident in any two of these lenses; although that seemed to be somewhat tempered with her other guiding principle of being customer focused – which suggests the business/viability and people/desirability lenses.

“Product” Means Being Close to Customers

This was one of Zheng’s key themes.  Part of this was getting out and talking to customers, which is critical.

It was interesting to hear of her experiences using product “management” (my term, not hers – can’t recall exactly what she called it) as a selling tool.  The basis for this was:

  1. Selling the value of the product, not the product.
  2. Establishing a 1-on-1 rapport with people, and understanding what kept them up at night.
  3. Taking the time to really understand that problem from different angles.

As far as point #3 goes, that meant engaging with different people in the organisation to understand the problem from their perspective: technical, marketing, sales, etc; this obviously links back to the three lenses of design thinking mentioned above, and being close to customers – all good sensible product management stuff.

We can also expand this theme out “customers” to “people”.  In her experience, product management is more about being people-based than technology based (this was mentioned in reference to a technical product for developers).

There was also a leadership angle: for her leadership was about aligning the purpose of her staff to the purpose of her business.  The implication here is to talk with the people on your team and really understand what drives them and where they want to go with their career.

A Quick Note on Persuasion

If you want to persuade someone (such as your product manager – if you’re a tech working on the product, and you have a pet feature you want to add), you need to two things:

  1. Speak in the language of the audience.
  2. Back it up with data.  This could be qualitative such as customer feedback, or quantitative data showing conversion rates.

Producty Bits

Dealing with Product Debt

Something I really liked was how she addressed debt – debt in the sense of technical debt, and even marketing debt, and so on: things which worked but could work better and had gotten to the point that they were affecting the bigger picture.  She referred to it (I think) as the “99 issues” or “99 problems” story.

  1. They got all the issues and logged them into Jira – meaning that they got it all out into the open.  Not just development/technical debt, everything.
  2. Presumably some sort of sizing and prioritisation work took place.
  3. They then knocked off a number of the items, reducing the overall debt.

The way she spoke seemed to indicate this was an annual event – which didn’t happen every year.  Bit of a spring-clean, I guess.  Zheng didn’t call it out specifically but based on her other comments I presume space in the teams capacity / product roadmap was allocated to this work.

Another interesting idea which occurred to me as she described this was the technique that Agile / Scrum teams sometimes use, whereby they adopt a sprint goal – something non-deliverable – that they want to improve during the course of the sprint/iteration/timebox.  Zheng didn’t explicitly say that was what they were doing but the idea seems relevant.  Zheng, if you ever read this I’d be interested to know if that concept was one you consciously used or were aware of.


Items on a roadmap (i.e. the implied promise / expectations set) should be based on two things:

  1. The teams capacity to deliver them.
  2. Evidence that a given feature is wanted by customers.

Pushing Back

Don’t be afraid to push-back.  If a customer requests a feature (for example) that  is outside your roadmap and/or ability to deliver then be wary of following the money.

This definitely fits with my experience; I tend to think that at a inter-business level or interpersonal level, the relationship needs to be built on mutual trust and respect – if the other party does not reciprocate then they’re probably not someone you want to be dealing with.

Zheng gave two examples:

  1. A major multinational effectively tried to bully their 50 wanted features on top of Zheng’s existing product roadmap – “you want our business or not”?  To have done so would have caused massive chaos within the company, affecting product delivery and so on.  Zheng counter-proposed a different approach which she and her teams could sustain.  The multinational rejected the offer and went elsewhere – only to return months later, accepting Zheng’s proposals.
  2. Another major company approached Zheng with features (she didn’t give specifics but I think we can guess their approach was more reasonable and more adaptable).  Zheng recognised that some of these features would be great differentiators for their product, so (presumably) some changes were made to the product roadmap and the featured added – in essence Zheng followed the money,  but did so because there was further advantage than just the money.

Final Thought: The Iron Triangle

At one point Zheng told an anecdote about a developer talking with her about code quality.  I forget the story but it reminded me of the the old “Iron Triangle” or project management triangle – the one that is made up of scope, quality and cost (or some similar combination; cost and time obviously being closely related).  The model effectively states that you can control any two; the implication being that if you nail people down in terms of scope and cost (or time) you have no control over quality.

I asked Zheng if she was familiar with that model and how she approached it.  Her answer wasn’t as clear-cut and direct as I would have hoped (which is not a criticism – having presented publicly I know how hard it is to provide an off-the-cuff answer that is cohesive and concise), but seemed to boil down to this:

  1. Her first substantive reaction was to discuss scope and features, so I would guess that this is her first priority.  This would align with her other comments that put great importance on being close to the customer and understanding their needs.
  2. Her second substantive reaction was to discuss product roadmaps, specifically in reference to their timing and how they are used as the basis for cross-team coordination (marketing and so on), so I imagine time would be her second priority.

By default this would leave quality to manage it self; but we shouldn’t forget the “spring clean” approach, whereby random items of debt (arguably involving quality) can be addressed in a structured way.



Uber Fail

I wouldn’t normally pollute the internet with stuff like this, but I always tend towards the cynical when much feted, “tech-savvy”, market defining, paradigm shifting companies show us that their mastery of technology and process is really no better than anyone else’s.

Firstly, I was on the Uber website and accidentally started the process of registering as a driver – which was not what I wanted to do.  My bad, I admit that; anyway usability of the website’s not the main focus here.

I soon start getting SMS message’s as part of the “new driver” process.  Ooops, I had better reply STOP to unsubscribe…

Oh dear, did anyone actually test that unsubscription works, or do you:

  1. Have shares in the Telco industry
  2. Forgot to implement it
  3. Deliberately not implement it


But we’re not quite done yet.

I’m not just getting enduro-spammed via SMS, this is a multi-channel affair:


Although the email campaign has it’s own issues – nothing major, just the occasional missing subject line and total absence of any content.

Oh, but at least the template is nice.


@Uber #STOP


WSAF Survey 2015 – Results

A while back we put a survey questionnaire to the architect community via and LinkedIn, which included questions such as:

  1. How long have you been in IT?
  2. How long have you been an architect?
  3. What Title best describes you as an architect?
  4. What did you do before you became an architect?
  5. Career progression: what role do you aspire to move into next?
  6. What is your biggest challenge as an architect?
  7. Do you feel you are effective as an architect?
    • Why? Please tell us what you feel makes you effective / ineffective as an architect
  8. What advice would you give to new / aspiring architects?

Despite having 680 WSAF members on LinkedIn, and 142 on we only managed 10 responses.

In some ways it was far less than we were hoping for – given our numbers on paper.  I do acknowledge that as organizers of the group, the WSAF isn’t perhaps as active as we’d like to be, however, it might also be a reflection of  the local kiwi architect culture, and symptomatic of the channels we currently use to reach you all.  Community engagement is an area we are conscious of and something we’d like to increase in future.

The Results

Whilst the low response rate may render the quantitative results less than statistically sound they did provide some interesting insights.  Some of the questions were more qualitative provided some quite thought-provoking comments.

You can download the raw results here:!4940&authkey=!AJstOf7P6LaCOZU&ithint=file%2cxlsx

[The results (xlsx) and images posted here are hosted on Microsoft OneDrive, let me know if you are having trouble accessing them.]

Who Responded?

In terms of roles most of you were, unsurprisingly, Solution Architects or Enterprise Solution Architects:


How Long?

  • How long have you been in IT?
  • How long have you been an architect?

As you can see, most of the respondents have been in IT for 10 years or more, in fact mostly for 16 or more; but a relatively even spread of years experience as an “architect”:

How Long

Career Progression

We asked what people had done before they became an architect and what they think they’d like to do next.  As you can see, software development is a common starting point (I notice we didn’t get any Infrastructure Architects responding) with Enterprise Architecture looking like the most popular next destination:

Career Path 2


I’m extremely pleased no-one felt categorically ineffective, but then there wasn’t exactly an over abundance of confidence either: half of our respondents answered “yes” whilst the others said (typically for architects) “It depends”:


Selected Comments

In closing, here’s a selection of comments we received to the more open-ended questions:

What is your biggest challenge as an architect?

“Inter-Personal communication, especially when doing Enterprise level work dealing with application level architects.  Some cannot see the forest from the trees and want to re-litigate the “what” (strategy aspects) instead of focusing on the “how” (how to make it work to achieve the what outcomes).”

“Understanding the role within the political landscape, and being able to effectively convey this role to business and it people who don’t understand/value the role of an Architect.”

What do you feel makes you effective / ineffective as an architect?

“I think of myself effective when I align architecture with the business strategy and maturity. Not the best architecture, but the best fit architecture for an organisation at their particular maturity, budget and strategy level make me an effective architect.”

“Effective with a balance of inter-personal skills and technical abilities.”

What advice would you give to new / aspiring architects?

“Focus on the outcomes and what constitute success for the business, not so much the process of architecture (standards, practices, the next best thing), but more the product of architecture (alignment, value, outcomes).”

“Use Rozanski and Woods.”

How Not to Screw Up an RFP Response

Originaly posted by AdrianK, 26-Jan-2010 at:

Vendors typically have to expend a huge amount of effort when responding to an RFP.  This article looks at how they can help themselves (and thus the client), so that the effort isn’t wasted.  The short answer is that whist RFP respondents typically focus on the solution they are offering, the real key is to take the human factors of the reviewers into consideration.

In my role as a Solution Architect (or perhaps just by being one of few resident development skilled geeks) I contribute to the RFP process – on the client side.  I’ve also done a wee bit on the vendor side too.

Having done a string of RFP reviews in recent times I feel compelled to provide some feedback to those of you out there who submit RFP responses; and whilst most of you are doing well there are others who (with all due respect) desperately need some help.

[A bit of context – this feedback is based on experiences within the New Zealand public sector.  I can’t vouch for other countries but I’m sure a lot of these points are transferable].

Before I lead us through the vast litany of unfortunately very common mistakes, let me give you some insights into the life of a RFP reviewer so that you can understand the context in things happen.

RFP’s are generally structured into sections with specific statements and questions within each; for the review, reviewers will be given a pre-defined score sheet from the contracts team (who usually oversee issuing of the RFP), and it’s no mistake that the score sheet utterly reflects the RFP.

Some score sheets expect the reviewer to individually score each answer and question pair; others expect a single score per section of questions. 

When I’m reviewing responses that require score by section, I generally work through each section in turn for all responses, in other words I work by section not by response.  For example, for a recent RFP review I was reviewing a stack of hardcopy responses:

  1. I usually start with a very brief flick-through of all the responses to get a feel for what’s coming.  The score sheets are usually in Excel all setup with the respondents entered and formulas ready to aggregate results on a separate worksheet (which I avoid looking at until the end of the review).  I stack the responses in the same order they are in score sheet.
  2. I’ll review the RFP itself again, as well as the question and answer sets that have been created – and I’ll have full print-outs of each at hand.
  3. I’ll then start the review proper, starting with the first appropriate section and the first response, then moving on to the next response.
  4. Once I’ve scored all responses for the current section I’ll move on to the next.
  5. If a section to be reviewed is large or covers multiple topics (they aren’t always as cleanly segregated as you might want) I’ll setup a more granular sub-score sheet of my own somewhere; in this case I might start reviewing responses per individual question, but not always.

Additional notes for each score are also entered; these are pretty essential for the final group review.  As you might know the RFP’s will be reviewed by a group of people who will then come together to thrash out a result (or a short list).  In a recent case my review took a full week (including normal day to day interruptions) thus the notes are essential.

Once the reviewers have completed their individual reviews (and scoring) they all get together for a formal review and scoring session where the final grading is done – this is the bit that counts.

The crucial point is that reviewing RFP’s is long and tiring work, particularly if there are a lot of responses, and it’s harder with responses that are of a poor quality.  Thus one of the keys to a good result is to take the human factors of the reviewers into consideration – make your response a pleasure for them to score.  So, how do you actually do that…


If you want best “bang for buck” this is the mistake you can’t afford to make: as mentioned above RFP’s and there score sheets stick to the same structure – deviating from that structure in your response is asking for a serious amount of pain and may well land you in the bottom %60 of scoring.

When you have to review and score a dozen odd responses you don’t have time to hold peoples hands – if the your response clearly follows the RFP structure the reviewers won’t have to think [1] in order to find the information to review, and they’ll thank you for it.

Use section names and paragraph / question numbers from the RFP to label the content in your response, and include this in the table of content if appropriate: make sure it’s really easy to scan, use decent indenting, bolding and other presentation techniques to make it so – but don’t go overboard. 

With most RFP responses, at least some of the respondents will do just that; this consistency makes it easier for reviewers to work with those responses and the more that do this the more they will all benefit from the consistency; correspondingly, failing to do so will put your response comparatively on the back-foot.  This is particularly true the more responses there are.

Next on the priority list is a decent Table of Contents (ToC), and please, please, please don’t forget page numbers.

What you want is a nice, clear, easy to read ToC which matches the RFP structure, with page numbers so I can jump straight there.  “Hand-Over”?  Oh look its on page 28.  “Security Testing”?  Page 13, bingo.

RFP’s that do none of this are so awful to review it’s not funny, and it takes little imagination to guess how that impacts on scoring, after all you can’t score a response you can’t find.

I’ve seen everything in between: responses with no ToC, ToC but no page numbers (bizarre) and page numbers but not ToC (near pointless).  The sad truth is that whilst the reviewer should be scoring you on you content, you’ll get scored on your delivery instead – if it’s poor. 

This brings up an interesting point, in that (for the reviewer) there’s often a fine line between scoring the response and scoring the way it’s delivered, and the division between the two can get quite murky at times.

Finally, RFP reviews always include a section for presentation and delivery; these should be easy points to win if you follow some of the advice above.

Content Quality

By this I don’t mean that you offer a database that is redder than everyone else (a red database is fastest, yes?); what I mean is that your response must answer the questions that have actually been asked.  You might think this was obvious, however, I regret to inform you that the obvious is obviously not that obvious.

Failing to actually answer the question is at least as dangerous as ignoring the RFP’s structure.  First tip: actually read the question.  Read it again and make sure you understand it.  Count to ten before you start writing.  Discuss it with a peer.

It’s tempting to respond to the “training” section of questions with your standard training blurb – don’t rely on this.  Make sure you understand the specifics of what is being asked and directly answer it – make it as easy as possible for those poor tired reviewers to give you full marks.

Responses that (reading between the lines) suggest the respondent is capable – but which don’t directly answer the exact stated question put the reviewers in a tricky position. 

If in doubt answer the question directly (‘what they asked – not what they meant”, as strange as it might sometimes appear) and then additionally provide a ‘second’ answer that answers “what they meant not what they asked”.

In short: make sure you directly and specifically answer all the mandatory questions in the RFP.  Reviewers generally mark a score as set-out in a predetermined score card (most likely defined by the internal contracts team); one of these options will cover responses that fail to answer questions specifically.  Often questions can be lumped together into section and a score is given for the section as a whole – if you don’t answer all the mandatory questions you risk being thrown into the ‘failed to provide a response’ category even if you did answer some of the questions.

Consider very carefully when asked to describe your approach to completing a specific deliverable; is the RFP trying to elicit the steps you go through or your thinking behind those steps?  It is – trust me.  Knowing what your process is can be illuminating (but not always in the right way) where-as getting an understanding of why you do it that way is often more helpful – it shows that you can justify your approach or might suggest that (due to your understanding) you can compensate when variations occur.

“All software we produce under goes our comprehensive range of time-proven of software testing techniques” is not going to score you anything.

“All software component testing is automated using N-Unit with code coverage of at least %80 by the end of every sprint.”  Is much better – I know the tools you use, it looks like you know what you’re talking about (code coverage) and your testing is integrated with your development methodology (don’t tell me you’re “agile” elsewhere in the response and then fail to mention relevant agile practices where appropriate).

Content Quantity

Reviewers will be looking to get the review done as fast as possible – be as succinct as possible – both in volume of text and presentation.  The average reviewer may not be too interested in a whole page executive summary

(although this kind of thing may be useful to others?).  Also, the bigger the document is the harder it will be for reviewers to find information if it’s not blatantly obvious from the table of contents.

The balance between too much info and too little can be a very delicate one, and it’s easy to get wrong.  One approach that might work for you is to provide some level of detail (to try and expose your depth of knowledge) but not for the whole breadth of the issue

Pick you targets; make sure you understand the RFP and your relative strengths and weaknesses, what responses are you giving elsewhere?  Some questions will lend themselves to a longer answer better than others, and for others a shorter answer.

If the RFP simply states that you need to confirm acceptance or acknowledge something then do so (assuming you accept, of course); something like “We confirm acceptance of this requirement” should do the trick.  Evaluate the question – don’t feel you need to give additional info if it’s not necessary. 

If you add additional information please make sure you still formally state acceptance as a clear acceptance is the fastest way to full marks. 

Starting with the acceptance and then providing additional info is probably best.  One advantage of sticking to the acceptance statement only is that it means you can add more content elsewhere; save yourself for where it’s worth going the extra distance, so that the overall response isn’t bloated.

Name drop – Mentioning the names of specific processes and technologies can be a very useful way of conveying a sense of depth without going into detail, for example: when questioned about security testing name-dropping specific threats demonstrates a knowledge of the domain – “… protection against SQL Injection, XSS, and Drive-by attacks…” makes it sound like you know what some of the potential and specific threats are, where-as simply saying you’ll defend against malware is very vague.  Of course anyone can name-drop things they don’t actually know anything about, but the rest of their answer (and the way it is written) should give an indication as to the overall authenticity of their knowledge (as will the response overall).

Name-dropping is also useful in that anyone scanning a page of text might recognise words which catch their interest – and so lead them to actually read your response more closely.  Conversely – a lack of ‘buzz-words’ might imply that you’re merely waffling.

Conversely, be careful not to rely on name-dropping alone; there are definitely circumstances where it’s worth putting a small degree of appropriate fluff around things; and also along these lines it’s a good idea to provide the full name rather than the acronym only.  For example, when listing relative experience:

  • Wrong:  SOA
  • Good:   Service Orientated Architecture (SOA), 5 years experience.

Don’t wax lyrical about the subject if it’s not directly answering the question, for example: don’t discuss the advantages of standards compliance if the actual question is to simply state how you actually ensure the standards are met.


Have you ever been guilty of judging a book by its cover?  Presentation counts – and done right it’s easy an ‘easy’ way to earn points.

There are a number of points to this: the obvious visual and aesthetic aspects and (the less flashy but just as important) usability aspects like layout and wording.

An optional but useful technique is to prefix your individual responses with the actual question from the RFP, this leaves the reviewer in no doubt they have found the right content.  A clearly headed and structure response should negate the need for this – so it does depend on how you want to present your response.  It can also help whoever is writing the response to stay focused on target. 

If you have supplementary information in other parts of the document mention it clearly at the end of the ‘formal’ part of the response to a specific question.  Supplementary info is good but may not always be read in full by all reviewers:

  1. Reviewers will focus on the formal responses first and they may not review supplementary content particularly if they are under time pressures, tired or feel overwhelmed.
  2. If the reviewer thinks they have formed a sufficient opinion based on the ‘formal’ answer to a question they are unlikely go looking for additional info.

Including additional sections of information is fine – just make sure it doesn’t get in the way; reviewers hate having to wade through a big thick document just to find the information they need.

Never attach core information separately to the response (“sample widgets attached as jpegs”), if it’s worth including in the response please embed it in the actual response, and ensure it looks crisp when printed / photocopied in black and white (because not everyone will print in colour).

One approach is to include a “lesser” (but usable/readable) example in the RFP response document and a big flash high-res copy as an attachment – if the lesser example wets the reviewers appetite they’ll be more likely to go to the trouble to look at the separate attachments.

Think about who will be reviewing the responses: it will be a range of people with various skills and knowledge; what they will all have in common is (probably) a lack of time, tiredness and a lot of responses to go through – make it easy for them.

A lot of companies have pre-defined templates for making pitches, and some of these appear to be used for RFP responses; by all means use these as checklists or something to spark though on the response – but don’t use the template for the response: it probably won’t relate to the structure of the RFP, and will attract the pitfalls mentioned above.  In addition, a response whose structure bears little resemblance to the RFP makes it look like you haven’t even read the RFP – a sure-fire way to get the lowest score (or risk getting thrown out altogether).

Website focused RFPs’ will typically have requirements around the aesthetic needs of the website; don’t provide text only answers – visuals are a must.  Be pedantic over how these are displayed – they must be high quality (Nothing beats a quality full colour reproduction of a nice visual).  Think about how the RFP is going to be actually delivered (usually a combination of both hard and soft copies).

When binding the response make sure it’s easy to turn the pages and that all the content on the page is clearly visible.  Responses that sit fully open on any given page are a blessing – ones that refuse to sit still without folding over are painful.  Ring binding is good, avoid staples and paper clips.

At the end of the day – if the RFP calls for a solution with any sort of aesthetics you don’t want a poorly presented response; if your response looks mediocre it won’t give the impression you can deliver a ‘killer’ design.

Thinking Ahead

RFP responses are usually reviewed by a group of people – usually selected to provide a range of stakeholders and expertise.  You’ll have business focused reviewers (perhaps end users of the system) as well as reviewers who are there mainly for the technical aspects.  These different audiences may or may not have the same degree of sway within specific areas of the review. 

One thing to consider (for example) is the kind of language used to answer a certain question, for example: answers that require a technical response will probably require a different language style than answers that deal with more empirical subjects like visual design and user engagement.  Think about the kinds of people who will be reviewing your response – and not just the response as a whole but also those that might focus on a specific area (technology, business, project management, and so on). 

Get your geeks to write the technical content, chances are the reviewers will rely on the geek reviewer to help guide them during the final review session where the final scores are thrashed out.  The same applies to other sections of the response – get the most relevant person (like the appropriate Subject Matter Expert (SME)) to write the content for a given area; get others to review and critque their work but becareful not to stamp all over their style and approach too much if it’s likely to appeal to the corresponding SME on the clients side.

Staff / Resourcing / People

One of the sections you’ll find in a typical RFP is one that requires you to provide information on the staff who’ll be working on the project, and you’ll usually be asked to explicitly state staff members by name against specific roles.  This will be mandatory – so make sure you do it.

Make sure you answer the question – kind of obvious; don’t just rattle off the standard blurb (unless it’s fit for purpose) – it’s easy to slip into making the mistake of covering someone’s past history even if it’s not directly applicable.  Make sure you directly and clearly answer the specifics of the question before adding details about what you do in your spare time.

Typically you’ll be asked to provide relevant details as to the experience of these people, perhaps in the form of a one page CV, there are many pitfalls here to be wary of – including all the baggage that usually goes with good CV writing, but there are several simple things you must do to avoid a bad review:

  1. At the very least: state the number of years experience in the relative field.  Stating the number of years the person has worked for your company is pretty much irrelevant – say that if you want to, but only in addition to their total relevant experience.
  2. Stating relevant skills, projects, technologies and so on is good but not enough on its own (see the ‘name dropping’ section, above).  Please don’t provide three pages of waffle and not state the total number of years of relevant experience.
  3. Provide all Staff CV’s / Bio’s in the same format.
  4. Pictures aren’t mandatory but are generally a good idea – people like seeing people.  Make sure the photo quality and reproduction are excellent otherwise the value of having the photos will be diminished or may backfire completely.

RFP requests are typically after a well rounded solution (for example, if its a website there will probably be business, aesthetic, architectural, development and testing aspects that need addressing), bear this in mind when providing staff bio’s.  I’ve reviewed RFP’s that needed a breadth of skill, and seen responses that listed a bunch of developers or designers and little else. 

Don’t be afraid of out-sourcing.  As a general rule I’ll give more points to a response that out-sources security testing to a specialist [2] firm rather than one that does it in-house, although this can depend on the size and skill of the vendor behind the response.  That’s my personal position, and not everyone has the same views as me.

I guess there’s the potential for that to backfire if the owner of the RFP has some pre-conceived idea that they want a single vendor to deal with.  If you’re a small firm then I’d say you’re better off taking the out-scouring route, and you can always have them working for you as a sub-contractor – so there’s still only one point of contact (and invoice) for the project owner to worry about.  Just make sure you’re clear in your response.

In Conclusion

Writing a good RFP response is learnt skill and it’s evident when the response is coming in from someone who has done it before, but you have to start somewhere.  It’ll be your team that does the actual work if you win – so you’ll stand the best chance of winning if the team contributes to the response.  Allow yourself plenty of time, check the basics – and go get ‘em!


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Converting Waterfall Requirements into Underground Agile Features

(Originaly posted by AdrianK, 20-Sep-2010 at: Muse Infuse/Converting Waterfall Requirements into Underground Agile Features.aspx)

Converting Waterfall Requirements into Underground Agile Features

Well here’s an interesting thing: we’re doing a decent sized project using a standard sort of requirements driven approach in a spreadsheet in a government agency which has mixed feelings about agile – and guess what?
Well, thanks to some discussion, people who aren’t afraid to try new things and luck, we’ve managed to start taking an approach which might be known to some of you as a word that starts with the letter “A”.

Those “in the know” know what we’re up to – because they’re the ones doing it – most other people are blissfully unaware. For those of you unfamiliar with this hugely successful approach it’s called “Agile Undercover“. One of the biggest barriers to successful agile adoption is the weight and baggage currently associated with the agile buzzwords – as soon as you say agile it instantly becomes political and messy: cowboys use it as an excuse to do “iterations” and the naysayers bring out their pitchforks; and no one listens to the poor folks in the middle who actually know what they’re talking about. This might not be the case everywhere but I doubt it’s hard to imagine.

Agile undercover is where the purists go back to basics. If you really want to “do agile” then what you’re really saying is “I want to do the important things” – this means honouring the principles and probably implementing some of the practices; the one thing we can leave behind are the buzzwords.

Real-Life War Story

Some quick context: the core internal project team includes a Project Manager (PM), Business Analyst (BA), Manager of the Web Team and me as the Solution Architect; all development will be done by a vendor – we don’t have any developers in-house so this won’t be your typical developer driven uprising.

So, here’s what happened. A friend of mine who heads up the Project Managers is keen to look into agile with some degree of seriousness; in fact he recently did a “lunchbox” session on agile – skipping most of the buzzwords but including concepts like “features”. He’s mostly coming at this from his own angle – I wouldn’t describe him as a long-time SCRUM practitioner or anything – so good on him.

“Our” PM was at the session; she’s never done agile before in her life – but she’s open to new ideas and always keen to learn new things. Awesome. The rest of the core team were in a similar position – not adverse to the idea. Timing is everything; I need to explain the point we were at in the project. There’d been a massive requirements gathering effort, after removing duplicates we managed to get down to 196 “Business Requirements”, these had then been prioritised by the wider internal project team.

The next step was to confirm to our vendor what we wanted included in the first delivery so they could estimate effort and cost for us. No problem there except going into this we had no idea what the total effort would be – would we be including too much or too little?

I suggested a SCRUM based approach – but I didn’t quite put it like that; this suggested approach was one I’d suggested earlier – probably with a view that it’d take people time to get used to the idea. This aligned nicely with our PM discussing some concerns about how the requirements and estimation process was likely to shakedown – not concerns with the vendor or any people involved – purely the process.

My suggestion was simple – let’s rank all the requirements (in terms of business value) and then get the vendor to score all of them for effort giving us a rough total cost and date. The PM (who attended the lunchbox session) wanted to group requirements into logical “features” (her words not mine). “Bring it on” I said. Boy do I have a plan for you! First we took the existing spreadsheet of requirements which looks something like

The key point here is that we have 196 requirements that are broadly prioritised (90 were “critical”), we also have a column that states whether the requirement can be met Out-Of-The-Box (OOTB), requires configuration or needs custom development (this isn’t the same as an actual score for effort – but it’s a good start; if something’s OOTB then there’s not much point arguing about it regarding timescales). I then made a copy of this worksheet and fiddled with the layout until I got something that would resemble a
Story Card.

The idea is that there’s one requirement per row, and if you format it appropriately you can print one requirement per page, all you need to do then I print four pages per sheet of paper and take to them with scissors or a guillotine. The original list of requirements had a “category” column which broke the requirements into 5 or 6 categories –
they were a bit broad but helped us break the next part of the process up.

We spread all the requirements for a given category out on the table and started sorting them into logical features – things which sounded the same or would naturally fit together, things which would naturally make a unit of work. We at this stage we treated all requirements as equal – ignoring the existing priority rankings (“Critical”, “Highly
Desirable” etc). Naturally this process led to some great discussion.

Some points that came out:

  1. Don’t worry if a feature pile gets to big – until it’s scored you just don’t know, and it’ll be easy enough to break that feature into smaller parts later (did someone say iterations? Naughty! – this is undercover, remember?).
  2. Some requirements seemed better suited to feature piles from the other “legacy” categories – no worries, just add / remove them from piles as required.
  3. By flicking through a feature pile you can easily get a feel for how important it is as the existing
    requirement level priorities were plainly visible (the big red line means “Critical”).
    We needed to easily identify feature piles, so we started labelling them with a sticky note.

Pretty soon we ended up with feature piles, which we grouped by our “legacy” categories, and roughly ranked for good measure.

The final act in this immediate process was to rank all the feature piles (in terms of business value), relative to each other. At this point we numbered all the piles: 1 (most important) down to 39 (least important); that’s an average of 5 requirements per pile.

After that it was a simple matter of adding a new column to the spreadsheet thus capturing the results.

We offered our proud piles to the vendor but they chose to take the digital copy; I think that’s actually the best idea: we safeguard the “originals” and the vendor can print their own copy of the requirement cards – including any additional columns they want to use.

Next Steps

The requirements now need to be scored for effort by the implementation team (our vendor), and rather than ask them to score each feature pile for effort we’ve asked them to score each requirement – why? I hear you ask. The problem with scoring only the feature piles is that if for any reason we have to split a feature pile up we
won’t know the effort for each. The best we can do is to have a score for each requirement and thus get a score per feature pile – assuming we need to start breaking them up.

Naturally the implementers will be concerned with managing dependencies; so how best to score for effort? I know from experience that you want to score realistically but take advantage of anything you can – therein lies the danger: if they score a particular requirements effort as low based on a dependant requirement already being implemented we’ll all run into problems if we start changing the contents of the feature piles.

This is where simple common sense comes into play: the feature piles represent our current thinking as to how they should be implemented – so things are only going to change for a good reason. The build team should be able to use this knowledge to their advantage – scoring effort based on any advantage via dependencies is fine
(it helps the bottom line) but they need to let us know; likewise we need to discuss with them any changes we’re thinking of making to the feature piles.

Now we get to the second part of the pep talk I had with our PM: once we have a ranking for business value and a score for effort we can start to look at how we “phase” the work for implementation – big bang or chunks. The one (of many?) rules I suggested putting in place was that regardless of how long a “phase” is we identify scope for that and not change it once that phase starts; the time-box for the phase must not change. 

My reasoning for the fixed phase length (yes – iteration if you will) is based on the tried and true Agile practice of being able to establish history – so we get to the point of being able to say “we get through X worth of effort per iteration”, therefore we know how long the project will take overall, or how much we can do for a fixed cost. So, we’re all looking forward to see how the effort scoring goes.

Key Takeaways

  1. Avoiding Agile buzzwords helped avoid political minefields and allowed everyone (regardless of agile experience) to get involved in the process and contribute to it.
  2. Working with requirements in a tactile fashion is easily the fastest way to deal with them; there’s no bottleneck of people fighting over the mouse and working this way is very liberating.
  3. You get a good overview of the entire projects scale.



RoboMojo is simply a shell for calling Microsofts robust file transfer tool: ROBOCOPY.  You can get it (either the program itself in a stand alone MSI installer, or the source code) from

RoboMojo let’s you set-up “Tasks” that you can get ROBOCOPY to do – avoiding the need to enter complex arguments everytime (and get them wrong – after all, to err is human).

With RoboMojo you can also set-up “Jobs” which are collections of tasks.

Before You Start

RoboMojo uses settings configured in the RoboMojo.config file.  The three settings to verfiy are:

  • Morphological.RoboMojo.XmlDataProvider.NameAndPathOfDataFile – specifies where your RoboMojo Jobs and tasks are saved.
  • Morphological.RoboMojo.XmlDataProvider.PathOfDataFileBackups – specifies where back-ups of your RoboMojo Jobs and tasks are saved.
  • Morphological.RoboMojo.TaskExecutorMSRoboCopy.LocationOfRoboCopyEXE – specifies where the ROBOCOPY.EXE file is on your system.  The default setting should work for most users.

Using RoboMojo

RoboMojo has one main screen, with three tabs.

  • Run: used to run Tasks or Jobs
  • Edit: used to manage your RoboMojo Jobs and Tasks
  • Options / About: self explainatory

The RoboMojo Jobs and Tasks you create are stored by RoboMojo, currently the only option for this is as a text file.  It’s called RoboMojoState.txt, and by default is kept in the RoboMojo folder.

Shortcut for Copying RoboMojo Tasks

On the Edit tab, drag an existing Task onto a Job in the main tree control, this will create a copy of that Task on the target Job.  The “Edit Task” part of the UI will populate with the details of the Task – beware that the new Task needs to be saved before selecting a different Task or Job.
Issues / Things to be Aware of

You can change the “theme” of RoboMojo on the Options tab, but the theme only applies to the main window, and it won’t persist if you close RoboMojo.  This feature will be completed in a future release.

The XML Data Provider likes to make a back-up copy of the RoboMojo data file (RoboMojoState.txt) wheneever you make a change.

All RoboMojo Tasks have a “TaskOrder” property; at the moment you can’t edit this via the UI – you’ll have to dive into the RoboMojoState.txt file and change it manually.

Beware of calling ROBOCOPY tasks that write to special areas of the file system (like “Program Files” in Windows7) – if ROBOCOPY fails the ROBOCOPY cmd window will disappear realy fast (before you can read the error message.  The best way to deal with this is to get ROBOCOPY to write a log – this is one of the many options you can give to ROBOCOPY.

See the “Robocopy Options.txt” for more info, or manually invoke ROBOCOPY from a cmd prompt with the argument /?  I’ve also found this very useful PDF (
Licence Stuff

  • RoboMojo is free and open source software (but not the ROBOCOPY.EXE itself which belongs to Microsoft) and is released under the Ms-RL.
  • The icon used is by Forrest Walter (
  • The full licence is provided in Licence.txt.  Contributions welcome, for more info see: