What is Shape Up, and how do we use it?
Shape Up is a working method developed by the team behind Basecamp, who have spent years refining the techniques that make projects more efficient and focused. The method is designed to help teams keep projects within simple and concrete boundaries, avoiding time-consuming detours and reaching their goals more effectively.
You can read the entire Shape Up method for free on Basecamp's website or buy it in book form. The author, Ryan Singer, worked in development at Basecamp and created Shape Up to solve common challenges in project work, such as how to avoid unrealistic deadlines and keep projects at a manageable size.
In Shape Up, the work is divided into cycles of at most 6 weeks. This means no task should be so large that it cannot be finished within this period. By setting clear time frames, you avoid long projects that drag on and become difficult to complete.
Shaping
Shaping is the process of adapting and preparing a task well enough that the team can complete it in 6 weeks. This requires weighing both the "appetite" (how much time and energy you want to spend) and the value of the task. The point of shaping is to make sure tasks are clear and well defined, but without locking designers and developers into details – so they can still find the simplest solutions.
For example, so-called "fat marker sketches" are used to provide conceptual explanation without going into design details. This leaves enough room for designers and developers within the cycle itself to find creative solutions.
An important principle in Shape Up is "fixed time, variable scope". This means the project's time frame cannot be extended, but the tasks can be adjusted to stay within it. That way you avoid squeezing in more than necessary and ensure the project is completed on time.
Pitch
Once a task has been prepared through shaping, it is ready to be presented as a pitch. This is a short presentation explaining the task and the value it can add. The pitches are then assessed at a "betting table", where the team discusses which pitch provides the most value and is worth prioritising. Only the best pitches are chosen for the next cycle.
Cool-down
After each 6-week cycle comes a two-week "cool-down" period, where the team can catch its breath. This time is used to explore new ideas, fix bugs, or finish tasks that didn't quite get done in the previous cycle.
The "circuit breaker" is a mechanism in Shape Up that helps the team stop tasks that take too long. If a task turns out to be bigger than expected and cannot be completed within the 6-week period, it is ended rather than extending the time frame. This way the team avoids spending too much time on tasks that may prove hard to finish.
"Cutting scope isn't lowering quality" – Shape Up has a term for keeping scope within the set boundaries – "scope hammering" – which is about separating "must have" tasks from "nice to have" tasks.
Basecamp uses Shape Up to give its team as much focused working time as possible and avoid the time thieves that steal attention. The Shape Up method, combined with Basecamp's working techniques, is designed to keep the team productive, engaged and on track. If you want to learn more, you can read Shape Up for free on Basecamp's website or buy the book.
How do we use it at Vasser?
For us, Shape Up is a major inspiration in the way we work on projects, but we adapt the method to our needs. We use the various principles of the Shape Up model as building blocks for our own project methodology.
Among other things, we have adopted the shaping process to break down tasks and define them clearly before we start, but we adjust the scope so it fits our projects and time frames. This gives us a good starting point without having to lock ourselves into 6-week cycles.
We also use the principle of "fixed time, variable scope", which lets us adjust tasks to the time we have available. This way we avoid unrealistic schedules and keep the project on track. This is at least as relevant for internal tasks as for client projects. Our approach to the "betting table" is also simplified; we prioritise each project based on value and resource use, ensuring we always focus on the most important tasks.
Even though we don't use Shape Up as a complete method, its principles help us strike a good balance between structure and flexibility in our everyday work. With inspiration from Shape Up we can adapt our workflow for both small and large projects, and make sure the team has the freedom to be creative while we stay focused on delivering value to our clients.
Summary
The founders behind Basecamp (or its parent company 37signals) have written several books on productivity, company culture, remote work and best practices. This is recommended reading for anyone who values the Shape Up model and its underlying ideas.
Link to the book: https://basecamp.com/books/shapeup
Link to other books from Basecamp: https://basecamp.com/books
