Using Kanban to Juggle Multiple Priorities
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Learn the two simple rules of Kanban to juggle the priorities of your work and personal life. Presentation intended for
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Using Kanban to Juggle Multiple Priorities
- 1. Using Kanban to Juggle Multiple Priorities Tana Linback
- 2. © 2016 beLithe, Inc. 2 Why did you choose this session?
- 4. The definition of insanity is doing the same thing over and over again, but expecting different results. Albert Einstein
- 5. © 2016 beLithe, Inc. 5 Take control with Kanban. 看 板 kan ban
- 6. © 2016 beLithe, Inc. 6 and complete work. organize, visualize, Kanban is a way to
- 7. To DO Doing (2) Done The Board: Each column represents one phase of your process. The Card: Each card represents a task or project. The WIP: Numbers on top represent WIP limits.
- 8. Developed process to track objects through a production stream Taiichi Ohno, Father of Lean Manufacturing Focus on transparency Designed to empower line workers to be able to improve processes Based on pull system where work is controlled by demand Use of visual signals is the foundation of the system
- 9. Industrial Kanban © 2016 beLithe, Inc. 9
- 10. Kanban Features • Process light • Evolution, not revolution, you can adapt it at any step • Gain power over your work © 2016 beLithe, Inc. 10
- 11. Two Basic Rules of Kanban © 2016 beLithe, Inc. 11 02 Limit your work in progress (WIP) 01 Visualize your work
- 12. © 2016 beLithe, Inc. 12 Kanban Rule #1: Visualize
- 13. To DO Doing Done A big board + cards + columns Kanban Rule #1: Visualize
- 14. Kanban Rule #1: Visualize While you are traveling down this road, there is a chance that one or more rocks of varying size may fall from the slopes on one or both sides of you. You should be aware of this before you travel this way so that you are cautious of this particular type of hazard. Research shows that the brain can process visual information over 50,000 times faster than text.
- 15. ...better communication through visual communication management! 15 We can’t manage what we can’t see, especially delays.... ...so Kanban allows us to tell a visual story about our work.... ...it gives us a shape, form, storyline and flow of our work...
- 16. Kanban Rule #1: Visualize • Simple, visual work management systems can be used to create an “assembly line” to coordinate work • Prioritization becomes easier, tasks become less daunting © 2016 beLithe, Inc. 16
- 17. © 2016 beLithe, Inc. 17 Kanban Rule #2: Limit WIP
- 18. Kanban Rule #2: WIP Limits Why it Matters • Myth: The sooner a project starts, the sooner it will finish. • Myth: Processing work in large batches is faster. • Myth: Free time = capacity • Fact: Research shows that higher utilization (people or machines) = lower efficiency © 2016 beLithe, Inc. 18
- 19. Kanban Rule #2: WIP Limits • By limiting the amount of Work in Progress, you can increase total delivery over time • It’s impossible to process more than one string of information at a time (science says so!) • By doing less, you accomplish more • Capacity is not a good measure of throughput © 2016 beLithe, Inc. 19
- 20. © 2016 beLithe, Inc. 20
- 21. Kanban Rule #2: WIP Limits • When using Kanban in teams, by limiting WIP you force team members to collaborate through to completion • When using Kanban on your own, by limiting WIP you force yourself to work on the stuff you don’t like to do • The more things you add to your juggling act, the likelier it is that you drop something © 2016 beLithe, Inc. 21
- 22. With Kanban’s Two Rules, Our Board: • Shows us the work we have in process (WIP) • Shows us the work we haven’t gotten to yet (backlog) • Shows us how efficiently we work • Shows us how we do what we do and how long it takes © 2016 beLithe, Inc. 22
- 23. © 2016 beLithe, Inc. 23
- 24. © 2016 beLithe, Inc. 24
- 25. © 2016 beLithe, Inc. 25
- 26. © 2016 beLithe, Inc. 26 How you can do it
- 27. What you need to get started A board (white board, butcher paper, etc.) © 2016 beLithe, Inc. 27 Lots of post-its in different colors Sharpie
- 28. Step 1: Build Your Backlog • The work you haven’t done yet, the big list of stuff you let pile up • Consider EVERYTHING, get everything out there • This first backlog session will be painful, you can do it! © 2016 beLithe, Inc. 28
- 29. Step 2: Establish WIP Limit • This is the amount of work you can handle at one time • We have a tendency to leave lots of stuff half done • Start with a made-up number and learn from it • Over time, you will find the optimal amount of work to have in progress at one time © 2016 beLithe, Inc. 29
- 30. Step 3: Pull in Work • Take work from one stage to the next • Update your board in real time as work moves forward © 2016 beLithe, Inc. 30
- 31. © 2016 beLithe, Inc. 31 Pro Tips
- 32. Pro Tip: Use Swimlanes © 2016 beLithe, Inc. 32 To DO Doing Done Research Class Prep Service
- 33. Pro Tip: Focus on Completion • Focus conversations and rewards on what is completed, not what is in progress • Lots of incomplete work creates inefficiencies as we jump from task to task, losing clarity on what to do next and what is most important, and increasing the complexity of the overall workload © 2016 beLithe, Inc. 33
- 34. Pro Tip: Orange Days Have stuff you don’t like to do but that’s important (think administrative stuff)? Make those cards orange. Commit one day a week to plug through your orange post-its. © 2016 beLithe, Inc. 34 To DO Doing Done Thanks to Jim Benson at Personal Kanban for this tip
- 35. Pro Tip: Using Technology with Kanban © 2016 beLithe, Inc. 35
- 36. © 2016 beLithe, Inc. 36 Closing Thoughts
- 37. Closing Thoughts • Focus on rewarding work completed, not work in progress • Appreciate learning – is just as, if not more important than delivering • Kanban should be an evolutionary change, not a revolutionary one • Have fun with it! © 2016 beLithe, Inc. 37
- 38. Good Kanban Resources to Check Out Websites • http://limitedwipsociety.ning.com/ • www.agilealliance.com • www.LeanKit.com • www.InfoQ.com • www.trello.com © 2016 beLithe, Inc. 38 Books • Personal Kanban by Jim Benson • Kanban in Action by Marcus Hammarberg, Joakim Sunden • Learning Agile: Understanding Scrum, XP, Lean, and Kanban by Andrew Stellman, Jennifer Greene
- 39. References in Presentation • http://limitedwipsociety.ning.com/ • https://dl.dropboxusercontent.com/u/1018963/Multitasking-Name-Game/Multitasking- Name-Game.pdf • http://news.stanford.edu/news/2009/august24/multitask-research-study-082409.html • https://books.google.com/books?id=PgmgUzP5LkIC&lpg=PT82&ots=GA2Cu- U6qW&dq=high%20utilization%20leads%20to%20delays&pg=PP1#v=onepage&q=high%2 0utilization%20leads%20to%20delays&f=false © 2016 beLithe, Inc. 39
Notas do Editor
- Why did you choose this session today? Is it because.... You’re juggling multiple priorities? Have too much work to do? Can’t get it all done? What’s your favorite excuse for this? Time with family or friends Not enough hours in the day Nobody can do it but you Unrealistic goals But what’s the real reason or reasons? Won’t say no Can’t focus Too much multi-tasking Forget about due dates, out of sight Hard to prioritize, 5 #1s
- People, tasks, responsibilities, deadlines in and outside of work are constantly competing for your attention. Juggling too many things at once is bad for our brains which can cause: Problems on the team: burnout, productivity issues, bottlenecks Problems personally: health, relationships, spirituality But yet we keep doing it day in and day out....
- ... This is insanity! Let’s do something about it.
- Big board with cards Board represents the state of a project at any point in time The number of tasks in each phase is limited by the WIP limits specified
- Taiichi Ohno Developed Lean Taiichi introduced concepts that include tracking objects of value through a production stream: Designed after grocery store stocking of shelves. The inspiration for the Kanban system were retail stores or, more exactly, store clerks in supermarkets who restocked the items to the shelves every time that the item was being sold to the customer. The inventory was not restocked directly by their vendor’s on their own estimates, but when an item was nearly sold out, the clerks were allowed to order new supplies. The restocking of the inventory was therefore completely demand driven. That much about the inspiration for the Kanban system. Needed a way to communicate how much work is currently being done, what stages the work was in, and how it was being done Wanted transparency so any worker would know the answers to these questions Kanban in Japanese is a common term for “signboard” or “billboard” David J. Anderson introduced Kanban for Software Development for JIT delivery Manufacturing in 1940s at Toyota
- Over time, your understanding of your work will evolve
- Big board with cards Board represents the state of a project at any point in time
- Less complex, you don’t have to think
- Our worklows are inherently invisible Kanban enables you to take a quick look and see the status of the project Cards move along the board to show workflow
- Projects take longer when people are not working 100% of the time, so we fill our or our team’s time to the max. But tasks’ speed, efficiency, and output quality decrease when we’re at 100%.
- Work is only pulled into the next phase when there is capacity or availability Improves quality by giving greater focus to fewer tasks Maximum utilization is not efficient and is contrary to popular belief Get the most important things done one by one, focus on what’s “Done” rather than what was worked on or is in WIP
- A highway can hold 0 – 100% capacity. But when a highway extends beyond 65% capacity, it slows down. When it reaches 100% capacity, it stops. Multitasking is a poor way to manage your work. If your brain is a highway and you fill it with work, after a while you start to slow down.
- Benefits of a white board – easy to change process around Different colored post-its can be used for different types
- (the last 20% takes 80% of our time)
- Put WIP limits in the swimlanes to limit the amount of work for a kind of work type Put WIP limits in the WIP to limit work in a particular phase