The goal was to present a simple way to deliver projects when working 100% remotely and leveraging the Kanban methodology. We provide a way to transform a traditional documented plan into an online visual and actionable Kanban system. For managing multiple projects, we also share the concept of implementing an online Portfolio Kanban. Learn more at https://kanbanzone.com/

1. Learn how to create an online Portfolio Kanban system to manage multiple
projects across your organization.
● Visualize work using Kanban
● Improve quality with clear acceptance criteria
● Track dependencies with linked Kanban cards
● Measure your flow of work to set clear expectations
Online Agile Project
Management using Kanban

2. About Dimitri Ponomareff
Dimitri Ponomareff is a passionate coach, facilitator and public speaker. He has the
ability to relate to people from all walks of life and at every level within an
organization. He can motivate and energize individuals, teams or entire
organizations. Dimitri is consistently recognized as an effective and successful
change agent who is able to mobilize people on a path of continuous improvement.
Dimitri does everything to ensure he shares his knowledge with others who seek it.
As a certified Coach, Project Manager and Facilitator of "The 7 Habits of Highly Effective People",
Dimitri brings a full spectrum of knowledge in his delivery of methodologies. Through leading by
example, he is able to build teams who understand where to focus their work to generate the most
value.
He has coached and provided tailor-made services and training for a multitude of organizations. The
short list includes, American Express, Blue Cross Blue Shield, Charles Schwab, Bank of America,
Morgan Stanley, Best Western, Choice Hotels, JDA Software, LifeLock, First Solar, Infusionsoft and
Mayo Clinic.
https://www.linkedin.com/in/dimka5/

3. Kanban

4. Is this how your flow of work
feels like?
What would happen if we
focused on continuously
improving the flow of work?
Identify and Resolve Bottlenecks

5. Agile Mindset
We are uncovering better ways of developing software by doing it and helping others
do it. Through this work we have come to value:
That is, while there is value in the items on the right, we value the items on the left
more.
The Lean / Agile Organization
Lean Thinking
How to organize human activities to deliver more benefits to
society and value to individuals while eliminating waste, by
focusing on these concepts: Value, Value Streams, Flow, Pull
and Perfection.
https://kanbanzone.com/resources/lean/ https://kanbanzone.com/resources/agile/

6. Value Stream Mapping (VSM)
● VSM is a Lean method for analyzing the current state and designing a future state for the
series of events that take a product or service, from its beginning to end.
● VSM is focused on both removal of waste and creating/delivering value.
Record
(½ day)
Test
(1 day)
Analyze
(1 day)
Develop
(3 days)
Deploy
(½ day)
1d 3d 2d 5d
11 days wait + 6 days work = 17 days
6 days work / 17 days total = 35% efficient
Record
(½ day)
Test
(1 day)
Analyze
(1 day)
Develop
(3 days)
Deploy
(½ day)
1d 1d 1d 3d
7 days wait + 6 days work = 13 days
6 days work / 12 days total = 50% efficient
https://kanbanzone.com/resources/lean/value-stream-mapping/

7. Kanban
The name 'Kanban' originates from Japanese[看板], and translates roughly as
"signboard" or "billboard“.
Kanban is a method for managing work with an emphasis on just-in-time
delivery while not overloading the team members.
The process, from definition of a card to its delivery to the customer, is
displayed for participants to see and team members pull work from a queue.
https://kanbanzone.com/resources/kanban/

8. Kanban: 4 Principles
1. Start with what you do now
The Kanban method does not prescribe a specific set of roles or process steps. The Kanban method starts with existing roles and processes and
stimulates continuous, incremental and evolutionary changes to the system. The Kanban method is a change management method.
2. Agree to pursue incremental, evolutionary change
The organization (or Team) must agree that continuous, incremental and evolutionary change is the way to make system improvements and
make them stick. Sweeping changes may seem more effective but have a higher failure rate due to resistance and fear in the organization. The
Kanban method encourages continuous small incremental and evolutionary changes to your current system.
3. Respect the current process, roles, responsibilities, and titles
It is likely that the organization currently has some elements that work acceptably and are worth preserving. The Kanban method seeks to drive
out fear in order to facilitate future change. It attempts to eliminate initial fears by agreeing to respect current roles, responsibilities, and job titles
with the goal of gaining broader support.
4. Encourage acts of leadership at all levels
Acts of leadership at all levels in the organization, from individual contributors to senior management, are encouraged.
https://kanbanzone.com/resources/kanban/

9. Kanban: 5 Properties
1. Visualize the workflow
Seeing all the items in context of each other can be very informative.
2. Limit Work-In-Progress (WIP)
This helps balance the flow-based approach so Teams do not start and commit to too much work at once.
3. Measure and Manage the flow
When a card is Done, a new card can be pulled into play. Over time measure your cycle time, throughput and other
metrics to understand and improve your flow of work.
4. Make process policies explicit
Clarity is critical, provide a framework for the work, so deviation from those goals will not happen.
5. Improve collaboratively (using models and empirical evidence)
Look at models from leaders like Toyota or other teams in your organization successful with Kanban. Use your
experience to keep finding better ways to work.
https://kanbanzone.com/resources/kanban/

10. Kanban System at Toyota
Philosophy of complete elimination of waste.
“The workplace is a teacher. You can find answers only in the workplace.” Taiichi Ohno (1912–1990)
https://kanbanzone.com/resources/lean/toyota-production-system/

11. Visualize work
using Kanban

12. Example: Pandemic Preparedness Plan

13. From documented Plan to visual Kanban board...
Plan Kanban Board

14. From Documentation to Action...
Document Kanban Card

15. Detailed Acceptance Criteria
Traditional Requirements
Just like SMART goals, requirements must
provide smart tasks to confirm that the
requirement is met.
Requirement ABC
Acceptance Criteria
● Measurable Task - 1
● Measurable Task - 2
● Measurable Task - 3
Agile User Stories
As its name indicates, user stories are based on
users, so to confirm that the user is delighted
the focus is on testing that user scenarios are
met.
User Story XYZ
Acceptance Criteria
● Testable User Scenario - 1
● Testable User Scenario - 2
● Testable User Scenario - 3

16. Predecessor/Successor = to track dependencies
Parent/Child = to track relationship in terms of alignment
Track dependencies with linked Kanban cards

17. Portfolio Kanban

18. Agile Organization Visualized on Kanban Boards

19. Portfolio Kanban
● Align your goals to precise deliverables
that can be tracked
● Flow work efficiently by eliminating
wasteful activities
● Improve continuously with clear feedback
loops
● Focus by finishing work before starting
new work (single-task)
● Visualize to naturally increase your
productivity
https://kanbanzone.com/resources/kanban/portfolio-kanban/

20. Portfolio Kanban System

21. Portfolio Kanban - Connected Boards & Cards
https://kanbanzone.com/resources/kanban/portfolio-kanban/
Strategy Board
Discovery Board
Team Board

22. Portfolio Kanban - Connected Boards & Cards
https://kanbanzone.com/resources/kanban/portfolio-kanban/
Project Board
Team Board

23. Kanban
Metrics

24. Throughput for Performance
Throughput is based on actual data to represent the number of cards delivered
in a given period of time on a specific Kanban board. This metric will provide
the team represented on a Kanban board a way to track their performance over
time.
https://kanbanzone.com/2017/throughput-cycle-time-metrics-kanban-performance-responsiveness/

25. Cycle Time for Responsiveness
Cycle Time is calculated
from the time a card is
worked on by the team until
the time the card is
delivered. In simple terms,
it’s how long a card stays
within the Work-In-Progress
(WIP) columns of your
board.
https://kanbanzone.com/2017/throughput-cycle-time-metrics-kanban-performance-responsiveness/

26. Estimate with Cycle Time and WIP
By leveraging the Cycle
Time and your WIP Limit,
you can estimate when a
card in your backlog will
get done.
https://kanbanzone.com/2017/estimate-not-kanban-vs-scrum/

27. Kaizen

28. Kaizen - The spirit of continuous Improvement
Kaizen is Japanese for improvement or “change for the better”.
In holding Kaizen events, organizations attempt to identify areas
that are waste and how they can improve processes to deliver
value to customers more quickly.
Key elements of kaizen
● Teamwork
● Personal discipline
● Improved morale
● Quality circles
● Suggestions for improvement
https://kanbanzone.com/resources/lean/kaizen/

29. Online Agile Project
Management using Kanban
Learn how to create an online Portfolio
Kanban system to manage multiple projects
across your organization.
● Visualize work using Kanban
● Improve quality with clear acceptance
criteria
● Track dependencies with linked
Kanban cards
● Measure your flow of work to set clear
expectations
We hope that you
enjoyed this
presentation!
Learn more at KanbanZone.com