ca 15 minutes on kanban
•Download as PPTX, PDF•
6 likes•995 views
In this presentation I break it down to the day-to-day management of a project or team. How can we keep our focus? How can we improve? How do we even know what we are doing right now? Kanban is the best tool I've seen to get us both focusing on the things that we are doing right now and also helps us to focus on improving our process little by little.
Recommended
Recommended
More Related Content
Viewers also liked
More from Marcus Hammarberg
More from Marcus Hammarberg (11)
Recently uploaded
Recently uploaded (20)
ca 15 minutes on kanban
- 1. ca 15 minutes on kanban focus, effectiveness and improvements Marcus Hammarberg Yayasan Pelalayan Kesehatan Bala
- 5. 5
- 9. ?
- 10. Idea
- 11. Idea
- 12. Idea Doing
- 15. Idea Planning ExecutingTo do next Done
- 17. 17 Visualize
- 20. ROW BY ROW RUN DOING ALL PROJECT AT ONCE Let’s try it
- 21. Row by row - run A - J I - X 1 - 10 Time: “Clock”: 00:00
- 22. Row by row - run A - J I - X 1 - 10 Time: “Clock”: 00:01
- 23. Row by row - run A A - J I - X 1 - 10 Time: “Clock”: 00:02
- 24. Row by row - run A A - J I - X 1 - 10 Time: “Clock”: 00:03
- 25. Row by row - run A A - J I - X 1 - 10 Time: “Clock”: 00:04
- 26. Row by row - run A I A - J I - X 1 - 10 Time: “Clock”: 00:04
- 27. Row by row - run A I A - J I - X 1 - 10 Time: “Clock”: 00:04
- 28. Row by row - run A I A - J I - X 1 - 10 Time: “Clock”: 00:05
- 29. Row by row - run A I A - J I - X 1 - 10 Time: “Clock”: 00:06
- 30. Row by row - run A I 1 A - J I - X 1 - 10 Time: “Clock”: 00:07
- 31. Row by row - run A I 1 A - J I - X 1 - 10 Time: “Clock”: 00:08
- 32. Row by row - run A I 1 A - J I - X 1 - 10 Time: “Clock”: 00:09
- 33. Row by row - run A B I 1 A - J I - X 1 - 10 Time: “Clock”: 00:10
- 34. Row by row - run A B I 1 A - J I - X 1 - 10 Time: “Clock”: 00:11
- 35. Row by row - run A B I 1 A - J I - X 1 - 10 Time: “Clock”: 00:12
- 36. Row by row - run A B I II 1 A - J I - X 1 - 10 Time: “Clock”: 00:13
- 37. Row by row - run A B I II 1 A - J I - X 1 - 10 Time: “Clock”: 00:14
- 38. Row by row - run A B I II 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:15
- 39. Row by row - run A B I II 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:16
- 40. Row by row - run A B I II 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:17
- 41. Row by row - run A B C I II 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:18
- 42. Row by row - run A B C I II 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:19
- 43. Row by row - run A B C I II 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:20
- 44. Row by row - run A B C I II III 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:21
- 45. Row by row - run A B C I II III 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:22
- 46. Row by row - run A B C I II III 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:23
- 47. Row by row - run A B C I II III 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:24
- 48. Row by row - run A B C I II III 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:25
- 49. Row by row - run A B C I II III 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:26
- 50. Row by row - run A B C D I II III 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:27
- 51. Row by row - run A B C D I II III 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:28
- 52. Row by row - run A B C D I II III 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:29
- 53. Row by row - run A B C D I II III IV 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:30
- 54. Row by row - run A B C D I II III IV 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:31
- 55. Row by row - run A B C D I II III IV 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:32
- 56. Row by row - run A B C D I II III IV 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:33
- 57. Row by row - run A B C D I II III IV 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:34
- 58. Row by row - run A B C D E I II III IV 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:35
- 59. Row by row - run A B C D E I II III IV 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:36
- 60. Row by row - run A B C D E I II III IV 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:37
- 61. Row by row - run A B C D E I II III IV V 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:38
- 62. Row by row - run A B C D E I II III IV V 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:39
- 63. Row by row - run A B C D E I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:40
- 64. Row by row - run A B C D E I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:41
- 65. Row by row - run A B C D E I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:42
- 66. Row by row - run A B C D E F I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:43
- 67. Row by row - run A B C D E F I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:44
- 68. Row by row - run A B C D E F I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:45
- 69. Row by row - run A B C D E F I II III IV V 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:46
- 70. Row by row - run A B C D E F I II III IV V VI 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:47
- 71. Row by row - run A B C D E F I II III IV V VI 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:48
- 72. Row by row - run A B C D E F I II III IV V VI 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:49
- 73. Row by row - run A B C D E F I II III IV V VI 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:50
- 74. Row by row - run A B C D E F I II III IV V VI 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:51
- 75. Row by row - run A B C D E F I II III IV V VI 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:52
- 76. Row by row - run A B C D E F G I II III IV V VI 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:53
- 77. Row by row - run A B C D E F G I II III IV V VI 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:54
- 78. Row by row - run A B C D E F G I II III IV V VI 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:55
- 79. Row by row - run A B C D E F G I II III IV V VI VII 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:56
- 80. Row by row - run A B C D E F G I II III IV V VI VII 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:57
- 81. Row by row - run A B C D E F G I II III IV V VI VII 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:58
- 82. Row by row - run A B C D E F G I II III IV V VI VII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 00:59
- 83. Row by row - run A B C D E F G I II III IV V VI VII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:00
- 84. Row by row - run A B C D E F G I II III IV V VI VII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:01
- 85. Row by row - run A B C D E F G H I II III IV V VI VII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:02
- 86. Row by row - run A B C D E F G H I II III IV V VI VII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:03
- 87. Row by row - run A B C D E F G H I II III IV V VI VII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:04
- 88. Row by row - run A B C D E F G H I II III IV V VI VII VIII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:05
- 89. Row by row - run A B C D E F G H I II III IV V VI VII VIII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:06
- 90. Row by row - run A B C D E F G H I II III IV V VI VII VIII 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 01:07
- 91. Row by row - run A B C D E F G H I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:08
- 92. Row by row - run A B C D E F G H I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:09
- 93. Row by row - run A B C D E F G H I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:10
- 94. Row by row - run A B C D E F G H I I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:11
- 95. Row by row - run A B C D E F G H I I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:12
- 96. Row by row - run A B C D E F G H I I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:13
- 97. Row by row - run A B C D E F G H I I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:14
- 98. Row by row - run A B C D E F G H I I II III IV V VI VII VIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:15
- 99. Row by row - run A B C D E F G H I I II III IV V VI VII VIII VIIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:16
- 100. Row by row - run A B C D E F G H I I II III IV V VI VII VIII VIIII 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:17
- 101. Row by row - run A B C D E F G H I I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:18
- 102. Row by row - run A B C D E F G H I I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:19
- 103. Row by row - run A B C D E F G H I I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 01:20
- 104. Row by row - run A B C D E F G H I I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:20
- 105. Row by row - run A B C D E F G H I I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:21
- 106. Row by row - run A B C D E F G H I I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:22
- 107. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:23
- 108. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:24
- 109. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:25 01:24
- 110. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:26 01:24
- 111. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:27 01:24
- 112. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 01:28 01:2701:24
- 113. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 10 A - J I - X 1 - 10 Time: “Clock”: 01:29 01:2701:24
- 114. Row by row - run A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 10 A - J I - X 1 - 10 Time: “Clock”: 01:30 01:30 01:30 Total: 01:2701:24
- 115. COLUMN BY COLUMN RUN DOING 1 THING AT THE TIME Let’s try it again
- 116. A - J I - X 1 - 10 Time: “Clock”: 00:00 Column by column - run
- 117. A - J I - X 1 - 10 Time: “Clock”: 00:01 Column by column - run
- 118. A A - J I - X 1 - 10 Time: “Clock”: 00:02 Column by column - run
- 119. A B A - J I - X 1 - 10 Time: “Clock”: 00:03 Column by column - run
- 120. A B C A - J I - X 1 - 10 Time: “Clock”: 00:04 Column by column - run
- 121. A B C D A - J I - X 1 - 10 Time: “Clock”: 00:05 Column by column - run
- 122. A B C D E A - J I - X 1 - 10 Time: “Clock”: 00:06 Column by column - run
- 123. A B C D E F A - J I - X 1 - 10 Time: “Clock”: 00:07 Column by column - run
- 124. A B C D E F G A - J I - X 1 - 10 Time: “Clock”: 00:08 Column by column - run
- 125. A B C D E F G H A - J I - X 1 - 10 Time: “Clock”: 00:09 Column by column - run
- 126. A B C D E F G H I A - J I - X 1 - 10 Time: “Clock”: 00:10 Column by column - run
- 127. A B C D E F G H I J A - J I - X 1 - 10 Time: “Clock”: 00:11 Column by column - run
- 128. A B C D E F G H I J A - J I - X 1 - 10 Time: “Clock”: 00:12 Column by column - run 00:12
- 129. A B C D E F G H I J I A - J I - X 1 - 10 Time: “Clock”: 00:13 Column by column - run 00:12
- 130. A B C D E F G H I J I II A - J I - X 1 - 10 Time: “Clock”: 00:14 Column by column - run 00:12
- 131. A B C D E F G H I J I II III A - J I - X 1 - 10 Time: “Clock”: 00:15 Column by column - run 00:12
- 132. A B C D E F G H I J I II III IV A - J I - X 1 - 10 Time: “Clock”: 00:16 Column by column - run 00:12
- 133. A B C D E F G H I J I II III IV V A - J I - X 1 - 10 Time: “Clock”: 00:17 Column by column - run 00:12
- 134. A B C D E F G H I J I II III IV V VI A - J I - X 1 - 10 Time: “Clock”: 00:18 Column by column - run 00:12
- 135. A B C D E F G H I J I II III IV V VI VII A - J I - X 1 - 10 Time: “Clock”: 00:19 Column by column - run 00:12
- 136. A B C D E F G H I J I II III IV V VI VII VIII A - J I - X 1 - 10 Time: “Clock”: 00:20 Column by column - run 00:12
- 137. A B C D E F G H I J I II III IV V VI VII VIII IX A - J I - X 1 - 10 Time: “Clock”: 00:21 Column by column - run 00:12
- 138. A B C D E F G H I J I II III IV V VI VII VIII IX X A - J I - X 1 - 10 Time: “Clock”: 00:22 Column by column - run 00:12
- 139. A B C D E F G H I J I II III IV V VI VII VIII IX X A - J I - X 1 - 10 Time: “Clock”: 00:23 Column by column - run 00:12 00:23
- 140. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 A - J I - X 1 - 10 Time: “Clock”: 00:24 Column by column - run 00:12 00:23
- 141. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 A - J I - X 1 - 10 Time: “Clock”: 00:25 Column by column - run 00:12 00:23
- 142. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 A - J I - X 1 - 10 Time: “Clock”: 00:26 Column by column - run 00:12 00:23
- 143. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 A - J I - X 1 - 10 Time: “Clock”: 00:27 Column by column - run 00:12 00:23
- 144. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 A - J I - X 1 - 10 Time: “Clock”: 00:28 Column by column - run 00:12 00:23
- 145. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 A - J I - X 1 - 10 Time: “Clock”: 00:29 Column by column - run 00:12 00:23
- 146. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 A - J I - X 1 - 10 Time: “Clock”: 00:30 Column by column - run 00:12 00:23
- 147. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 A - J I - X 1 - 10 Time: “Clock”: 00:31 Column by column - run 00:12 00:23
- 148. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 A - J I - X 1 - 10 Time: “Clock”: 00:32 Column by column - run 00:12 00:23
- 149. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 10 A - J I - X 1 - 10 Time: “Clock”: 00:33 Column by column - run 00:12 00:23
- 150. A B C D E F G H I J I II III IV V VI VII VIII IX X 1 2 3 4 5 6 7 8 9 10 A - J I - X 1 - 10 Time: “Clock”: 00:34 Column by column - run 00:12 00:23 00:34 00:34 Total:
- 151. Row by row Column by column Total time 01:30 00:34 (38%) Project 1 01:24 00:12 (14%) Project 2 01:27 00:23 (26%) Project 3 (1-10) 01:30 00:34 (38%)
- 153. Idea Planning ExecutingTo do next Done
- 154. Idea Planning ExecutingTo do next Done
- 155. Idea Planning ExecutingTo do next Done
- 156. Idea Planning ExecutingTo do next Done
- 157. Idea Planning ExecutingTo do next Done
- 162. 162 Idea Planning ExecutingTo do next Done
- 163. 163 Idea Planning ExecutingTo do next Done
- 164. 164 Idea Planning ExecutingTo do next Done
- 165. Idea Planning ExecutingTo do next Done Improvements Accreditation Renovation
- 166. 166 Idea Planning ExecutingTo do next Done
- 167. 167 Idea Planning ExecutingTo do next Done Follow up
Editor's Notes
- Kanban is a tool that helps you and your company or team, to improve. A little bit better - every day.
- Regardless with what you are working with today. Or how good you are in doing that. It super simple to get started with and don’t require you to change you current ways of working.
- Kanban also helps you to keep focus and getting things done. Making sure that we spending our limited time wisely. Therefor kanban complements the other presentations I have created in this series nicely. Kanban will help you in your daily work - to put it simpler.
- My name is Marcus Hammarberg and I work for the Salvation Armys Health Foundation in Indonesia. We have 6 hospitals and 16 clinics spread out through Indonesia. During the last couple years of we have been talking a lot about mission, vision and strategic plans. This presentation is about a very powerful, yet simple, tool that will help you in executing the strategies and endeavours of your company. I am a very practical kind of guy. Let’s start directly.
- How do you know what you are doing right now? How do you know what other around you are doing? One exercise that makes this very clear is to write every task we are currently occupied with, on a post-it note and put it on a whiteboard or a wall. Write one thing on each note and write readable. In my example here I’m not showing the text, since this is just an overview Should you do that in your team, it might look something like this:
- If you talk it over a bit you might find that some of the items are actually the same thing. That someone else was working on it. And that other are related in the same project. Great! This meant that we learned something about our work just by making a little visual note of it. Let’s structure it a bit more. Move the post-it’s to the side a bit.
- Let’s continue our example, imagine that this is a management team at a hospital, since that’s the level that all the other presentations has been on. For each of the notes ask yourselves: what are we doing with this now? What is it’s status?
- The easiest is just to pick anyone of the post-its and ask: What do we do with this? Create a column with that name on the board
- And move the post-it into that column. For example, this might be an idea we have for a future project
- And then move the other notes that is in that “status” into that column Here we have a few things that are just Ideas, that we might try in the future if you remember the Impact Mapping presentation.
- Another status might be Executing or Doing. Let’s make a column for that. You might find that you want to change the name of the column. Or that you’ll have to split the column into two if there’s more specific needs.
- For example; Doing is pretty generic. Let’s change the name to Planning and create a new column for Executing.
- And then move the sticky notes to the right column. There - that looks better. Now the overview of the current state of each work item is clearer Continue with the rest of the stickies. It might end up something like this:
- And yes, in creating this you might actually find that some items that you have on your board are completed already. Let’s show them in the Done-column There! We now have a very basic, and simplified in this example, process for our work. If you take a look at this board it’s now easy to see what is happening with each item. There’s quite a lot of things being planned right now, right? Fewer things are being executed And what about those things in Done? Are they really Done? All of it? Or did we just say that they were Done to not get more questions?
- One final comment - our example here is for some kind of management team, or project office maybe. But it can of course be on a lower level too. For example for a nurse department the process might look like this. Very simplified of course, but you get what I mean. Make a board that reflect the process you are working after. And change it to suit your needs.
- We have now made our work VISUAL. We see our work and the aspects of it better. Creating a work flow like this works on whatever level you want it to work on. The important is that you create a visualisation to see your work rather to just know about it.
- How’s that for a slide title? Achieve more by doing less - is that even possible? But seriously - how can get more out of our efforts? How can we make sure that the hours we spend on our work is well-spent and not wasted? Let’s play a game and I’ll show you
- I love games as a learning tool because I’ve noticed that the thing I teach tend to stick much better. You can play this game later if you want, but in the interest of time, let’s just simulate it here. There’s three tasks; - writing a column with A-J with a Blue pen - writing another column with I-X, Roman Numbers with a Red Pen - finally, a column with 1-10 in normal numbers, with a black pen We’re going to time each individual task or column, as well as the total time.
- We’re going to play this game twice. The first time we will maximise our resources and devote equal amount of time to all tasks. Being as efficient as possible; and so we work row by row. Here’s how that would look… when my computer does it.
- That most likely felt stupid. And if you ran this with a person you probably saw that it gave some problems shifting pen, or even holding pens, and also remembering what you were doing.
- Let’s try it again, but this time doing one task at the time. Column by column Here we go
- Wow - that’s quite a difference. Let’s compare.
- First, remember that we haven’t changed anything about WHAT we do: same pens same worker same number of task same type and amount of work completed We just changed the WAY we worked. HOW we work. What is changed? We do fewer things that the same time. We limit the number of tasks we do. Compare the total time. Less than half! Compare the time for the first task. Only 14% of the original time. Meaning that if that task was important it will have waited more than 85% of it’s entire time. Just because we did many things that the same time.
- This brings us to the second of the principles of kanban - Limit work in process. Meaning that; instead of trying to be busy and using many “pens” at the same time - let’s focus on the important things and do fewer things, use fewer “pens” at the same time. There’s a lot more to be said there, but shortly I can say doing only 1 thing is not the goal. Just do fewer and fewer. A good starting point is to start where you are today and decide to lower it little by little. Let’s take a look at how that would work on our board.
- A very common way to Limit work in process, is to put a limit on one or more of the columns on the board. I find it really useful to, as a starting point, have limits on our “inbox” and the process step that takes the longest time right now. On our example-board that might be the “To do next”-column and the “Executing”-column. Currently we have 4 in each. Let’s use that as our limit.
- BUT let’s also decided that in one week will back on of them off a bit, for example the one in Executing. To three. What will this accomplish? What will this do? That will create a little tension in the system, that is the trigger for improvement. Let’s see it in action.
- The here we finish one thing of the things we’re doing in Executing.
- Now what? We want to start this one. But we can pull that in to the Executing column, right? There’s already three items in there. Let’s move it back and think about what happens
- This is Limit work in process in action right here. Now we get the chance that instead of starting new work, adding more “pens” if you remember the game, we can focus on finishing the work we have running already. Is there anything we can do to help the three items already in “Executing” to be completed? What can I do to help? Why are they still not finished? What is missing before it can be completed? It can also lead to bigger questions, such as; do we have the right amount of staff in the right places?
- All of these questions are raised because we have made our work visual, we have created a limit for how many “pen”, sorry tasks we are working on at the same time. AND we are also helping the work to flow as smooth and quickly through our process. Making that our first priority; Manage how the work flows. Make sure that work flows better through our system.
- There’s of course MUCH more to say about this but this will due as an introduction. Some people, I’m one of them, have written entire books about this topic, should you want to learn more.
- When I first recorded this there was one thing I forgot to say. Because even though there’s much more to learn I think a very simple and useful technique is to hold a daily stand-up. Well… maybe not that kind of stand-up, but rather a simple meeting around your board. It might look like this
- We stand up in the meeting to keep it short. 5-10 min is a good maximum time. Some team uses a timer to make sure that the meeting is not dragging out. We run the meeting daily. Also to keep each meeting short and the discussions small and easy. That means that if you miss a meeting that’s ok, you try to come tomorrow. Remember though that, to be effective, the people in the meeting makes decisions.
- A daily standup is just a daily check-in for the current status of the work. If we find problems that we need to talk about, then let’s schedule a meeting with the people involved in solving the problem. With a visualised workflow like the one described so far, the meeting is pretty easy to conduct. You can take turns in doing so. First check if there’s anything on the board that needs our attention? For example, have we broken any limits? Will we run into problems soon? Can you see the problems here? There’s 4 items in Executing, although we said only 3. Why? Also, there’s only 1 item being planned for. What if we need “new work” in executing?
- Another good practice is to walk the board from the right to the left. That is from the end of the process to the beginning. This will ensure that we focus on the work, not the worker and should we not have time to go through the entire board we have at least focused on the things that are closest to being completed. Daily standup is a good practice!
- If you followed along so far you have a very good starting point. You have a visualised process. It might not be perfect, so please change it to better suit your needs.
- Maybe there are different kind of work - use different colours on you stickies. Now it’s easy to see what’s what. And to make sure that we spend our time wisely on the right things.
- Or maybe you find new steps in your process. Go ahead and change it.
- There’s no right answer. The closer to reality, the way you ACTUALLY work, the better this board will help for you.
- Just follow the three principles of kanban and you will find things to improve and make your work flow ever better through your system Visualise your work, for example on a board, so that everyone see what we are doing Minimise your work in process so that you focus on finishing the things you are working on, before starting new things Help the work to flow fast and smooth through your process (over the board). Use this as your guiding star for improvements
- My name is Marcus Hammarberg. This has been 15 minutes on kanban. Thank you for listening. Tuhan Memberkati Anda - God Bless you.