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20191114 Agile Day NYC Now You See It! Observing Flow Using Kanban Boards

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I presented this deck in Times Square at the AgileDay NYC conference on 11/14/2019. This two-part interactive workshop begins with a look at how to interpret Kanban boards and ask thoughtful questions so that you can improve the work of your teams. We briefly review the Kanban Method, and take a look at some unique Kanban boards to get a sense of the richness and variety of information that can be represented; how a Kanban board becomes a kind of dashboard or nerve center for all kinds of knowledge work.
In Part two of the session we take a look at three business challenges and see how different kanban board designs help us address the challenges. The first challenge focuses on flight level one; with a single team struggling to manage their work more effectively. The second challenge moves up to flight level two; the value stream level, challenging attendees to design a board to facilitate coordination across multiple teams. The third and final challenge moves up to flight level three—the strategy level, to look at how to design a portfolio board. For each scenario we first challenge the attendees to design their own solutions and then compare them to some of our examples. The point is clear: with some thoughtfulness and creativity we can design kanban systems that can dramatically transform our way of working.

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20191114 Agile Day NYC Now You See It! Observing Flow Using Kanban Boards

  1. 1. Now You See It! Observing Flow Using Kanban Boards @arielpartners cstrong@arielpartners.com Craeg Strong, CTO, Ariel Partners AgileNYC@AgileNYC 14 November 2019 10:30am-noon
  2. 2. Agenda Introduction Observing Flow • Software Development Team • Sales Team Challenging Situations • Blocker Column Creating Flow • Multi-Level Board • Multi-Team Board • Portfolio Board Wrap Up © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394
  3. 3. Craeg Strong Software Development since 1988 Large Commercial & Government Projects Agile Coach / DevOps Engineer Kanban Trainer / SpecFlow Trainer / HCD Trainer Performance & Scalability Architect Certified Ethical Hacker New York & Washington DC Area CTO, Ariel Partners AKT, KMP, CSM, CSP, CSPO, ITILv3, PMI-ACP, PMP, LeSS, SAFe www.arielpartners.com cstrong@arielpartners.com @ckstrong1 © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394
  4. 4. Kanban in Action Observing Flow
  5. 5. Options Ready Discover Implement Validate Done 3 5 34 Example 1 Doing Done Doing Done 5© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394  Support Each Other  Raise Concerns Promptly  Stuck Longer Than One Hour? Collaborate!  Before Starting Something New, Help Your Teammate Finish  No Blame
  6. 6. 6© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 Leads Sales Demo Negotiating Contract Contract Signed Qualified Prospect Done Ready Done (20:30) (10:15) (6:9) Doing (4:6) (3:4) Recent Losses Top Reasons For Losses $ 🕷 $ ⏱ 🕷 🕷 ⏱ ⏱ ⏱ 🕷 🕷 Example 2
  7. 7. 7© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 Sales Demo Contract Signed Qualified Prospect Recent Losses Top Reasons For Losses 🕷 ⏱ 🕷 🕷 ⏱ ⏱ ⏱ 🕷 🕷 Example 2-alternate $ $ Leads Negotiating Contract
  8. 8. Challenging Situations Seeking Flow
  9. 9. Exhibit A Ready Analyze (3) Implement (2) Verify (2) Done Doing Done DoneDoing On Hold (6) © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394
  10. 10. Analysis 1. Allows team to continue working while they are waiting on external resources 2. Team wants to appear responsive to business when they present higher priority work items 3. I can take a new, small work item and get it done quickly since my current work item is a lot bigger than I thought. It all has to get done anyway, right? 4. So I can use JIRA to measure flow efficiency 1. Can’t tell where blocked items were/are in the workflow 2. May conflate different kinds of bottlenecks or non-instant availability items 3. Items may be “forgotten” in blocked column purgatory; team may miss opportunities to unblock Issues Identified What good intentions could lead to this? © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394
  11. 11. Refactoring: Named Blocker Area (common cause) Ready Analyze (3) Implement (5) Verify (3) Done Doing Done DoneDoing Waiting on App Store Approval Late against SLE © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 11
  12. 12. Refactoring: Blocker Flags (special cause and common cause) Ready Analyze (3) Implement (5) Verify (3) Done Doing Done DoneDoing Waiting on clarifications from legal Need server upgrade Waiting for Defect Resolution © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 12
  13. 13. Refactoring: Queue for Non-Instant Availability Resource Ready Analyze (3) Implement (5) Ready to Approve (8) Done Doing Done DoneDoing Test (5) Approval activity happens “on the line.” © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 13
  14. 14. Let’s Design! Creating Flow
  15. 15. 1. Multi-Level Team Board 15© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 A software development team receives requirements from the business in the form of Features. Historically, Feature lead times (from starting to analyze to deploying to production) are between 2 weeks and 6 months, with some outliers of more than one year. The business wants Features to be completed faster and with more predictability. The team wants to break down Features into smaller chunks of one week of work or less (Stories). The team indicates they can develop and test each Story separately. How could you visualize Features and Stories in a single board? How could the board help us with what we are trying to optimize? What Kanban practices can we leverage? Feature Story Story Story The business, wants Features to be tested and deployed as a whole. Here is the Feature workflow: 1) Backlog 2) Development 3) Integration Testing 4) Acceptance Testing 5) Cutover 6) Done You should create a simple workflow for stories within the higher-level Feature workflow
  16. 16. Maintenance 16© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 Backlog In Progress Specify Ready Doing Multi-Level Team Board Example Test Int Testing UAT Done Done Implement Done 3 23 8
  17. 17. 2. Multi-Team Board *With Thanks to Patrick Steyaert and Arlette Vercammen 17© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 An IT Department has three teams: 1. the modern mainframers, 2. the backend beatniks, and 3. the mobile mod squad. The three teams have their own independent work, however, sometimes they have dependencies on each other, especially for larger projects. Each team already has their own Team-Level board, and they are happy with their boards. If any item on a Team- level board can’t move forward due to a dependency on another team, it gets blocked They are seeing lots of these! How could you visualize all three teams’ work in progress in a high-level board? How can we manage flow, especially if the teams work at different rates? How can we know when capacity is becoming available soon, so we can plan better? Feature Story Story Story The teams would like to figure out a way to coordinate their dependencies, so they don’t get blocked so often. As their coach, you have recommended that they design a “coordination board:” a higher-level board that shows what each team is doing and helps manage capacity across teams. At this higher level, we only need this simplified workflow: 1. Next Up 2. In Progress 3. Integration Test  requires all pieces to be done 4. Done
  18. 18. 18© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 Multi-Team Board Example Integration Test DoneIn ProgressNext Up 8 7 6 6 1 5 23 4 Analyzed Features with Stories for each team Modern Mainframers Backend Beatniks Mobile Mod Squad Capacity Tokens: 2 per team Use Cap Token Here Recoup Cap Token Here
  19. 19. 8 7 19© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 Integration Test DoneIn Progress Multi-Team Board Example 6 6 25 Backlog Analysis Dev Test Done Backlog Modern Mainframers Backend Beatniks Mobile Mod Squad 4 Analysis 4 Dev Test Done Backlog 4 Analysis 4 Dev Test Deploy 5 4 4 Done 45 5 5 134 Next Up
  20. 20. 3. Portfolio Board *With Thanks to Pawel Brodzinski, Guillaume Marceau and Klaus Leopold! 20© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 You are working with a CIO of an organization who needs to manage a portfolio of 6 projects across 4 teams. • The Teams are “Team A” through “Team D.” • The Projects are “Alpha” through “Theta” Projects are either Strategic or Tactical. A Team can work on: • three small projects, • one large project, or • one medium + one small project at a time. How might you go about helping the CIO visualize his portfolio over the next 4 quarters? Project Alpha Project Beta Project Gamma Project Delta Project Epsilon Project Zeta Project Eta Project Theta Tactical or Strategic Strategic Tactical Tactical Tactical Strategic Strategic Tactical Tactical S / M / L Small Medium Small Medium Large Medium Small Small Team Team A Team A Team B Team B Team C Team D Team D Team D Start Q1 Q1 Q2 Q1 Q1 ½ way thru Q1 Q1 Q1 Projected Finish Q4+ ½ way thru Q2 Q4+ Q3 Q4 Q4 Q1 Q2
  21. 21. Q1 Team A Beta Eta Strategic Tactical Q2 Q3 Q4 Team B Team C Team D Alpha Beta GammaGammaGamma Epsilon ZetaZetaZeta Zeta Theta Theta DeltaDeltaDelta AlphaAlphaAlpha EpsilonEpsilonEpsilon © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 21 Portfolio Board Example Variant One: Stable Teams
  22. 22. Tactical Q1 Alpha Q2 Q3 Q4 Beta Delta Eta © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 22 Portfolio Board Example-alternate 1 Gamma Epsilon Theta Zeta Variant Two: Allocate Capacity Across Many Efforts
  23. 23. © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 23 Portfolio Board Example-alternate 2 MISSION INVESTMENTS PRODUCTS > 12 MONTH 9-12 MONTH 6-9 MONTH 3-6 MONTH UP NEXT ACTIVE SAGASTEAM PO NAME PATIENTS SAGA
  24. 24. Parting Thoughts Don’t just copy another board, analyze Lessons learned, current pain points Sources and pattern of demand Delivery capability Workflow Classes of service Make sure your board speaks to you If you encounter a bad situation and the board didn’t telegraph it, time to review the board design! Use swim lanes, colors, and card design Use higher-level boards for coordination, alignment, communication © Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 24
  25. 25. Thank You! Observing Flow Using Kanban Boards 25© Copyright Ariel Partners 2019 *sales@arielpartners.com ((646) 467-7394 Kanban Systems Management (KMP II) 2-day https://www.arielpartners.com/training Human Centered Design 2-day Kanban System Design (KMP I) 2-day Nov 2 & 3, 2019 @ 9:00am Nov 12 & 13, 2019 @ 9:00am Jan 27 & 28, 2020 @9:00am 25 Broadway, New York, NY Nov 18 & 19, 2019 @ 9:00am Jan 29 & 30, 2020 @9:00am 25 Broadway, New York, NY Dec 5 & 6, 2019 @9:00am 25 Broadway, New York, NY
  26. 26. Kanban Resources JIRA Plugin for full-featured Kanban boards developed by RedHat JBoss Platform team https://overbaard.github.io/demo/#/board?board=DEMO-FULL https://overbaard.github.io Kanban Tools Swift Kanban https://www.digite.com/swiftkanban/ LeanKit https://leankit.com/product/ Nave https://getnave.com Kanbanize https://kanbanize.com

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