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20201111 Agile DevOps East 2020 Conf Now You See It: Observing Flow using Kanban Boards

20201111 Agile DevOps East 2020 Conf Now You See It: Observing Flow using Kanban Boards

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“I didn’t know you could do that with Kanban!” This interactive workshop reveals how Kanban systems can help solve the governance and coordination problems that threaten large-scale initiatives. Too many strategic priorities chasing too few resources. Dependencies between teams. Delays due to lack of clear delineations of ownership and responsibility, and a crisp definition of ready. We will explore innovative new Kanban designs that can significantly simplify these difficult problems, ultimately resulting in better outcomes with less stress. We will start by reviewing Kanban board designs from diverse industries and at multiple levels of the organization. We will then interactively construct several interesting examples, including Kanban boards for managing multiple streams of work, facilitating multi-team coordination at scale, and even planning and communicating corporate strategy. Powerful concepts like demand shaping, classes of service, capacity tokens, and order points will effortlessly reveal themselves. Best of all: these Kanban systems are perfectly compatible with Scrum Scaling frameworks such as Large-Scale Scrum (LeSS) and the Scaled Agile Framework (SAFe). In fact, one might call them the secret ingredient! Using nothing but painter’s tape and sticky notes of all shapes, sizes and colors, we will gain an appreciation of how thoughtfully designed boards (and the coordination systems they enable) can help unlock true business agility.

“I didn’t know you could do that with Kanban!” This interactive workshop reveals how Kanban systems can help solve the governance and coordination problems that threaten large-scale initiatives. Too many strategic priorities chasing too few resources. Dependencies between teams. Delays due to lack of clear delineations of ownership and responsibility, and a crisp definition of ready. We will explore innovative new Kanban designs that can significantly simplify these difficult problems, ultimately resulting in better outcomes with less stress. We will start by reviewing Kanban board designs from diverse industries and at multiple levels of the organization. We will then interactively construct several interesting examples, including Kanban boards for managing multiple streams of work, facilitating multi-team coordination at scale, and even planning and communicating corporate strategy. Powerful concepts like demand shaping, classes of service, capacity tokens, and order points will effortlessly reveal themselves. Best of all: these Kanban systems are perfectly compatible with Scrum Scaling frameworks such as Large-Scale Scrum (LeSS) and the Scaled Agile Framework (SAFe). In fact, one might call them the secret ingredient! Using nothing but painter’s tape and sticky notes of all shapes, sizes and colors, we will gain an appreciation of how thoughtfully designed boards (and the coordination systems they enable) can help unlock true business agility.

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20201111 Agile DevOps East 2020 Conf Now You See It: Observing Flow using Kanban Boards

  1. 1. Now You See It! Observing Flow Using Kanban Boards Craeg Strong, CTO, Ariel Partners @arielpartners cstrong@arielpartners.com 9-12 November 2020 9:45am-6:00pm ET V5
  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 Connecting The Dots • Flight Levels Wrap Up © Copyright Ariel Partners 2020 *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, KCP, KMP, CSM, CSP, CSPO, PSMI, PSMII, PSK, SPC, ICP-ATF ITILv3, PMI-ACP, PMP, LeSS, SAFe SPC www.arielpartners.com cstrong@arielpartners.com @ckstrong1 © Copyright Ariel Partners 2020 *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  Support Each Other  Raise Concerns Promptly  Stuck Longer Than One Hour? Collaborate!  Before Starting Something New, Help Your Teammate Finish  No Blame © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  6. 6. 6 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 © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  7. 7. 7 Sales Demo Contract Signed Qualified Prospect Recent Losses Top Reasons For Losses 🕷 ⏱ 🕷 🕷 ⏱ ⏱ ⏱ 🕷 🕷 Example 2-alternate $ $ Leads Negotiating Contract © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  8. 8. 8© Copyright Ariel Partners 2020 *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 – Improved
  9. 9. Challenging Situations Seeking Flow
  10. 10. Exhibit A Ready Analyze (3) Implement (2) Verify (2) Done Doing Done DoneDoing On Hold (6) © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  11. 11. 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 2020 *sales@arielpartners.com ((646) 467-7394
  12. 12. 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 12© Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  13. 13. 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 13© Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  14. 14. 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.” 14© Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  15. 15. Let’s Design! Creating Flow
  16. 16. 1. Multi-Level Team Board 16 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 we 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 © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  17. 17. Maintenance 17 Backlog In Progress Specify Ready Doing Multi-Level Team Board Example Test Int Testing UAT Done Done Implement Done 3 23 8 © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  18. 18. 2. Multi-Team Board *With Thanks to Patrick Steyaert and Arlette Vercammen 18 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 we 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 © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  19. 19. 19 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 Use Cap Token Here Recoup Cap Token Here Capacity Tokens: 2 per team © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  20. 20. 8 7 20 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 © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  21. 21. 3. Portfolio Board *With Thanks to Pawel Brodzinski, Guillaume Marceau and Klaus Leopold! 21 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 we 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 © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  22. 22. 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 22 Portfolio Board Example One Variant One: Stable Teams © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  23. 23. Tactical Q1 Alpha Q2 Q3 Q4 Beta Delta Eta 23 Portfolio Board Example Two Gamma Epsilon Theta Zeta Variant Two: Allocate Capacity Across Many Efforts © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  24. 24. 24 Strategy Board Example One MISSION INVESTMENTS PRODUCTS > 12 MONTH 9-12 MONTH 6-9 MONTH 3-6 MONTH UP NEXT ACTIVE SAGASTEAM PO NAME PATIENTS SAGA © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  25. 25. 25 Strategy Board Example Two © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  26. 26. Connecting the Dots Connecting Flow
  27. 27. Flight Levels What Is It? • Three Levels of Visualization • Distinct System Designs Reflect Unique Concerns at Each Level • Team Levels Often Use Scrum Why Does It Work So Well? • Limit WIP At Each Level • Track Cycle Times At Each Level • Simple and Low Overhead • Addresses Enterprise Scale • Addresses Non-IT
  28. 28. Parting Thoughts 28 • Don’t just copy another board, analyze o Lessons learned, current pain points o Sources and pattern of demand o Delivery capability o Workflow o 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 • Flight Levels framework connects strategy to execution © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394
  29. 29. Kanban Resources JIRA Plugins for Kanban https://marketplace.atlassian.com/apps/1219454/color-cards-for-jira https://marketplace.atlassian.com/apps/1215334/agile-tools-filters-for-jira-software https://marketplace.atlassian.com/apps/1216661/actionableagile-for-jira-agile-metrics Kanban Tools Swift Kanban https://www.digite.com/swiftkanban/ LeanKit https://www.planview.com/products-solutions/products/leankit/ Nave https://getnave.com Kanbanize https://kanbanize.com Kaiten https://www.kaiten.io © Copyright Ariel Partners 2020 *sales@arielpartners.com ((646) 467-7394 Thank You! Observing Flow Using Kanban Boards Kanban Training https://www.arielpartners.com/training https://www.linkedin.com/in/cstrong Kanban Frameworks Okaloa Simulations https://www.okaloa.com Flight Levels https://www.flightlevels.io Kanban Maturity Model https://www.kanbanmaturitymodel.com

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