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Using Kanban to Juggle Multiple Priorities
Tana Linback
© 2016 beLithe, Inc. 2
Why did you choose this session?
The definition of insanity
is doing the same
thing over and over
again, but expecting
different results.
Albert Einstein
© 2016 beLithe, Inc. 5
Take control with Kanban.
看 板
kan ban
© 2016 beLithe, Inc. 6
and complete work.
organize,
visualize,
Kanban is a way to
To DO Doing (2) Done
The Board:
Each column represents
one phase of your
process.
The Card:
Each card represents a
task or...
Developed
process to track
objects through a
production stream
Taiichi Ohno,
Father of Lean
Manufacturing
Focus on
transpa...
Industrial Kanban
© 2016 beLithe, Inc. 9
Kanban Features
• Process light
• Evolution, not revolution, you can adapt it at any step
• Gain power over your work
© 20...
Two Basic Rules of Kanban
© 2016 beLithe, Inc. 11
02
Limit your work
in progress
(WIP)
01
Visualize
your work
© 2016 beLithe, Inc. 12
Kanban Rule #1: Visualize
To DO Doing Done
A big board
+
cards
+
columns
Kanban Rule #1: Visualize
Kanban Rule #1: Visualize
While you are traveling down
this road, there is a chance
that one or more rocks of
varying size...
...better communication
through visual
communication
management!
15
We can’t manage
what we can’t see,
especially delays.....
Kanban Rule #1: Visualize
• Simple, visual work
management systems
can be used to create
an “assembly line” to
coordinate ...
© 2016 beLithe, Inc. 17
Kanban Rule #2: Limit WIP
Kanban Rule #2: WIP Limits
Why it Matters
• Myth: The sooner a
project starts, the sooner
it will finish.
• Myth: Processi...
Kanban Rule #2: WIP Limits
• By limiting the amount of Work in Progress, you can increase total delivery over time
• It’s ...
© 2016 beLithe, Inc. 20
Kanban Rule #2: WIP Limits
• When using Kanban in teams, by limiting WIP you force team members to collaborate
through to ...
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 ...
© 2016 beLithe, Inc. 23
© 2016 beLithe, Inc. 24
© 2016 beLithe, Inc. 25
© 2016 beLithe, Inc. 26
How you can do it
What you need to get started
A board (white
board, butcher
paper, etc.)
© 2016 beLithe, Inc. 27
Lots of post-its in
differ...
Step 1: Build Your Backlog
• The work you haven’t done yet, the big list of stuff you let pile up
• Consider EVERYTHING, g...
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 ...
Step 3: Pull in Work
• Take work from one stage to the next
• Update your board in real time as work moves forward
© 2016 ...
© 2016 beLithe, Inc. 31
Pro Tips
Pro Tip: Use Swimlanes
© 2016 beLithe, Inc. 32
To DO Doing Done
Research
Class Prep
Service
Pro Tip: Focus on Completion
• Focus conversations and rewards on what is completed, not what is in progress
• Lots of inc...
Pro Tip: Orange Days
Have stuff you don’t like to do but that’s important (think administrative stuff)? Make those
cards o...
Pro Tip: Using Technology with Kanban
© 2016 beLithe, Inc. 35
© 2016 beLithe, Inc. 36
Closing Thoughts
Closing Thoughts
• Focus on rewarding work completed, not work in progress
• Appreciate learning – is just as, if not more...
Good Kanban Resources to Check Out
Websites
• http://limitedwipsociety.ning.com/
• www.agilealliance.com
• www.LeanKit.com...
References in Presentation
• http://limitedwipsociety.ning.com/
• https://dl.dropboxusercontent.com/u/1018963/Multitasking...
Using Kanban to Juggle Multiple Priorities
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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. 1. Using Kanban to Juggle Multiple Priorities Tana Linback
  2. 2. © 2016 beLithe, Inc. 2 Why did you choose this session?
  3. 3. The definition of insanity is doing the same thing over and over again, but expecting different results. Albert Einstein
  4. 4. © 2016 beLithe, Inc. 5 Take control with Kanban. 看 板 kan ban
  5. 5. © 2016 beLithe, Inc. 6 and complete work. organize, visualize, Kanban is a way to
  6. 6. 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.
  7. 7. 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
  8. 8. Industrial Kanban © 2016 beLithe, Inc. 9
  9. 9. Kanban Features • Process light • Evolution, not revolution, you can adapt it at any step • Gain power over your work © 2016 beLithe, Inc. 10
  10. 10. Two Basic Rules of Kanban © 2016 beLithe, Inc. 11 02 Limit your work in progress (WIP) 01 Visualize your work
  11. 11. © 2016 beLithe, Inc. 12 Kanban Rule #1: Visualize
  12. 12. To DO Doing Done A big board + cards + columns Kanban Rule #1: Visualize
  13. 13. 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.
  14. 14. ...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...
  15. 15. 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
  16. 16. © 2016 beLithe, Inc. 17 Kanban Rule #2: Limit WIP
  17. 17. 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
  18. 18. 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
  19. 19. © 2016 beLithe, Inc. 20
  20. 20. 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
  21. 21. 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
  22. 22. © 2016 beLithe, Inc. 23
  23. 23. © 2016 beLithe, Inc. 24
  24. 24. © 2016 beLithe, Inc. 25
  25. 25. © 2016 beLithe, Inc. 26 How you can do it
  26. 26. 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
  27. 27. 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
  28. 28. 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
  29. 29. 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
  30. 30. © 2016 beLithe, Inc. 31 Pro Tips
  31. 31. Pro Tip: Use Swimlanes © 2016 beLithe, Inc. 32 To DO Doing Done Research Class Prep Service
  32. 32. 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
  33. 33. 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
  34. 34. Pro Tip: Using Technology with Kanban © 2016 beLithe, Inc. 35
  35. 35. © 2016 beLithe, Inc. 36 Closing Thoughts
  36. 36. 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
  37. 37. 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
  38. 38. 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

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