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Modus Cooperandi InfoPak 2              personalkanban.com series




               Personal Kanban 101:
                ...
Despite our best intentions, life has a way of becoming complicated.
 People, tasks, responsibilities, deadlines, and even...
That's where Personal Kanban
can help.

Adaptable to all ages and
situations, and accessible to all
learning styles, Perso...
There are only two real rules with Personal Kanban:

1. Visualize your work

2. Limit your work-in-progress (WIP)

It’s th...
Why Visualize?


   Just as the images in this
   InfoPak lend to the story
   of Personal Kanban,
   the Personal Kanban ...
Why Limit WIP?

You have two hands.

You can only juggle so
many things at one
time.

The more you add, the
more likely it...
All too often we equate “free time” with
                   “capacity,” and assume we have the ability
                   ...
Simply because you think you can handle more work-in-progress does not make it
so. Simply because we can fit a few more SU...
BUT WHAT IS A "KANBAN" ALREADY?

A kanban is a tool to visualize, organize, and
complete work. The first recognized
busine...
So let's get started. Here we see a simple Personal Kanban. The top part of the board shows three states: Backlog, Doing, ...
Step One: Establish Your Value Stream



Value Stream: The flow of work from the moment you start to when it is
finished. ...
Step Two: Establish Your Backlog
Backlog: The work you haven’t done yet. All that stuff that you've let pile
up is your ba...
Step Three: Establish
Your WIP Limit
 Work in Progress (WIP) Limit:

 The amount of work you can handle
 at one time. We h...
Step Four: Begin to Pull
          Pull: To take completed work from one stage of the
          value stream and pull it i...
In Lean management, inventory is
                      considered waste - it causes companies to
                      ove...
Personal Kanban
Lean Thinking for Individuals and Small Teams
Read the Personal Kanban book

This Slideshare is the Tip of...
Images in this document by Creative Commons
license or permission of the artist:

Cover: http://www.flickr.com/photos/dili...
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Personal Kanban 101

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How to create your first Personal Kanban and visualize your work. Entry level for the book "Personal Kanban: Mapping Work | Navigating Life".

More at http://personalkanban.com

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Personal Kanban 101

  1. Modus Cooperandi InfoPak 2 personalkanban.com series Personal Kanban 101: Achieving Focus & Clarity with Your First Personal Kanban
  2. Despite our best intentions, life has a way of becoming complicated. People, tasks, responsibilities, deadlines, and even recreation all compete for our attention. The human brain however, simply does not respond well to the stress of juggling multiple priorities.
  3. That's where Personal Kanban can help. Adaptable to all ages and situations, and accessible to all learning styles, Personal Kanban allows us to visualize the amount of work we have and the way in which that work is carried out. Unlike other personal productivity tools, Personal Kanban is a pattern, not an edict. Users can mold it into whatever shape or form is most suited for the situation at hand. Once you understand the pattern and principles behind it, you can apply those concepts in ways that respond precisely to your situation. Additionally, Personal Kanban is scalable, meaning it works just as well for families and workgroups, as it does with the individual.
  4. There are only two real rules with Personal Kanban: 1. Visualize your work 2. Limit your work-in-progress (WIP) It’s that simple. With time, your understanding of the nature of your work will evolve. As it does, your kanban will likewise evolve.
  5. Why Visualize? Just as the images in this InfoPak lend to the story of Personal Kanban, the Personal Kanban lends to the story of our work. With Personal Kanban, work is no longer an amorphous concept - it has a definite shape, a form, a storyline, and a flow. This gives work coherence, which is powerful. The brain can then take this new coherence and based upon it make decisions. Prioritization becomes easier, tasks becomes less daunting. With Personal Kanban, we gain power over our work.
  6. Why Limit WIP? You have two hands. You can only juggle so many things at one time. The more you add, the more likely it is that you will fumble and drop something.
  7. All too often we equate “free time” with “capacity,” and assume we have the ability to fit in more work. In this case, we are not unlike a freeway. A freeway can support 0-100% capacity. But I Still Fit! But when its capacity extends beyond 65%, it begins to slow down. Why Don't I Move? When it reaches 100% capacity, it stops. Capacity is a horrible measure of throughput. Similarly, multitasking is a horrible way to manage your synapses, (and as a recent Stanford study shows, it is likewise ineffective.) If your brain is a highway and you are filling yourself with work, after a while you start to slow down. Your mental rush hour gets longer and longer. You find yourself struggling to accomplish even the simplest tasks. That motorcyclist in the picture is that last little 5 minute task you agreed to do. "It's just five minutes! How could I say no?"
  8. Simply because you think you can handle more work-in-progress does not make it so. Simply because we can fit a few more SUVs on the freeway does not mean it’s a good idea. Idle time is vital for a healthy brain. Time when you aren’t forcing your brain to pump something out is when it’s doing background processing on things you “aren’t” doing. We must limit WIP.
  9. BUT WHAT IS A "KANBAN" ALREADY? A kanban is a tool to visualize, organize, and complete work. The first recognized business use of a kanban can be traced to Taiichi Ohno’s work at Toyota. Ohno needed a way to quickly communicate to all workers how much work was being done, in what state that work was in, and how it was being carried out. His intent was to make work processes transparent, ensuring that at any given time everyone - not just managers - knew what was “really” going on. The goal was to empower line workers to improve how Toyota worked, to make sure everyone had a hand in making Toyota better. As it applied to Toyota, this is what is called "Industrial Kanban."
  10. So let's get started. Here we see a simple Personal Kanban. The top part of the board shows three states: Backlog, Doing, and Done. Tasks move across this simple workflow. In a subtle way, this is accomplishing three main things: 1. Showing us the work we have in progress (WIP) 2. Showing us all the work we haven’t gotten to yet (Backlog) 3. Showing us how efficiently we work (Throughput) That’s it! That’s all there is physically to creating a Personal Kanban. Then, the simplicity of this system helps us understand how we do what we do, and how long it takes to do it. Simply having clarity around our workload is a tremendous psychological gift.
  11. Step One: Establish Your Value Stream Value Stream: The flow of work from the moment you start to when it is finished. The most simple value stream possible is: Backlog Doing Done (yes, that’s (work waiting to (work being done) right, work that’s be done) done) While you can set this up on a piece of paper or a white board, a white board is preferable. Why? Because as you come to understand your value stream, you will want to change your Personal Kanban to reflect that understanding. You might add steps, or refine how you think about work. A white board provides permanence, yet allows ultimate flexibility: you can always erase and draw something new.
  12. Step Two: Establish Your Backlog Backlog: The work you haven’t done yet. All that stuff that you've let pile up is your backlog. Consider everything you need to do, then begin itemizing your task on Post-its. Big tasks, small tasks, get them all in writing. Then start populating your backlog with those Post-its. Don’t sweep things under the rug. Don’t lie to yourself. Your first backlog-fest should be a painful experience. You should, at some point say, “Zounds! I've way too much to do!”
  13. Step Three: Establish Your WIP Limit Work in Progress (WIP) Limit: The amount of work you can handle at one time. We have a tendency to leave many things half-done. Our brains hate this. Part of what makes Personal Kanban so effective is its ability to help us find the sweet spot where we are doing the optimal amount of work at the optimal speed. To establish your WIP limit, start with an arbitrary number - let's say no more than 5 things to begin with - and you can tweak it from there.
  14. Step Four: Begin to Pull Pull: To take completed work from one stage of the value stream and pull it into the next. You’re ready to go! That’s right – step four is Begin Working.
  15. In Lean management, inventory is considered waste - it causes companies to over-invest in items they don't need. For individuals, backlog is comparable to Beyond Step Four: inventory. You need to manage the number of obligations you have, so they don't weigh Prioritize, Refine, you down psychologically, preventing you from being productive and enjoying life. and Reduce With your Personal Kanban you will begin to see work mount up and take different forms. You may assign colored or shaped Post-its to different types of work or different projects. As your work progresses, you will see types of tasks or tasks for certain projects that take longer to complete. You'll begin to discern patterns in the flow of work. Observing these patterns leads to better prioritization of work, refinement of your value stream, and reduction of waste. We'll dive deeper into these concepts in future InfoPaks.
  16. Personal Kanban Lean Thinking for Individuals and Small Teams Read the Personal Kanban book This Slideshare is the Tip of the Iceberg Consulting / Training / Classes Contact Us We offer public and private training classes We are at: moduscooperandi.com We regularly consult with organizations as small personalkanban.com as one person to the largest companies on earth. Twitter: ourfounder, sprezzatura We bring lean thinking to knowledge workers. email: jim@moduscooperandi.com See the Modus Cooperandi Web Site for More Details
  17. Images in this document by Creative Commons license or permission of the artist: Cover: http://www.flickr.com/photos/dilipm/355551687/sizes/l/ Page 2: http://www.flickr.com/photos/tzofia/270800047/sizes/m/ Page 4: http://www.flickr.com/photos/twcollins/561072853/ Page 5: http://www.flickr.com/photos/greendragonflygirl/3711167950/sizes/l/ Page 6: http://www.flickr.com/photos/matthieu-aubry/2755525208/ Page 7: http://www.flickr.com/photos/lynac/321100379/ Page 8: http://www.flickr.com/photos/ngader/275114449/sizes/o/ Page 9: http://www.limitedwipsociety.org/ Page 15: http://www.flickr.com/photos/samsmith/491756802/sizes/l/
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How to create your first Personal Kanban and visualize your work. Entry level for the book "Personal Kanban: Mapping Work | Navigating Life". More at http://personalkanban.com

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