Slide Pack for the Session "Lean/Agile Self-Organization" on the Leancamp Frankfurt 2015

1. LEAN / AGILE
SELF-ORGANIZATION
Some thoughts and experiences
Leancamp Frankfurt 2015
Simon Klaiber
@simonklaiber

2. Relevant Lean and Agile Aspects
• Focusing on finishing tasks / delivering value
• Limit WIP
• Make work visible
• Optimizing on delivered value not on work done
• Local stability and global agility
• Steady sustainable pace
• Measuring velocity
• Manage different interests/stakeholders
• Timeboxing
• Reflection / Continuous enhancement

3. Some random thoughts on self-organization
“Forget time management. Start to manage your energy!”
Anonymous
“Way to often we transfer our high business pace to our
private life: We set business demands on our private
relationships. It comes as no surprise that more and more
relationships fail. Relationships are fed by love, patience,
forgiveness. There is no room for those things in the
business world. And if you don’t perform as I expect, you
are going to be replaced! ”
Shirley Seul – Das Leben ist keine To-Do Liste

4. Backlog Management
• Braindump all known tasks as cards into a Kanban tool
• Sort tasks into categories to reflect your internal and/or
external stakeholders
• Estimate in story points
• Break down big tasks that you plan to do in the next
couple of weeks

5. Backlog Management
• Sort cards into levels based
on the time horizon in which
you want/need to do the
tasks
• Refill each level when it is
empty and/or when a target
date is reached
• Regularly go through the
backlog to change
prioritization or delete
obsolete tasks
Main Board
Level 0 now
Level 1 today
Level 2 this week
Backlog
Level 3 In 1-3 weeks
Level 4 In 3-6 weeks
Level 5 In 6-12 weeks
Level 6 In 3-6 months
Level 7 In 6-12 months
Level 8 In 1-3 years
Bucket List
Level 9 In 3-10 years
Level 10 Life

6. Velocity
• Measure your weekly
velocity that reflects a
steady sustainable pace
• Re-org the tasks in your
backlog levels by a
percentage of the velocity
for the relevant time
period so that there is still
place for new short notice
tasks
Main Board
Level 0 now
Level 1 today 90%
Level 2 this week 75%
Backlog
Level 3 In 1-3 weeks 60%
Level 4 In 3-6 weeks 50%
Level 5 In 6-12 weeks 40%
Level 6 In 3-6 months 35%
Level 7 In 6-12 months 25%
Level 8 In 1-3 years 15%
Bucket List
Level 9 In 3-10 years 5%
Level 10 Life

7. Limit WIP
• Limit the tasks that you have in progress
• Stop starting, start finishing!
• A good WIP-Limit is between 1-4 tasks depending on your
personal preferences

8. Optimize on Value / Pareto Optimum
• Regularly groom out tasks from your backlog that are no
longer needed
• Assess tasks whether they are really necessary:
• What is the benefit of doing the task?
• What is the drawback/costs if you don’t do it?
• It is really worth the effort?
• Is there an alternative?
• Find the Pareto Optimum for your task
• Which part off the effort brings the most value/benefit?
• Is the rest off the effort then still worth the effort?

9. Optimize on Value Example
What most of us have in the Basement

10. Optimize on Value Example
How we would like it to look (and would need a day of work)

11. Optimize on Value Example
What is probably sufficient (and would only take a hour)

12. Timeboxing
• Work on tasks in a concentrated time boxed fashion
• For instance use the Pomodoro Technique:
• Set a timer for 25 Minutes
• Work concentrated without interruptions or distraction while the
timer is running
• Take a 5 Minutes break
• If the task is not done start over again or change the task if
necessary

13. Reflection
• Take time at least once a week to review, what have done
and how
• Try to identify problems or optimization possibilities
• When you find some take them as Kaizen task into your
planning

14. Care for your self
Recharge your batteries
• Plan in fun activities and free time to be able to enjoy
them without feeling guilty
• Make taking care of your body, mind and soul categories
in your backlog
• Sometimes just doing “nothing” and accepting it is a great
thing