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Visual Management: Leading With What You Can See

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Visual Management: Leading With What You Can See

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Presentation by Craig Smith and Renee Troughton delivered at Agile Australia 2013 on 20 June 2013. Using task boards or story walls is a key Agile practice, but are you making the most of it? Visual Management is more than just putting cards on a wall, it is a growing style of management that focuses on managing work only by what you can see rather than reports or paper being shuffled around. Visual Management allows you to understand the constraints in the system, mitigate risks before they become issues, report on progress from the micro to the macro. Visual Management can also be used to demonstrate to customers and clients where the work they care about is at. This presentation is all about taking the management of your work to the next stage of transparency.

Presentation by Craig Smith and Renee Troughton delivered at Agile Australia 2013 on 20 June 2013. Using task boards or story walls is a key Agile practice, but are you making the most of it? Visual Management is more than just putting cards on a wall, it is a growing style of management that focuses on managing work only by what you can see rather than reports or paper being shuffled around. Visual Management allows you to understand the constraints in the system, mitigate risks before they become issues, report on progress from the micro to the macro. Visual Management can also be used to demonstrate to customers and clients where the work they care about is at. This presentation is all about taking the management of your work to the next stage of transparency.

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Visual Management: Leading With What You Can See

  1. 1. Craig Smith Renee Troughton
  2. 2. Welcome… Image: © DIC Entertainment http://www.imisstheoldschool.com/wp-content/uploads/2011/06/inspector-gadget-the-original-series-20060223115624749-000.jpgC
  3. 3. WARNING! Much of this may seem obvious Image: http://3.bp.blogspot.com/-V6LkCqRzKsg/URgIsr021-I/AAAAAAAAAl0/xDTQYFNRo84/s1600/captain_obvious_by_stuartmcghee-d5mbxhw.jpgC
  4. 4. But… We see Crime Scene Walls every day! Image: © Jerry Bruckheimer Television http://images2.fanpop.com/image/photos/8600000/CSI-Las-Vegas-Episode-10-06-Promotional-Photos-csi-8615465-2000-1331.jpg R
  5. 5. …information is communicated by using visual signals instead of texts or other written instructions. The design is deliberate in allowing quick recognition of the information being communicated, in order to increase efficiency and clarity. What Is Visual Management? “ Image: © Charles M. Schulz / Universal UClick http://4.bp.blogspot.com/_FYLeQ4ABYTA/TP5pZEWX29I/AAAAAAAAH_Q/167AW75OrHE/s1600/a_charlie_brown_christmas_13.jpg http://www.thebestodds.com.au/wp-content/uploads/2010/07/hawks.jpg http://blog.toyota.co.uk/wp-content/uploads/2013/05/Kanban.jpg Everyday Visual Management C
  6. 6. Why It Is Important Effective retention 3 days after a meeting Spoken word only Visual + Oral Visual Hearing Smell Taste Touch Human Learning Retention C
  7. 7. Final Thoughts Flow Management Usability Complexity Thinking GamificationThe Zone Our flow today R
  8. 8. Visual Management: Flow Management Image: © Thunderbox Films http://qfxblog.files.wordpress.com/2011/11/kenny.jpgC
  9. 9. To Do Analysis Develop Test Done The Basic Flow Agile 101 tells us to build a wall like this C
  10. 10. Clear Instructions Development Done: • Code complete & reviewed • Unit Tests pass & complete • Acceptance Tests pass & complete • Checked in & build success • Documentation updated Instructions for adding a card Instructions for pushing a card to next queueR
  11. 11. Multi-Sprint Backlog Can see a little further down the road… C
  12. 12. Horizon & Queues Groom your backlog as you go Works well for Kanban (but iterative as well) Manage your work via WIP R
  13. 13. Story Map Backlog Map out features on a wall Map out the features and dependencies required C
  14. 14. Value Tree Backlog Single Feature, bottom up growth R
  15. 15. Multiple P/O Backlog Visualising the priorities for multiple product owners R
  16. 16. Timeline Board To Do Doing Done R
  17. 17. Lean Startup Board Repeat Build / Measure / Learn CC/R
  18. 18. Done By… Done by Cycle Time Done by Time C
  19. 19. vs Done Burn… versus Are we on track for end of iteration? C
  20. 20. Hourglass Limited WIP of 3 Tracks stories & tasks R
  21. 21. Scrum Hero Limited WIP of 8 As part of a larger zone R
  22. 22. To Do Doing Done! Representative size Balloon Board C
  23. 23. LEGO Portfolio Board DUPLO colour = Business domain DUPLO holes = Expected size (people) LEGO colour = Skill type Lower level = Number of people needed Upper level = Number of people allocated Divider height = control level for gate DUPLO height = Expected value/ROI R/C
  24. 24. Lego Portfolio ManagementLEGO Portfolio Board Why Are Doing This? Why Are Doing This? Idle People High Depend, High Risk Under Resource R
  25. 25. Back At Work? Build boards to visualise problems that you have Image: © Thunderbox Films http://image.guardian.co.uk/sys-images/Film/Pix/pictures/2007/09/27/kenny460.jpg Keep it simple, but visual Keep experimenting (or refine your awesomeness) C
  26. 26. Visual Management: The Zone Image: © Paramount Pictures http://www.sorrisi.com/wp-content/uploads/2012/06/School-of-rock.jpgC
  27. 27. Task Board Story Wall Kanban Board Which means work items should not be called tasks, user stories or kanbans… They are things on a wall. What’s In A Name? C
  28. 28. The Team The Customer Management What do I need to work on now? Where is my work at? Which teams need my support to remove blockers and waste? Who Cares About Transparency? R
  29. 29. Visual Management Zone Metrics People Environment Knowledge Artefacts Flow Zone What’s Makes up the Zone? RC
  30. 30. The Zone: Metrics 0 11 7 31 43.5 42 36.5 63 58.5 36.5 8 11 44 56 48 65 85 55 55 50 50 50 0 50 100 150 200 250 300 350 400 450 500 #01, 03-Dec#02, 21-Dec #03, 15-Jan #04, 25-Jan #05, 08-Feb #06, 22-Feb #07, 08- Mar #08, 22- Mar #09, 05-Apr #10, 19-Apr #11, 03- May #12, 17- May Scope (points) Cumulative Flow Diagram Burn Up Chart R
  31. 31. The Zone: Metrics Now Targeting Lobster Lunch Risk Heat Map R/C
  32. 32. The Zone: Metrics Code Climate Sonar C
  33. 33. The Zone: Metrics Qualitative & Quantitative Maturity Assessment C
  34. 34. The Zone: People Mood Chart Leave Calendars Capability / Dev Plan RR
  35. 35. The Zone: Environment Environment Status Build Status Client Mood C
  36. 36. The Zone: Knowledge Artefacts State Diagrams Database Diagrams R R
  37. 37. The Zone: Flow Zone Blackboard Whiteboard C
  38. 38. Back At Work? Seek forgiveness, rather than permission Image: © Paramount Pictures http://www.ruthlessreviews.com/wp-content/uploads/2006/03/schoolofrock.jpg Visual management isn’t just a flow board Your key artefacts should be visible in the zone R
  39. 39. Visual Management: Complexity Thinking Image: © Warner Bros. Pictures http://www.intellimusica.com/wp-content/uploads/2013/04/Inception-Top-Wallpaper-Sohan-Surag.jpgC
  40. 40. No Visual Management? So What Flow To Use? Basic Flow? Process Flow? R
  41. 41. At Home La Marzocco • Predictable • No Expert Required Simple • Predictable • Expert Required Complicated • Unpredictable • Expert Required ComplexWorld Barista Championships Complex Coffee RR
  42. 42. At Home • Predictable • No Expert Required Simple Is Visual Management needed? Coffee At Home C
  43. 43. La Marzocco • Predictable • Expert Required Complicated Is Visual Management needed? To Do Doing Done Large Latte 2 sugars Macchiato 1 Sugar Flat White Large Latte 2 sugars Cappuccino 2 Sugars Expresso Coffee At A Coffee Shop Variability is Small R
  44. 44. To Do Doing Done Large Latte 2 sugars Macchiato 1 Sugar Flat White Large Latte 2 sugars Cappuccino 2 Sugars Expresso Coffee At A Coffee Shop Variability is Small R
  45. 45. Is Visual Management needed? To Do Doing Done Get tablecloth Order cups Test new roast (day 7) Test Kenyan Roast Test new roast (day 8) Test new roast (day 9) Diffuser delivery Waiting World Barista Championships • Unpredictable • Expert Required Complex Stop Championship Coffee Dependency Management Events Block Flow Significant Variability Extended Flow R
  46. 46. Systemic Flow Mapping Systemic Mapping (Organisation) Net Mapping (Stakeholders) Image: http://www.infoq.com/resource/articles/net-map/en/resources/NetMap-Example.jpg http://solutioneers.files.wordpress.com/2012/05/systemic-flow-mapping-early-synergystic.pngR/C
  47. 47. Back At Work? Choose the complexity of your work to determine the complexity of your board Image: © Warner Bros. Pictures http://filmjournal.net/100films/files/2010/08/2010_inception_014-1.jpg Some work may cross over complexity boundaries R
  48. 48. Visual Management: Usability Image: © 20th Century Fox http://www.ropewalksliverpool.com/images/made/uploads/images/6432-minorityreport_600_super_725_340_90_s_c1.jpgC
  49. 49. Visual Management: Usability Why do we care about usability for software? Why don’t we care about usability in visual management? Image: © 20th Century Fox http://www.tomcruise.com/blog/wp-content/uploads/2010/04/tom-cruise-minority-report2.jpgC
  50. 50. Index Cards Have a low variability in sizes and shapes of cards RR
  51. 51. As a creator of user stories I want to use the right coloured pen So that it is quicker for the brain to read As a creator of user stories I want to use the right coloured pen So that it is quicker for the brain to read Colour Contrast Use a strong contrast of pen to index colour Use a pen that works! C
  52. 52. As a creator of user stories I want to write neatly So that it is quicker for the brain to read and recognise the work As a creatorofuser stories I want towrite neatly So that it is quickerfor thebrainto readandrecognise thework Writing Style Write neatly or print cards. Size does matter! Although… Research shows hard to read fonts promote better recall. Go figure… R
  53. 53. Avatars Use real photos not characters or images Although, balance this with fun or team theme. Renee T Tokens to determine status R
  54. 54. As Craig I want my picture used for my persona So that it is quicker to recognise all the work for me In order for it to be quicker to recognise all the work for me As Craig I want my picture used for my persona User Story Templates Use pictures / graphics for personas Use bold / underline to emphasise quick searching Be consistent with layout and template Think different Put the value first Don’t write two words or the solution!C
  55. 55. Board Size Can you stand back and see the whole flow? Can you zoom in on an area of interest? Continuous Delivery is looking left and right! Avoid Water-Scrum- Fall C
  56. 56. Board Contrast Ensure that flow lines are not higher in contrast than the work items Have a strong contrast between the work items and the surface behind them Painters tape R
  57. 57. Board Relatedness Create relatedness of sections through colours Create relatedness of queues through shading Paint or Cardboard R
  58. 58. Back At Work? Think about design when initiating a team Find solutions that are quick but effective Image: © 20th Century Fox http://www.zuguide.com/images/10654/10654.0.570.359.jpg Good design == faster response == faster delivery C
  59. 59. Visual Management: GamificationC
  60. 60. Should work be fun? Image: http://3.bp.blogspot.com/-BQOFvq6Glsk/TWUDjAesz0I/AAAAAAAAADM/cFJWykp8ADM/s1600/fun+at+work.jpgCC
  61. 61. Achievements Wall . . I don’t mind a good game of blackjack too All cards on the team’s flow board have estimates against them The only way is up! The Cumulative Flow Diagram has been consistently updated each day for four weeks RR
  62. 62. Gaming Development IDE Broken Build Messages Broken Build Hat Get Out… Free Cards C
  63. 63. Back At Work? Make work fun! Image: http://www.agent-x.com.au/wp-content/uploads/2010/01/Pacman_on_twitter-0723634-218bc0c.jpg Choose your gaming to the environment and the people Intrinsic motivation trumps extrinsic driven goals R
  64. 64. Final Thoughts Image: http://www.laboratoriopop.com.br/imagensUpload/45189434231.jpg R
  65. 65. Is my wall telling me the whole story? Probably not! Start by mapping the flow Keep adjusting Image: http://ctparentingclass.com/wp-content/uploads/2012/12/lets-talk-post-it-notes-300x199.jpgC
  66. 66. Reinforce the zone Always go back to the zone for discussions about work Lead others by example and take all meetings or status updates to the wall Image: http://www.romanpichler.com/blog/wp-content/uploads/2011/02/iStock_000014624446Medium.jpg R
  67. 67. But my team is distributed… Like distributed Agile, it takes more work! You need an electronic zone The default tool dashboards are average Image: http://ezylearn.com.au/wordpress/wp-content/uploads/2013/04/Lonely-office-man-003.jpgC
  68. 68. Spend your effort wisely… Image: © Bays & Thomas Productions http://3.bp.blogspot.com/-sLp9UDsboyU/TWExLggxICI/AAAAAAAAAp4/53_rS2PrzPM/s1600/Barney+Stinson+Quotes.jpg C
  69. 69. Our ultimate goal is to deliver value & good quality! Image: © Miller-Milkis Productions http://www.cointalk.com/attachments/194954d1344827742-fonzie_add.jpgC
  70. 70. agileforest.com renee@unbounddna.com @agilerenee craigsmith.id.au craig@unbounddna.com @smithcdau Craig Smith Renee Troughton unbounddna.com theagile revolution.com We are grateful to assistance from: @craigstrong

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