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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 project.
The WIP:Numbers on top
represent WIP limits.
Developed process to track objects through
a production stream
Taiichi Ohno,Father of
Lean Manufacturin
g
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
© 2016 beLithe, Inc. 9
Industrial Kanban
© 2016 beLithe, Inc. 10
Kanban Features• Process light• Evolution, not revolution, you can adapt it at any step• Gain power over your work
© 2016 beLithe, Inc. 11
Two Basic Rules of Kanban
02Limit your
work in progress
(WIP)
01Visualize
your work
© 2016 beLithe, Inc. 12
Kanban Rule #1: Visualize
To DO
Doing
DoneA 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 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.
...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...
© 2016 beLithe, Inc. 16
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. 17
Kanban Rule #2: Limit WIP
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Kanban Rule #2: WIP LimitsWhy 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. 19
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. 20
© 2016 beLithe, Inc. 21
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. 22
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. 23
© 2016 beLithe, Inc. 24
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© 2016 beLithe, Inc. 26
How you can do it
© 2016 beLithe, Inc. 27
What you need to get started
A board (white board, butcher
paper, etc.)
Lots of post-its in different colors
Sharpie
© 2016 beLithe, Inc. 28
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. 29
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. 30
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. 31
Pro Tips
© 2016 beLithe, Inc. 32
Pro Tip: Use Swimlanes
To DO
Doing
DoneResea
rchClass Prep
Service
© 2016 beLithe, Inc. 33
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. 34
Pro Tip: Orange DaysHave 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.
To DO
Doing
Done
Thanks to Jim Benson at Personal Kanban
for this tip
© 2016 beLithe, Inc. 35
Pro Tip: Using Technology with Kanban
© 2016 beLithe, Inc. 36
Closing Thoughts
© 2016 beLithe, Inc. 37
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. 38
Good Kanban Resources to Check OutWebsites• http://limitedwipsociety.ning.com/• www.agilealliance.com• www.LeanKit.com• www.InfoQ.com • www.trello.com
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
© 2016 beLithe, Inc. 39
References in Presentation• http://limitedwipsociety.ning.com/• https://dl.dropboxusercontent.com/u/1018963/Multitasking-Name-Game/Multita
sking-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%20utilization%20leads%20to%20delays&f=false