Agile Project Management with Lean & Kanban, given at Lean Kanban Singapore on 3 November 2015 and the Institute of Systems Science of the National University of Singapore on 4 November 2015

1. @arsagilis
ARS AGILIS
AGILE
MICHAEL CHIK
http://linkedin.com/in/michaelchik
PROJECT MANAGEMENT
Founder, Ars Agilis
USING
LEAN & KANBAN
ARS AGILIS
source: https://goo.gl/0cNfvq

2. @arsagilis
> Agile Project Management with Kanban
ARS AGILISLEARNING OBJECTIVES
‣ How you add value as a Project Manager in an environment of uncertainty
‣ Understand what a Kanban system is
‣ Principles & mindset behind the Kanban Method
‣ Metrics in Kanban systems
‣ How to manage risks in Kanban and make everything faster
‣ Learn how to give estimates that work
‣ How to scale up and manage portfolios

3. @arsagilis
SPEAKER
INTRO
INTRODUCTIONS ARS AGILIS

4. @arsagilis
SPEAKER INTRODUCTION
Michael Chik
Lean & Agile Coach for Startups & Enterprises
michael@arsagilis.com
@arsagilis
casmaron
linkedin.com/in/michaelchik
McKinsey Digital Labs
Cathay Pacific
JP Morgan
Standard Chartered Bank
Moonpig
Ben & Jerry’s
Walt Disney Company
戚本錦 Previous:
Michael is a Lean & Agile Coach with over 15 years
of experience in the software industry. He is an
Accredited Kanban Trainer and Certified Scrum
Practitioner.
He started his Lean & Agile journey around 2001.
With a background in coaching, he strongly
believes in the human aspect of technology.
Amnesty International
國際特赦組織
ARS AGILIS

5. @arsagilis
> Agile Project Management with Kanban
ARS AGILISARE YOU ADDING VALUE?
Do you spend your time…
Scheduling meetings?
Coordinating participation?
Collecting data?
Reporting status?
Sending emails?
Running down problems?
Firefighting?

6. @arsagilis
> Agile Project Management with Kanban
ARS AGILISARE YOU ADDING VALUE?
Oh, you must be…
… the …
Secretary!

7. @arsagilis
> Agile Project Management with Kanban
ARS AGILISWOULDN’T YOU RATHER BE A…
Leader?
Director?
Risk Manager?
Service Delivery Manager?
All of the above???
Kanban systems help
organizations improve
predictability of knowledge
worker activities
Reliable, predictable, trustworthy
services

8. @arsagilis
> Agile Project Management with Kanban
ARS AGILISWOULDN’T YOU RATHER BE A…
Kanban enables project
managers to realize their full
potential…
… to manage risk, lead with
confidence, delight
customers
In short:
To Be A Leader

9. @arsagilis
WHAT IS A KANBAN SYSTEM?

10. @arsagilis
> Agile Project Management with Kanban
ARS AGILISKANBAN ARE PULL SYSTEMS
F
F
O
M
N
K
J
I
Pull
Ideas
D
I
Dev
Ready
G
5
Ongoing
Development Testing
Done
3 3
Test
Ready
5
F
B
CPull
Pull
*
There is capacity here
UAT
Release
Ready
∞ ∞
Pulling work from development
will create capacity here too –
the pull signals moveupstream!
Now we have capacity to
replenish our ready buffer

11. @arsagilis
Processes & Tools
FOR HIGH EFFICIENCY KANBAN SYSTEMS
Resource Efficiency
Punctual improvements
Principles & Mindsets
Flow Efficiency
Continuous Innovation

12. @arsagilis
> Agile Project Management with Kanban
ARS AGILISPRINCIPLES & MINDSET
1. Start Where You
Are
2. Create a Shared &
Visual Understanding
3. Improve
Evolutionary
source: https://goo.gl/0cNfvq

13. @arsagilis
Processes & Tools
FOR HIGH EFFICIENCY KANBAN SYSTEMS
Resource Efficiency
Punctual improvements
Principles & Mindsets
Flow Efficiency
Continuous Innovation

14. @arsagilis
> Agile Project Management with Kanban
ARS AGILISFLOW EFFICIENCY: THEORY OF CONSTRAINTS
1. Reduce
intake
2. Fix bottleneck
3. Increase
intake
4. Fix
next

15. @arsagilis
> Agile Project Management with Kanban
ARS AGILISMETRICS: LEAD TIME
Test
Ready
F
F
FF
F
F F
E
I
G
D
Pull
System Lead Time
M
Ideas
Dev
Ready
5
Ongoing
Development Testing
Done
3 35
UAT
Release
Ready
∞ ∞
The clock starts ticking when we
accept the customers order, not
when it is placed!
Until then customer orders are
merely availableoptions
Kanban
system lead
time ends
when the item
reaches the
first ∞ queue

16. @arsagilis
> Agile Project Management with Kanban
ARS AGILISHISTOGRAM
SLA expectation of
21 days with 85% on-time
SLA expectation of
23 days with 95 % on-timeSLA expectation of
18 days with 75% on-time

17. @arsagilis
> Agile Project Management with Kanban
ARS AGILISSERVICE LEVEL AGREEMENTS
0
2
4
6
8
10
12
14
Lead Time (Days)
Service A
Frequency
0
5
10
15
20
25
30
5 10 15 20 25 30 More
Lead Time in Days
Service B
Frequency
Mean 17 days
Mean 12 days
Median
~9 days
Median ~9 days
85% 15 days
98% 30 days
85% ~40 days
98% 70+ days

18. @arsagilis
> Agile Project Management with Kanban
ARS AGILISPROJECT MANAGERS FOCUS ON RISKS
E
D
F
F
FM
L
P
F
G
Ideas
Dev
Ready
5
Ongoing
Development Testing
Done
3 3
Test
Ready
5
UAT
Release
Ready
∞ ∞
12
34
Defect
Blocking
Issue
Project managers must develop a
capability for…
issue management, risk
identification, root cause analysis,
risk reduction & mitigation

19. @arsagilis
> Agile Project Management with Kanban
ARS AGILISRISK MANAGEMENT & LEAD TIME
85th percentile
mean
Risks often
cause long lead
times
Identify risks, their likelihood &
impact (delay that extends lead
time).
Eliminating risks or reducing their
impact trims the tail on the
distribution.
Trimming the tail moves the mean
to the left, increasing delivery rate!

20. @arsagilis
> Agile Project Management with Kanban
ARS AGILISMONTHLY RISK REVIEW KATA/MEETING
Monthly Risk Review Kata
‣ Harvest blocker tickets over a 1 month period
‣ Cluster blockers based on the stories behind the
delay
‣ Each clusterrepresents a risk
‣ Identify Likelihood & Impact
‣ Root Cause Analysis
‣ Reduction & Mitigation actions
http://www.klausleopold.com/2013/09/blocker-clusters-problems-are-not.html

21. @arsagilis
Processes & Tools
FOR HIGH EFFICIENCY KANBAN SYSTEMS
Resource Efficiency
Punctual improvements
Principles & Mindsets
Flow Efficiency
Continuous Innovation

22. @arsagilis
> Agile Project Management with Kanban
ARS AGILISIMPROVEMENTS
Think Do
Done
Think Do
Check
Continuous
improvement

23. @arsagilis
SCALING UP FOR LARGE PROJECTS…
source: https://goo.gl/0cNfvq
SCALING UP FOR
LARGE PROJECTS

24. @arsagilis
> Agile Project Management with Kanban
ARS AGILISPROJECTS…
Use
Lead Time &
Little’s Law
for portfolio planning
Projects are merely
Big Batches of
Work!

25. @arsagilis
> Agile Project Management with Kanban
ARS AGILISEXAMPLE

26. @arsagilis
> Agile Project Management with Kanban
ARS AGILISEXAMPLE
Column WIP Limits
Clinical Validation
Testing,
Deployment,
P.O. Acceptance
All are shared
services across 3
dev teams

27. @arsagilis
> Agile Project Management with Kanban
ARS AGILISFORECASTS & PLANNING
Don’t Answer:
“How Long Will
It Take?”
Ask: “When Do
You Need It
For?”
And: “What is the cost
of delay?”

28. @arsagilis
> Agile Project Management with Kanban
ARS AGILISFORECASTS
Use Statistical
Methods &
Probabilistic
Forecasting
User stories /
requirement
17 24
mean
22
Requirement # # of User Stories
34 17
53 24
61 14
103 15
151 20
187 18
209 18

29. @arsagilis
> Agile Project Management with Kanban
ARS AGILISIT GETS MORE ADVANCED
Use
Lead Time &
Little’s Law
for portfolio planning
Probabilistic
forecasting

30. @arsagilis
THE BIG GAP IS IN THE MINDSET
source: http://goo.gl/lexe3b

31. @arsagilis
> Agile Project Management with Kanban
ARS AGILISQUESTION TIME…
PUZZLED?
QUESTIONS?
COMMENTS?

32. GO AND BE A ROCK STAR!
michael@arsagilis.com
@arsagilis
casmaron
linkedin.com/in/michaelchik
STAY IN TOUCH!
Slidesavailable @http://goo.gl/5BfKBM
Givemefeedback @https://goo.gl/sn4pfT