Visualizing Work: If you can't see it, you can't manage it

1. Visualizing Work If you can’t see it, you can’t manage it. 10th Annual Conference 30th October, 2018 fernando.a.cuenca@gmail.com @fer_cuenca Fernando Cuenca

2. Yesterday, I worked on X. Today, I’m going to continue working on X. I have no blockers. No blockers. No blockers. No blockers. No blockers. No blockers. No blockers.

3. Where is my stuff? What am I going to get at the end? Why does it take this long? Flow

4. People are rarely “blocked.” But work can easily stop ﬂowing. Use “blockers” to refer to work, not people.

5. Work Items Process Workﬂow Commitment

6. Process Policies DoR DoD

7. Stand back, observe, ask quesFons… Start from where you are now... … and evolve from there. Listen to your board. It’s trying to tell you something….

8. Physical vs. Digital: a False Dichotomy Visible vs. Invisible

9. Visualizing Work Items

10. Code Back- end ServiceAdd Product to Shopping Cart Add missing tests to automation suite 2+2 = 5 How Come? Regression testing for August Release Investigate DB lock issue in Server TO-1 Product Feature Defect Paul Product Manager Ted Test Manager Dev Team Ursula User Sarah Sys Admin

11. Code Back- end ServiceAdd Product to Shopping Cart Add missing tests to automation suite 2+2 = 5 How Come? Regression testing for August Release Investigate DB lock issue in Server TO-1 Product Feature Defect Paul Product Manager Ted Test Manager Dev Team Ursula User Sarah Sys Admin Model different kinds of work differently Stand Back QuesFon: What are the different “things” we work on?

12. Code Back- end ServiceAdd Product to Shopping Cart Add missing tests to automation suite 2+2 = 5 How Come? Regression testing for August Release Investigate DB lock issue in Server TO-1 Product Feature Defect Paul Product Manager Ted Test Manager Dev Team Ursula User Sarah Sys Admin What you visualize is what you will talk about. Stand Back QuesFon: What deliverables are we working on?

13. Add Product to Shopping Cart ID: 12345 Start: 10/30/18 End: / / Cycle Time: Customer: Paul UX DBA Legal Writer Req’d Done þ ☐ þ ☐ ý ý þ þ “What’s the age of this item? “Where do I ﬁnd more details?” “Who’s working on what?” “Who is this for?” “What external dependencies does this item have?”

14. Add Product to Shopping Cart Stand Back QuesFon: What work is not moving? How long has it been blocked? What needs aQenFon? Test server unavailable Date: 24/10/2018 If we dropped everything else, could we work on this item? When the work got blocked Reason for the blocker # of Days it’s been blocked

15. Visualizing the Workﬂow

16. ProgBA Tester BA writes the User Story Programmer implements the soluFon Tester veriﬁes the acceptance criteria We’re DONE!

17. Discovery Discovery Discovery Discovery hQps://connected-‐knowledge.com/ 2014/04/19/understanding-‐kdp by Alexei Zheglov Model your process as collaboraFve knowledge discovery, rather than hand-‐oﬀs.

18. Do we understand the feature? Do we know how to build it? What happens when we try to actually implement it? Did we build what we thought we built? Is this what the Business was really looking for? What happens when we integrate this feature with the others? Visualize “stages the work goes trough” rather than “acFviFes people do.” Stand Back QuesFons: How do we discover the knowledge required to deliver what we deliver?

19. Add Product to Shopping Cart Investigate DB lock issue in Server TO-1 Product Feature Production Issue Paul Product Manager Sarah Sys Admin SpeciﬁcaFon Code ConstrucFon Exploratory TesFng We’re DONE! DiagnosFc & Reproduc Fon SoluFon ing Remedi aFon Monitoring We’re DONE The workﬂow depends on the type of work.

20. Visualize different workflows using different lanes. Stand Back QuesFon: How do we process different kinds of work?

21. Split Point Re-‐assembly Point “Packet Switching” SecFon Stand Back Questions: Where are all the component parts of a deliverable? What’s the proportion of completeness? What deliverables move together/independently? What’s waiting for what?

22. Team A Team B

23. Team A 1 2 Feature Development 1 UX Team User Experience & Design 2 Architects System Architecture Stand Back QuesFon: How are various services interconnected?

24. Model Hierarchies with “Flight Levels.” hQps://www.leanability.com/en/blog-‐en/2017/04/ﬂight-‐levels-‐the-‐ organizaFonal-‐improvement-‐levels by Klaus Leopold Stand Back QuesFons: What is the “bigger picture”? Which team/group is working on the various pieces?

25. TransformaFon Point New Work Type: “Release Build” Stand Back Question: What’s the life-cycle of various deliverables? How are we batching work? What’s the impact to flow efficiency?

26. Explicitly model “queues” and waiFng stages that significantly interrupt flow. Stand Back QuesFons: How close are we to compleFon? Where does work stop flowing? Get stuck?

27. Use this style as a “transiFonal” state towards more explicit visualizaFon. Stand Back QuesFon: What do I need my team to see right now? 0% 100%

28. Visualizing Policies

29. ConvenFons on how to read the board. Rules to guide decision making.

30. •  Code wriQen •  Unit Tests wriQen •  Code checked in •  AutomaFc build passes •  Test cases idenFﬁed •  Pull request to Trunk issued •  Reviewer available •  Review passes •  Suggested changed completed & tested •  … •  … •  … Visualize transiFon rules Stand Back QuesFon: Can I move a Fcket to the next column? What are the “rules of the game” Do we all agree on them?

31. What should I pull in next? Can I pull it now? SelecFon Capacity

32. (2-5) (5) (3) (2) (2) (4) (10) Select by Cost of Delay Proﬁle Capacity Constraints with WIP Limits

33. (3) (6) (6) (10) (2) (3) Capacity Constraints by AcFvity Capacity Constraints by Work Type

34. Visualizing Commitment

35. What are we commijng to do? The act of making a commitment Where does the commitment end?

36. Make your “commitment point” visible and explicit, as well as the extent of the commitment. Stand Back QuesFons: What is the “span” of our commitments? Are we commijng too soon?

37. IdenFfy diﬀerent levels of “commitment” (and who cares about each”)

38. PuHng it all Together PaQerns of Kanban Board Design

39. hQps://leankanban.com/kanban-‐paQerns-‐and-‐ organizaFonal-‐maturity by David J. Anderson

40. Wrapping Up: Listen to your Board!

41. Stand back, and observe •  What deliverables are we working on? •  Is this the adequate mix of work? •  Where are all the component parts of a deliverable? •  What’s the proporFon of completeness? •  What deliverables move together/ independently? •  What’s waiFng for what? •  What is the “bigger picture”? •  Which team/group is working on the various pieces? •  Can I move a Fcket to the next column? •  What are the “rules of the game” •  Do we all agree on them? •  How are various services interconnected? •  How do we discover the knowledge required to deliver what we deliver? •  How close are we to compleFon? •  Where does work stop ﬂowing? Get stuck? •  What do I need my team to see right now? •  How do we process diﬀerent kinds of work? •  What work is not moving? •  How long has it been blocked? •  What needs aQenFon? •  What is the “span” of our commitments? •  Are we commijng too soon?

42. PaQerns in the ﬂow Mix of work Look for patterns High WIP

43. Expect evolution

44. Visible boards are “social” Visualization will affect what you talk about… … and how you talk about it.

45. Image Credits •  “PoQery Wheel” -‐-‐ by Quino Al via Unsplash •  “People Looking at PainFngs” (CC) via hQps://flic.kr/p/9aXDZs •  Photo of child looking at stairs, by Mikito Tateisi via Unsplash •  “Génie du pont Alexandre III” (CC) via hQps://flic.kr/p/qAbRmj •  “Scafolding in grayscale”, by ValenFn Antonucci via Pexels •  “Rock Maze” -‐-‐ by Ashley Batz via Unsplash •  Photo of handshake -‐-‐ by Savvas Stavrinos, via Pexels •  “Hieroglyphs” – by Andrea (CC) via hQps://flic.kr/p/7Hxa8g •  “Man about to run” – by Nappy via Pexels •  “AthleFc finish track from above” (CC) via Wikimedia •  “Thank you on blackboard” via Pexels

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