BBL Personal Kanban one-on-one

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Retrospective on 2 years and 7 months - and 4,201 tasks achieved thanks to a Personal Kanban.

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BBL Personal Kanban one-on-one

  1. 1. 1 Tél : +41 21 312 94 15 www.octo.com © OCTO 2014 Avenue du théâtre 7 CH-1005 Lausanne - SUISSE March 3rd, 2014 PK 101 BBL Personal Kanban one-on-one Stephen PERIN sperin @ octo.com PK 101
  2. 2. 2 ! Personal Kanban® is a registered trademark of Modus Cooperandi, inc. ! GTD® and Getting Things Done® are registered trademarks of the David Allen Company. ©
  3. 3. 3 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  4. 4. 4 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  5. 5. 5 PK & me? 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 2001 2000 Personal Kanban 27/06/2011 : PK book ordered 01/08/11 : migration under kanbantool 03/03/14 : Today! S1-2014 : Use of paper-based PK "Kanban getting started" Training w/ getKanban 14/04/2011 : "Kanban getting started » training @ OCTO Q4-2010 : Kanban book ordered Todo Lists (not GTD) 10/2010 : Formation Kanban, D. Anderson 2009/2010 : BBL GTD (by GDU) @ OCTO ~ 2004/2005 : Unconclusive test w/ Remember the Milk Ta-Da List tadalist.com (37signals) Mind Map Excel w/ PDA (Sony Clié) Paper Method Tools
  6. 6. 6 OMG!
  7. 7. 7 Custom flow Backlog DOING DONEReady PennedOnGoing Today Works for me! Not a silver bullet @ OCTO Management Project #1 Project #2 etc. PK Patterns to be discussed later Long living lanes Short living lanes Pro & Personal Situation / projects
  8. 8. 8 Burnup chart (CFD) PK 101
  9. 9. 9 PK 101 Burnup chart (CFD) August, 1st 2011 March 1st, 2014 Achieved: 4,2014,540 TASKS 2 YEARS, 7 MONTHS
  10. 10. 10 First 6 months (with my e-kanban) Holidays! Initial setup of the e- kanban with the previous paper&sticky notes kanban (partial history) Vive la France!
  11. 11. 11 Retrospect WIP increase à elongated lead time Lead time #1 Lead time #2 WIP #1 WIP #2 Mainly worked as "standalone" architect, New job: manager, new LOB, new responsibilities, team to manage, missions to manage + "the Giants of the Web" book to lead, etc.
  12. 12. 12 2012 – the year of the Black Water Dragon… ~5 months to adapt to the new job WIP/Lead time returns to good levels Multitasking (several missions), frequent travels, 2 conferences (Petit-Déj), publication of Les Géants du Web, etc.
  13. 13. 13 2013 – (Bad) scale effects 4,000+ tasks… … the CFD is flattening due to the scale – hence hard to exploit … … and the same for the slope… FLAT
  14. 14. 14 2013 (re-scaled) WIP/Lead time returns to manageable levels Consulting mission with unpredictable planning, multi-tasking conflicts, conference, travels, etc. ! Post-mortem ! Recuring pattern !   1. Shitty end-of-the-year (Y) !   WIP increases !   Lead time elongates !   à Poor QoL !   2. WIP returns to "normal" by the end of Spring (Y+1) !   3. Good flow condition until ~ Autumn (Y+1) !   4. Goto #1
  15. 15. 15 Lessons Learned
  16. 16. 16 #0 PK rocks! à Personal Kanban works fine (+4,200 tasks achieved in ~ 3Y) à Gives the sufficient level of control, with no “waste” in the process #1 No pain, no gain à Limit your WIP in equilibrium conditions à WIP will increase in out-of-equilibrium conditions (learning) #2 In space, no one can hear you scream à PK is great … à … but sharing your PK with your team is even better #3 WIP limits work (for me) at the portfolio level, not at the daily level à Great to avoid to start to many projects – and to finish none à Pulling the ongoing flow will regulate enough (for me) à Too complex to manage on 20+ lanes, with heterogeneous task sizes (fine grained à coarse grained) #4 Multitasking sucks! à Yep, we all know… Lessons learnedWorks for me! No silver bullets No rocket science
  17. 17. 17 Personal Project Portfolio Kanban (P3K) Backlog DOING DONEReady PennedOnGoing Short Term Middle Term Long Term 1 year 2 - 5 years > 10 years Life objectives
  18. 18. 18 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  19. 19. 19 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  20. 20. 20 PK? ! What is Personal Kanban ? ! A method of personal productivity effectiveness !   Productivity: Doing (many) things !   Efficiency*: Doing things right !   Effectiveness**: Doing the right things *: efficience / efficacité (French) **: efficacité / effectivité (French)
  21. 21. 21 ! Jim Benson ! jim@moduscooperandi.com ! http://www.personalkanban.com/pk/jim-benson/ Who? ! Tonianne DeMaria Barry ! http://moduscooperandi.com/who-is-modus/ tonianne-demaria-barry/
  22. 22. 22 ! Services ! Board walks – Kanban therapy ! Launch Ready – Quick start for new teams !   Lean & Kanban Coaching ! http://moduscooperandi.com Company
  23. 23. 23 ! Jim Benson, Tonianne DeMaria Barry, Personal Kanban, Mapping Work | Navigating Life, Modus Cooperandi Press, January 2011 !   2013 – Shingo Research and Professional Publication Award PK: THE book
  24. 24. 24 ! 2004 – 2008: David J. Anderson experiment Kanban for software development (with the help of other people, inc. Don Reinerstein, etc.) ! 2008: Corey Ladas, David J. Anderson, Jim Benson found Modus Cooperandi ! Late 2008: D. J. Anderson leave Modus Cooperandi to start his own company (DJA & Associates, http://www.djaa.com/ ) ! Mid-2009: Jim Benson defines Personal Kanban ! 2011: Publication of the "Personal Kanban" book (Brief) History of PK
  25. 25. 25 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  26. 26. 26 TODO DOING (1) DONE PK & me History of PK Principles & tools Patterns & tips Discussion PK & GTD
  27. 27. 27 The two rules of Personal Kanban Rule 1: Visualize your work
  28. 28. 28 The two rules of Personal Kanban http://www.personalkanban.com/pk/personal-kanban-101/
  29. 29. 29 The two rules of Personal Kanban Rule 1: Visualize your work Rule 2: Limit your Work-in-Progress (WIP)
  30. 30. 30 Limit your WIP http://www.personalkanban.com/pk/personal-kanban-101/ 1 2 3 4 5
  31. 31. 31 Limit your WIP Stop starting Start doing
  32. 32. 32 Your first PK: 1. visualize your work TODO DOING DONE Keep it simple, stupid! (at start) Then retrospect … … and adapt!
  33. 33. 33 Adapt TODO DOING DONEReady PennedOnGoing Today
  34. 34. 34 Your first PK: 2. Populate your backlog TODO DOING DONE
  35. 35. 35 Your first PK: 3. Pull & limit your WIP TODO DOING (3) DONE
  36. 36. 36 Your first PK: 3. Pull & limit your WIP TODO DOING (3) DONE
  37. 37. 37 PK & you It’s your life. It’s your work. It’s your Personal Kanban Visualize your work. Limit your work in Progress. J. Benson & T. DeMaria Barry
  38. 38. 38 ! Personal Daily "stand up" / Coffee* meeting (* Oolong Tea more exactly) ! Review (retrospects) and cleaning (moving to Done / Archive) !   Update (new tasks) !   Pull the daily work ! Daily reviews and update !   Once your done with your current task, what’s next ? !   Updates: done tasks, new tasks, canceled tasks, penned tasks… ! ~ Weekly review (retrospective) ! Retrospect: Review of the work done/still ongoing last week !   Archive tasks (and projects (= lane), if any project is done) !   New / update / trash (tasks) ! ~ Quarterly review (retrospective) ! Retrospect: Review portfolio & objectives !   Update / trash (projects) Daily / Weekly / etc. routine(mine)
  39. 39. 39 Tools
  40. 40. 40 Paper http://nothingisoutofreach.wordpress.com/2011/05/22/the-onion-and-personal-kanban/ I used this for ~6+ months
  41. 41. 41 iKan http://www.personalkanban.com/pk/applications/announcing-the-launch-of- ikan-the-personal-kanban-iphone-app/ Never used.
  42. 42. 42 Kanbantool http://kanbantool.com/ Intensive use since mid-2011 Other tools exist
  43. 43. 43 Other types of Personal Kanban
  44. 44. 44 Kidzban (1/2) Kanban used to organize children’s activities http://www.personalkanban.com/pk/applications/one-kidz-kanban-board/
  45. 45. 45 Kidzban (2/2) Confirmban, 12-years-old child http://www.personalkanban.com/pk/applications/one-kidz-kanban-board/ Habemus kanbam!
  46. 46. 46 Fridgeban (1/2) Ready: on the front
  47. 47. 47 Fridgeban (1/2) Done: on the side
  48. 48. 48 Planeban A small and offline kanban to use during a flight http://www.personalkanban.com/pk/applications/would-you-could-you-on-a-plane/
  49. 49. 49 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  50. 50. 50 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  51. 51. 51 Your first PK TODO DOING (3) DONE
  52. 52. 52 Two PK patterns Backlog DOING DONEReady OnGoing Penned What you expect toachieve today endsin this column When actions are blocked for completion (e.g. waiting for an external action) Today
  53. 53. 53 ! Appendix A ! Personal Kanban Design Patterns !   Multiple value streams ! Dealing with repetitive tasks ! Taming unexpected workload !   Time capsule approach ! Balanced throughput approach There is more…
  54. 54. 54 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  55. 55. 55 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  56. 56. 56 GTD http://gtd.marvelz.com/blog/2007/01/01/tools-of-the-trade/
  57. 57. 57 GTD NO WAY! (for me) But it’s up to you…
  58. 58. 58 ! Serie of articles ! http://www.pascalvenier.com/en/doing-gtd-kanban-style-1-2-3/ ! http://www.pascalvenier.com/en/doing-gtd-kanban-style-2-2/ ! http://www.pascalvenier.com/en/doing-gtd-kanban-style-3/ ! http://creatingpersonalflow.com/blog/category/merging-gtd-and-kanban ! The guy: !   Coach in Personal Effectiveness based in Ottawa !   French (PhD from Aix-Marseille University) "Doing GTD Kanban Style" by Pascal Vanier
  59. 59. 59 Interview: Merging GTD and PK http://creatingpersonalflow.com/blog/category/merging-gtd-and-kanban
  60. 60. 60 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  61. 61. 61 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  62. 62. 62 Discussion So?
  63. 63. 63 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  64. 64. 64 Conclusion DONE!
  65. 65. 65 Bibliography !   Jim Benson, Tonianne DeMaria Barry, Personal Kanban, Mapping Work | Navigating Life, Modus Cooperandi Press, January 2011 !   David J. Anderson, Kanban: Successful Evolutionary Change for Your Technology Business, Blue Hole Press, 2010 Webography ! http://www.personalkanban.com/ ! http://www.flickr.com/groups/productivity_kanban_gtd/ ! http://yeswekanban.net/ Resources
  66. 66. 66 Conclusion STOP STARTING START DOING
  67. 67. 67 Conclusion THX!

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