Simplify your day...execute better!
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This document introduces the concept of personal kanban, a lean principle for visualizing and limiting work-in-progress to simplify one's workload. It discusses how the presenter used a kanban board to map out tasks from to-do lists and emails into different categories, priorities, and stages to gain control over their work. Applying concepts like recurring tasks, a value stream, and regular cleaning helped establish a sustainable personal workflow. The document encourages readers to try these lean techniques to better execute on what matters and say no to unnecessary work.
Simplify your day...execute better!
- 1. SIMPLIFY YOUR DAY... EXECUTE BETTER! Sudipta Lahiri, Digite (www.swiftkanban.com) 12-12-2014 1
- 2. About me 25 years in the industry Agile/Lean practitioner (75%) Development of SwiftKanban and SwiftALM products Lean implementations of our products Agile/Lean Coach (25%) Run the LimitedWIP Societies in India 12-12-2014 2
- 3. A bit about yourself.... 12-12-2014 3
- 4. 12-12-2014 4
- 5. Some get tired... http://media.bizj.us/view/img/2960741/howtooverloaded*xx2122-1194-0-111.jpg http://blog.targethealth.com/wp-content/uploads/2010/07/20100708-4.jpg 12-12-2014 5
- 6. Some try different methods... Some ask for help... http://homemakersdaily.com/wp-content/uploads/2013/10/Schedule-Overload-515x344.jpg http://diyorganization.com/wp-content/uploads/2011/06/help-sign-man-buried-in-paper-picture-225x300.jpg 12-12-2014 6
- 7. Help comes knocking with... Lean Principles with “Personal Kanban” from Jim Benson 12-12-2014 7
- 8. 1st principle: Visualize your work! According to research using brain imagery, visualization works because neurons in our brains, those electrically excitable cells that transmit information, interpret imagery as equivalent to a real-life action. When we visualize an act, the Whether you're a student, businessperson, parent or spouse, visualization will keep brain generates an impulse that tells our neurons to "perform" the movement. you tethered to your goal and increase your chances of achieving it. The power of There are two types of visualization... visualization is available to all people. The first method is ”outcome visualization” and involves envisioning yourself achieving your goal. To do this, create a detailed mental image of the desired outcome using all of your senses. The second type of visualization is ”process visualization”. It involves envisioning each of the actions necessary to achieve the outcome you want. Focus on completing each of the steps you need to achieve your goal, but not on the overall goal itself. 12-12-2014 8
- 9. Work is no more an amorphous concept – it has a definite shape, a form and a storyline and a flow. This gives work coherence, which is powerful. The brain can then take this new coherence and based upon it make decisions. Prioritization becomes easier, tasks become less daunting. Jim Benson 12-12-2014 9
- 10. 2nd principle: Limit your WIP! Multi-tasking is not an asset! STOP Starting; START Finishing http://agileprague.com/a-practical-introduction-to-kanban.htm Hidden WIP! 12-12-2014 10
- 11. People who are regularly bombarded with several streams of electronic information do not pay attention, control their memory or switch from one job to another as well as those who prefer to complete one task at a time "They're suckers for irrelevancy," "Everything distracts them." The researchers are still studying whether chronic media multitaskers are born with an inability to concentrate or are damaging their cognitive control by willingly taking in so much at once. But they're convinced the minds of multitaskers are not working as well as they could. 11 "When they're in situations where there are multiple sources of information coming from the external world or emerging out of memory, they're not able to filter out what's not relevant to their current goal," ... “That failure to filter means they're slowed down by that irrelevant information." 12-12-2014
- 12. Why is it that between 25% and 50% of people report feeling overwhelmed or burned out at work? It’s not just the number of hours we’re working, but also the fact that we spend too many continuous hours juggling too many things at the The biggest cost — assuming you don’t crash same time. — is to your productivity. In part, that’s a simple consequence of splitting your attention, so that you’re partially engaged in multiple activities but rarely fully engaged in any one. In part, it’s because when you switch away from a primary task to do something else, you’re increasing the time it takes to finish that task by an average of 25 per cent. But most insidiously, it’s because if you’re always doing something, you’re relentlessly burning down your available reservoir of energy over the course of every day, so you have less available with every passing hour. 12-12-2014 12
- 13. I will add a 3rd dimension: Flow 12-12-2014 13 Optimal experiences are reported to occur within sequence of activities that are goal directed and bounded by rules – activities that need attention and cannot be done without some skills! Phenomenology of enjoyment has some/all of these elements: 1. We confront tasks that we have a chance of completion! 2. We must be able to concentrate on what we are doing 3. The task has clear goals 4. Provides immediate feedback 5. One exercise a sense of control of their actions ………. The best moments usually occur when a person’s body or mind is stretched to its limits in a voluntary effort to accomplish something difficult or worthwhile Such experiences are not necessarily pleasant at the time they occur
- 14. So, lets get going... … with visualization (via board), limiting WIP and “flowing” work! 12-12-2014 14
- 15. My “ToDo” was on PostIts already... That’s 50+ things to be done on these lists! 12-12-2014 15
- 16. ... what about my “stuff” on Outlook? Add another 15 odd tasks! Result: Important things are waiting for 13 weeks! 12-12-2014 16
- 17. I decided to make a fresh start... I teach Kanban... and I knew about “Personal Kanban” 12-12-2014 17
- 18. Step 1: I started with a simple board... 12-12-2014 18
- 19. Step 2: Identify my different types... Do I treat them same? Office work Project work Corporate Stuff Personal work Personal projects One-off tasks Some for the family They have different nature... One time Recurring 12-12-2014 19
- 20. Step 3: Plan for recurring tasks Added a (swim) lane for “Recurring Tasks”... 12-12-2014 20
- 21. Step 3: Lets make it a bit smarter... 12-12-2014 21
- 22. Step 3: On Nov 20... 12-12-2014 22
- 23. Step 3: Set the next due date... 12-12-2014 23
- 24. Step 3: For the daily/weekly tasks... 12-12-2014 24
- 25. Step 3: Flag it once you are done 12-12-2014 25
- 26. Lets go back to my work types... Do I treat them same? Office work Project work Corporate Stuff Personal work Personal projects One off tasks Some for the family They have different nature... One time Recurring Lets distinguish between the work types... .....and use PostIts of different c1o2-1l2o-2r0s14! 26
- 27. Step 4: Card Types for my board... 12-12-2014 27
- 28. Projects: consider a “staged” process (Value Stream) If you have work in projects going through repetitive stages, you can define them in a staged manner Staged based execution gives greater control 12-12-2014 28
- 29. Adding a Value Stream for my projects... 12-12-2014 29
- 30. Some approaches... 12-12-2014 30 Block/Unblock Cards Throughput based approach Focus on cards that you expect to complete first Task based approach
- 31. Lets prioritize the Backlog... 12-12-2014 31
- 32. Moving ToDo(s) from PostIts to Board Time to start saying “NO” 12-12-2014 32 I realized that about 30% of what I had on my stickies are obsolete! So, periodically look at this lane and delete what has become obsolete! What we also see is that if tickets aren’t done within the month they’re put on the Personal Kanban, they probably won’t get done. You’re better off making a second board called “Things I might want to do some day” – Jim Benson
- 33. We mapped all my work on the Board Office work Project work Corporate Stuff Personal work Personal projects One off tasks Some for the family One time Recurring STOP Starting; START Finishing 12-12-2014 33
- 34. A few more ideas... 12-12-2014 34
- 35. Break the “Done” lane... 12-12-2014 35
- 36. Clean the “Done” lane end of week... 12-12-2014 36 Reflect on all that you have been able to accomplish http://www.personalkanban.com/pk/wp-content/uploads/2014/08/Done-Column-Daily-Weekly-Review.png
- 37. Flag your “Promises”! 12-12-2014 37 Important to stick to commitments/specific deadlines! Flag them on the card with the Due Date
- 38. Breaking out projects... 12-12-2014 38 http://www.personalkanban.com/pk/blog/#sthash.dKrxXc7H.rlE7KYig.dpbs
- 39. Applying 5S to Personal Kanban 12-12-2014 39
- 40. 1S: Sort and clean 12-12-2014 40 Throw your junk away If you have used (or still use) different ways of keeping track of your tasks, get rid of them Do a spring clean, if it’s a task, put it in your Personal Kanban (the backlog, if it’s for later on), if it’s useless information, dump it Trust your board; that should be your “go to” place
- 41. 2S: Straighten 12-12-2014 41 Bring things in order Make everything “easily” accessible in an order A corner in your room is a bad idea for a Personal Board! If you are using an online tool, stay logged in!
- 42. 3S: Shine 12-12-2014 42 Keep your Personal Kanban tidy and in good shape. At the end of your day, look at it... Is still a representation of your work? If tasks become obsolete, drop them. If you like to make notes to your tasks for later retrospectives, then do it now. Rearrange what’s left... reorder it... make it look good.
- 43. 4S: Standardize 12-12-2014 43 Define for yourself a method/working pattern and stick to it You want to be able to rely on the information your Personal Kanban gives you to make your decisions.
- 44. 5S: Sustain 12-12-2014 44 The most difficult part! Sustain the effort; get disciplined Pay attention to the 4S Keep things clean and tidy, stick with the system you defined for yourself, restock on tools and whatever you need Commit to what you are trying to achieve Without discipline, your method will deteriorate over time and you’ll gradually fall back into your way you worked before you introduced Personal Kanban.
- 45. In closing... 12-12-2014 45 Get organized in a visual manner Use WIP to control what you can take at a point of time... Start saying NO; delay and communicate what you just cannot do! Keep work flowing; weekly reflect what you have accomplished Define a common Value Stream for common pattern cards Flag cards where you have given commitments...
- 46. Reach me at: @sudiptal [email protected] m sudiptalahiri.wordpress.com 12-12-2014 46