how to use personal kanban to better organize your life at ...€¦ · what is a kanban •kanban...

Personal Kanban for a

better life

How to use Personal Kanban to

better organize your life at

work and at home

1

Agenda of the day

09:00 – 09:30 What is a Kanban - Five stages of the workflow

09:30 – 10:00 Stage I - Collection

10:00 – 11:00 SitGame

11:00 – 11:15 Coffee Break

11:15 – 12:00 Stage II and III - Processing and Organizing

12:00 – 13:00 SitGame

13:00 _ 14:00 Lunch Time

14:00 – 15:00 Stage IV and V - Doing and Reviewing

15:00 – 16:00 SitGame

16:00 – 16:30 Win a Prize

16:30 – 16:45 Coffee Break

16:45 – 17:30 Conclusions - Final Q&A

2

Introduction

3

Foreword

No tools are suggested

No proselytism among colleagues

No Kanban for projects

No etymological purism

No priorities

No in background activities

• Learn to say NO

4

The Problem

Too much to handle not enough time to get it all done

The actual nature of our jobs has changed much more dramatically and rapidly than our ability to deal with work - “knowledge work“

An infinite quantity of information is now available

Our jobs keep changing

Organizations are in constant “morph mode”

The average professional is more of a “free agent”

The old models and habits are insufficient

Risks

To become unreliable

To become non-responsive

Loose of the appropriate focus

on higher goals

5

A Possible Solution

6

Mind like Water • Function productively with a clear head and a

positive sense of relaxed control

Existing methodologies• Already know how to do everything necessary to

achieve this high-performance state

Usage of a combination of tools and

techniques from time management

methodologies and business

productivity methodologies to

optimize day-to-day activity

management

Keep important stuff from

Slipping through the cracks

Better management of changes

More time for strategic activities

Benefits

Better management of really

important information

7

What is a kanban

8

What is a kanban

• Kanban is a scheduling

system for lean and just-in-time (JIT) production

• developed at Toyota, to

improve and maintain a

high level of production.

• Kanban is one method

through which JIT is

achieved.

9

Kanban Examples - I

10

Kanban Examples - II

11

Kanban Examples - III

12

Kanban is NOT waterfall

Kanban Examples - IV

13

Kanban Examples - V

14

Kanban principles

Visualize the workflow

Limit work in process

Manage flow

Make process policies explicit

Implement feedback loops

Improve collaboratively (using models and

the scientific method)

15

Kanban metrics Total Work in Process (WIP)

Blockers– How often are items blocked?

– How long do they stay blocked?

– Where in the process do blockers happen?

Throughput– Number of items completed per time period tracked from

week to week

Lead Time– The definition of lead time varies. How long it takes a card

to travel across the entire board

Kanban is an evolution, not a revolution. The longer you work with and observe your process, the more you’ll see ways for improvement.

16

Personal Kanban – Example I

17

Personal Kanban – Example II

18

Personal Kanban – Example III

19

Personal Kanban – Example IV

20

Backlog Reference

Incubation

Next actions Today/WIP

Calendar

Personal Kanban Board

Waiting For

MY Personal Kanban Example

21

Five Stages of

Mastering Workflow

22

The workflow

Getting Things Done (GTD) is a time-management method resting on the idea of moving planned tasks out of the mind by recording them externally and then breaking them into actionable work items. This allows one to focus attention on taking action on tasks, instead of on recalling them.

23

David Allen - 1945

Backlog Reference

Incubation


Calendar


Waiting For

MY Personal Kanban Example

25

Questions and answers

26

Stage I

Collection

27

Stage I - Collection

Stage 1: CollectionYou are always collecting stuff

- Collecting ways

- Directly (when you take a note)

- in the background (emails)

- Collection could be:

- Physical (tour your office in search of

items to collect)

- Mental (write out each thought, each idea,

each project or thing that has your

attention)

- Use a virtual or physical “in-basket”

area. = Backlog

28

Why collecting

• It's helpful to have a sense of the volume of stuff you have to deal with

• It lets you know where the "end of the tunnel" is

• When you're processing and organizing, you don't want to be distracted psychologically by an amorphous mass of stuff that might still be "somewhere"

29

Issues About Collecting

• You've got a lot more than will fit into one

in-basket

• You're likely to get derailed into purging and

organizing

• You may have some form of stuff already

collected and organized

• You're likely to run across some critical

things that you want to keep in front of you

30

Where to look at

• Start with Your Desktop

– Stacks of mail and memos

– Phone slips

– Collected business cards

– Notes from meetings

• Desk Drawers

• Countertops

• Inside the Cabinets

• Mental Gathering: The Mind-Sweep

31

Possible Sources

• Projects:

started, not completed, that need to be started.

• Commitments/promises to others:

boss/partners, colleagues, subordinates.

• Communications to make/get:

phone calls, voice-mail, email inbox , pages, memos.

• Other writing to finish/submit:

reports, evaluations/reviews, proposals, articles.

• Meetings:

that need to be set/requested.

• Significant read/review:

financial cash flow, budgets, forecasts/projections.

• Planning/organizing:

current projects (next stages), upcoming projects business/marketing plans.

• Administration:

legal issues, policies/procedures.

• Professional development:

training/seminars, things to look up, skills to practice/learn32

Backlog Reference

Incubation


Calendar


Waiting For

Collection on the kanban

33

Sitgame

Siete un Project Manager di una società di

ingegneria specializzata nella realizzazione di

impianti per l’estrazione mineraria.

Vi vengono presentate tre situazioni, simulate

come gioco (“sitgame”), in cui potreste trovarvi

e vi viene richiesto di risolverle utilizzando le

tecniche illustrate durante il workshop.

L’output di un sitgame costituisce parte

dell’input per il successivo.

34

Sitgame I:

Come creare il backlog

• Riceverete alcuni elementi da cui dovrete

ricavare le azioni da inserire nel backlog

• Obiettivo

– Riuscire a individuare le attività di vostra

competenza nella confusione delle attività

quotidiane

– Raccoglierle ed esplicitarle in maniera corretta

per poterle elaborare successivamente

35

time to work …

36

Sit

ga

me

I: S

olu

zio

ne


38

Coffee break

39

Stage II

Processing

40

Processing

Stage 2: Processing1. Take one item from the Backlog

• Start from the top

• Process only one item at a time

• Don’t put it back in your backlog.

2. If there is no action, you should a. trash the item, or

b. archive it for Reference, or

c. put it in your Incubation list

3. If there is an action, you should a. do it immediately

(if less than 2 minutes), or

b. delegate it to somebody (Waiting for),or

c. defer it for later by putting it in

the Next action with a appropriate

context list associated.

Watch out!!Process frequently

Processing doesn’t mean doing

41

ProcessingNext Actions is where to

dispatch “tagged” kanban

RememberProcessing means to decide what

the thing is and what action is

required, and then dispatch it

accordingly

Processing on the kanban board

43

Backlog Reference

Incubation


Calendar


Waiting For

Use of KB in Processing

44

Processing Guidelines

• Process the top item first

– Emergency Scanning Is Not Processing

– LIFO or FIFO?

• Process one item at a time

– Deal with a small chunks

– The Multitasking Exception

• Never put anything back into "in."

45

Stage III

Organizing

46

Organizing

Stage 3: Organizing Calendar

only actions day-specific and/or time-specific

Context lists

all actions that just need to be done as

soon as you can get to them

Project List (Work/Home)

any “project” that cannot be completed

with one next action, should be tracked

here

Someday/Maybe List

items that you might consider doing it

someday, but it is not important now

Watch out!!• Keep the number of context

lists to the essentials.

• Avoid a @Misc action list

47

Example of Context Lists

• @Home

• @Work

• @PC

• @Call

• @Errands

• @Agenda

• @Project

48

Calendar organization• Most important tasks

– If possible, start your day with block of 1 or 2 hrs

– During this time you focus on the most important tasks and priorities,

difficult projects and complex issues

– Protect this time and do not allow any distractions

• Routine and administrative tasks

– Group as many similar activities together as possible (i.e.

administration)

– Try to plan into the part of the day when you are not as productive

based on your individual biological rhythms

• Meetings

– Try to schedule several meetings close together, eg., late afternoon

or late morning

• Plan “flexibility” time after each activity

– Enable you to handle an emergency without adjusting your schedule.

– Have a rest and switch your mind onto something else49

Call Web Consultant to schedule a meeting to discuss next year developments

@Call – 10 min - Low

Paul will deliver the report next Tuesday

Staff Meeting –Monday 9:00 am

@Office– 1 hour - High

Reorganize my office furniture

@Office– 4 hour - High

Quiz

50

Backlog Reference

Incubation

Next actions

Today/WIP

Calendar


Waiting For

Answer

51



Staff Meeting –Monday 9:00 am

@Office– 1 hour -High

Paul will deliver the report next Tuesday

Reorganize my office furniture

@Office–4 hour -High

Sitgame II: Processing and Organizing

• A partire dall’output del Game I effettuare il

processing e organizing di tutte le attività

individuate.

• Obiettivo

– Riuscire a classificare le attività ed a

posizionarle correttamente sul Kanban

– Inserire in agenda le SOLE attività day-specific e

time-specific

Kanban example For game

53



Settimana CorrenteLUN MAR MER GIO VEN

8:00

9:00

10:00

11:00

12:00

13:00

14:00

15:00

16:00

17:00

18:00

Lunch Lunch Lunch Lunch Lunch

time to work …

55


8:00

9:00

10:00

11:00

12:00

13:00

14:00

15:00

16:00

17:00

18:00

Staff Meetingsettimanale


Reviewing

Progetto Genesis –Mr. Tompkins

Progetto Exodus meeting con ingegneria

Progetto Naum –incontro

Training sicurezza

Recuperare figli da scuola


57

LUnch time

58

Stage IV

Doing

59

Question

• What is the first thing you do when in

office?

• Answer:

– Check your agenda first of all

60

Avoid overcommitting

61

Doing

Stage 4: Doing 1. Check your calendar (Today)

what absolutely have to get done on that

day

2. Look at the items in the related Next

actions context lists• Available energy

• Available time

3. If you are not working based on your

context list, work on planningThinking through on your projects and defining

the next actions

62

Backlog Reference

Incubation

Next actions

Today/WIP

Calendar


Waiting For

Use of KB in doing

63

1

2

3

The Four-Criteria Model

• The Four-Criteria Model for Choosing Actions

in the Moment

– Context

– Time available

– Energy available

– Priority

65

The Threefold Model

• The Threefold Model for Evaluating Daily Work

– Doing predefined work

– Doing work as it shows up

– Defining your work

66

The Six-Level Model

• The Six-Level Model for Reviewing Your Own

Work

– 50,000+feet: Life

– 40,000 feet: Three- to five-year visions

– 30,000 feet: One- to two-year goals

– 20,000 feet: Areas of responsibility

– 10,000 feet: Current projects

– Runway: Current actions

67

Stage V

Reviewing

68

Keeping Your System Functional

• What do you look at in all this, and when?

• What do you need to do, and how often, to

ensure that all of it works as a consistent

system, freeing you to think and manage at a

higher level?

69

Review

Stage 5: Review 1. Looking at Your Calendar First

• Review your current week calendar

• Review next week calendar

2. … Then Your Next Action• Review your project list and define next

action required for them.

• Review all next action context list.

• Review your someday/maybe list and look

for any projects that you want to work

on.

3. … Finally gather and process all your "stuff."• Do a mind sweep and dump everything in

your in-basket

• If time permits, process all your in-basket

Watch out!!Review your system once a

week, at least

70

Backlog Reference

Incubation

Next actions

Today/WIP

Calendar


Waiting For

Use of KB in Reviewing

72

1

2

3

4

5

Sitgame III: Doing and reviewing

• A partire dall’output del Game II effettuare il

reviewing delle attività individuate e

pianificare le giornate di lunedì e martedì

• Obiettivo

– Riuscire a individuare le attività più urgenti e

pianificare la loro realizzazione


8:00

9:00

10:00

11:00

12:00

13:00

14:00

15:00

16:00

17:00

18:00

Staff Meetingsettimanale


Reviewing




Training sicurezza


time to work …

75


8:00

9:00

10:00

11:00

12:00

13:00

14:00

15:00

16:00

17:00

18:00

Staff Meetingsettimanale Admin tasks

E123 – contattare Ingegneria

E123 – rivedere stime e fornirle

Prendere visione del documento

XYZ-123


Rapporto Exodus

leggere e scrivere

feedback

impianto elettrico settore 7

Incontro Progetto

Eden

Preparazione incontro CFO

Fissare incontro con CFO

Help desk per mouse

Preparazione materiale

staff meeting

Adminprogetti

Reviewing




Training sicurezza


Call con Tony

incontro CFO

incontro progetto Esdra

1

1

2

2

incontro Phil progetto Eden

1


77

Win A Prize - Contest

78

12 3

• Rispondere alle domande apponendo una crocetta sulla risposta

selezionata

– La risposta corretta è unica per ogni quesito. Per ogni domanda

selezionare un’unica risposta

• Conservare la pagina con l’identificativo del test

• Punteggio:

– 100 punti per ogni risposta esatta

– 1 punto in più in base all’ordine di consegna

Coffee break

79

Win A Prize - CONTEST RESULTS

12 3

P01Pt.2025

P03Pt.2023

P02Pt.2024

80

Conclusions

81

References

• Bibliography– Allen, D. (2001). Getting Things Done - The Art of Stress-Free Productivity. Penguin

Group.

– Cuniolo, S. (2015, Aprile 17). Mind Your Own Business, Project Manager! Tratto da Prezi.com: https://prezi.com/sppmecc6bdip/mind-your-own-business-project-manager/

– Kanban: How to Get Started with Continuous Improvement. (s.d.). Tratto da Leankit.com: http://leankit.com/kanban/how-to-continuous-improvement/

– Wood, L. (2014, Gennaio 26). How To Use Kanban To Get Organized At Home. Trattoda Sockets and Lightbulbs - Brigth ideas on agile Leadership: http://blog.socketsandlightbulbs.com/2014/01/26/how-to-use-kanban-to-get-organized-at-home/

• Contact me:

Sergio Cuniolo

– [email protected]

– Skype ID: yorick.jester

– https://it.linkedin.com/in/sergiocuniolo

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