Implementing Kanban to Improve your Workflow
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The document outlines a course on implementing Kanban to enhance workflow efficiency, detailing objectives such as describing Kanban, solving workflow problems, and selecting appropriate tools. It includes case studies, principles, practices, and metrics necessary for effective Kanban implementation, along with exercises to engage participants in understanding key concepts. Essential practices are emphasized, including visualizing work, limiting work in progress (WIP), and managing flow.
Implementing Kanban to Improve your Workflow
- 1. Implementing Kanban to Improve your Workflow jennifer.davis@getchef.com 1
- 3. Introductions • Name • Current job role • Experience with Kanban • Expectations of this class 3
- 4. Course Objectives and Style 4
- 5. Course Objectives • Upon completion of this course you will be able to • Describe Kanban. • Apply principles to solve workflow problems. • Describe various tools. • Choose the right tools for your team. 5
- 6. Agenda 6
- 7. Topics • Qualifications • Workflow • Prepping for Success • Intro to Kanban • Metrics • Online Tools • Review 7
- 8. Breaks! • 10:30-11:00am Morning Break • 12:30pm End of tutorial and Lunch 8
- 9. Additional Questions? • Kanban? • Hadoop? • Monitoring? • Chef? ! Ping me Twitter: @sigje Email: jennifer.davis@getchef.com 9
- 11. Practitioner “Excellence is an art won by training and habituation…We are what we repeatedly do. Excellence, then, is not an act but a habit.” ! — Aristotle 11
- 12. Case 1 12
- 13. Team 1 • small • semi-siloed from development and qe • ~10 dev, ~3 qe, ~2 se, 1 product manager, 100s of customers 13
- 14. Goal • Effective use of time • No duplication of effort • Improve customer experience • Promotion to larger projects 14
- 15. Solution • Personal Kanban • Dashboards • Influence through visuals 15
- 16. Factors for Success • Trust • Visual dashboards 16
- 17. Case 2 17
- 18. Team 2 • Small • Siloed from development and qe • ? dev, ? qe, 10 se, 1 product manager, 3 project manager, open source, 100s of customers 18
- 19. Goal • Break down rigid single points of knowledge failure • Reduce development friction • Eliminate duplicate efforts 19
- 20. Solution • Team Kanban • Incremental improvements 20
- 21. Factors for Success • Management buy in • Training • Effort to minimize “pushing” • Weekly team syncs • Proximity of team 21
- 22. Workflow 22
- 23. Workflow Work that is .. • orchestrated • repeatable • organized • moving from one state to another. 23
- 24. WIP • Work in progress • work that has had resources applied to it ! • Resources are .. • people, money,.. 24
- 25. Properties of Tasks • name • start date • end date • current state • description • priority • owner 25
- 26. TIP: Sample Task Handling • What is it? • Can you do anything with it? • What is the next step? 26
- 27. Properties of Projects • same requirements as a task and are larger in scope. • may be comprised of more than one task. 27
- 28. Task vs Project Group Exercise • What is the difference between a task and a project? 28
- 30. Interrupts • Non planned work that comes in • customer request • incident • request for help from coworker • single point of knowledge (you) work • high priority task push from manager 30
- 31. Blocked work • Work that can progress no further: • dependent teams • blocked by external team • insufficiently qualified request • blocked by requester • dependent on SPOK • blocked by team • time dependent 31
- 32. Work Team Exercise Time: 5 minutes What does a typical work day look like for work that you do specifically that is non-interrupt based? Choose a speaker for the group to share summary. 32
- 33. Interrupts Team Exercise Time: 5 minutes Do you have interrupts and what are they? ! Choose a (different) speaker for the group to share summary. 33
- 34. Done? Group Exercise • When is work done? 34
- 36. Environment 36
- 37. Values 37
- 38. Desire 38
- 39. Motivation 39
- 40. Connectedness 40
- 42. Objectives • Defined by the team. Not management. • Defined by the team. Not individuals. • Everyone has voice, opportunity to speak. 42
- 43. Tip: Implement as a Team Communication. Collaboration. • Discuss objectives. • Describe work. • Define lanes. • Define a task. • Define a project. 43
- 44. Tip: Elect a Champion 44
- 47. Kanban - Unit of work • request • issue • defect unit of work - specific to environment 47
- 48. What is it ? A System. • visual process management • what to do • when to do it • how much to do 48
- 49. What is it ? A Method. • incremental, evolutionary process improvement 49
- 50. 3 Principles • Current Process. • Incremental, Evolutionary Change. • Respect current process, roles, responsibilities and titles. 50
- 51. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 51
- 53. 3 Principles • Current Process. • Incremental, Evolutionary Change. • Respect current process, roles, responsibilities and titles. 53
- 54. Current Process • Do you know what the current process is? • Is it documented? Is it explicit? Is it clear? • Has it been evaluated with team? 54
- 55. 3 Principles • Current Process. • Incremental, Evolutionary Change. • Respect current process, roles, responsibilities and titles. 55
- 56. Incremental Evolutionary Change • How are you measuring current process? • Is value clearly understood? • Is work defined in value not cost? 56
- 57. 3 Principles • Current Process. • Incremental, Evolutionary Change. • Respect current process, roles, responsibilities and titles. 57
- 58. Respect Current State • Find the current value. • Not forceful. • What people want vs How to get there 58
- 59. Review Question • What are the 3 principles? 59
- 61. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 61
- 62. Work Unit • Individual Card • PostIt • Color - Type • Flags • Blocked work • Small PostIts 62
- 63. Operations Cards Team Exercise Time: 10 minutes Use PostIts and flags to mock up a legend for work items. 63
- 66. Visualize - Sample Boards 66
- 67. States of Work • specific to environment • up for discussion within team • can change overtime • reflects now not what you want it to be 67
- 68. Visualize - Sample Boards 68
- 69. Visualize - Grid with Legend 69
- 72. Tip: Yes and .. 72
- 73. Operations Board Team Exercise Time: 10 minutes Use large PostIt to mock up a SysAdmin board. Don’t forget to add your legend. 73
- 74. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 74
- 75. Limit WIP. 75
- 76. Limit WIP - Why? • Identify bottlenecks • Weakest link in chain 76
- 77. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 77
- 78. Manage flow • Measure flow of work items through states. • How fast are we creating value, minimizing risk, and avoiding cost of delay in predictable manner? 78
- 79. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 79
- 80. Make policies explicit. 80 Story In Progress: Acceptance criteria are identified.The story has been divided into tasks.The “started” date has been recorded.
- 82. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 82
- 85. Review Questions • Give me an example of the most basic kanban board. • Why do we need to make policies explicit? • Why do we make incremental changes? 85
- 87. Lean Coffee • Draw “To Do, Doing, Done” on white board. • Spend 5 minutes to write topics on sticky notes. • Vote on topics with stickers. Each person gets 2 votes. • Prioritization of topics based on votes. 87
- 88. Metrics 88
- 90. Metrics • What? • cumulative flow • type distribution • efficiency • average cycle times 90
- 91. Cumulative Flow Diagram count of cards in particular state/lane for each day in a specific time interval. 91
- 93. Distribution • Count of cards organized by state, task type, or owner. 93
- 96. Efficiency • relative status (in process, waiting, completed..) of WIP over time. • % of work • gauge efficiency trends • reduce ratio of work items waiting to be queued versus items actively processed 96
- 98. Average Cycle Time • cycle time - time take to move a task from start to finish including wait time. • average cycle time - specific to an interval of time 98
- 99. Little’s Law N = XR • N - number in system • X - Throughput • R - average time in system 99
- 100. Utilization Law U = XS • U - % of time processing tasks • X - Output Rate Tasks/Unit of time • S - Mean service time 100
- 101. Applying Metrics 101
- 102. Level 1 • Increase Throughput • Increase Resource Utilization 102
- 103. Level 2 • Decrease Variability • sizing • cycle time 103
- 104. Group Activity 104
- 106. • RescueTime • Trello • Leankit • Rally 106
- 107. RescueTime - Time tracking 107
- 108. RescueTime - Time tracking 108
- 109. LeanKit - Kanban 109
- 110. LeanKit - Kanban 110
- 111. Trello - Kanban 111
- 112. Rally - Scrum 112
- 113. Dominica DeGrandis • http://www.ddegrandis.com • DevOps Kanban game • Public and private training • Youtube videos 113
- 114. Review 114
- 115. Workflow Work that is .. • orchestrated • repeatable • organized • moving from one state to another. 115
- 116. 3 Principles • Current Process. • Incremental, Evolutionary Change. • Respect current process, roles, responsibilities and titles. 116
- 117. 5 Core Practices • Visualize. • Limit WIP. • Manage flow. • Make policies explicit. • Improve collaboratively. 117
- 118. Thank you • Contact: jennifer.davis@getchef.com • Twitter: @sigje 118
- 119. Credits • Washing the dishes - https://www.flickr.com/photos/mulazimoglu/3863835843/in/photostream/ • Kanban (im Team) - https://www.flickr.com/photos/otacke/ • Kanban avatars - https://www.flickr.com/photos/ninetomorrows/6925604157 • Productivity kanban - https://www.flickr.com/photos/orcmid/3879259373 • Kanban a week later - https://www.flickr.com/photos/alq666/3388196910 • explicit policies kanban board - https://www.flickr.com/photos/dexter_mixwith/6353937575 • team vs individual - http://www.flickr.com/photos/levork ! ! ! ! 119