Visualising your workflow
- 3. What prevents you getting your work done 5 key themes: 1. Too much work in progress 2. Unknown dependencies 3. Unplanned work 4. Conflicting priorities 5. Wasted work @BusinessAHub
- 4. Problem 1: Too many Interruptions • Part of work life • Statistics • On average 21 minutes to regain your focus • Average worker spends as much as 28% of their time every day recovering from little disturbances • Two types of interruptions: • Notifications - emails/instant messenger • Face to face - just popping their head around the door • Impact on work • $588 billion a year in the US @BusinessAHub
- 5. Problem 2: Unknown dependencies • What is dependency: • Architecture • Expertise • Activity • No surprises • Expensive • Fine dining example • Cross team communication is hard @BusinessAHub
- 6. Problem 3: Too much work in progress • Not being able to say No • We like new and shiny things • Context switching • When you switch between one activity to another- you need time to readjust and get your head back in the space • Wasted work • Not everything we do add benefits to what we are achieving @BusinessAHub
- 7. Make work visible🖼 • People think in images rather than words • Find it easier to understand and digest information • Tools to mange the problems • Able to create solutions to overcome the problems • Simple • It does not have to be complicated @BusinessAHub
- 8. Visibility grid: Philippe Kruchten @BusinessAHub
- 10. Exercise one: Interruption bucket Important to understand when and where your interruptions are coming from @BusinessAHub Jimmy Janlen
- 11. What is it Data driven approach to where most of your interruptions are coming from Allows you to develop a plan to how you want to stop the interruptions that you face • Before we start • What is an interruption- definition required • List 5 interruptions that you have faced in the last two weeks • Whom made the interruption • How was the interruption made • Time impact- hours ideally • Get together as a team • Discuss your interruptions • Categories your interruption @BusinessAHub
- 13. Exercise two: Spider dependency map 🗺 It is important to know where your dependencies can come from We all have to work together @BusinessAHub Jimmy Janlen
- 14. Spider dependency map 🕷 • You draw your project team in the centre • Around your team draw teams/ individuals that the team is dependent or they are blocking the team in some way stopping the team from delivering • Then draw spider legs between the teams/ individuals and your project team • On the spider legs attach post-it notes to explain how you are being blocked by this team/individual. Every time there is a blocker add a post-it note to the spider leg • Once, the blocker has been removed add it to the resolved table • Review the resolved post-it notes regularly with the team @BusinessAHub
- 15. Your turn Team A • This team represents the head team of an American Italian restaurant that specialises in pizza and pasta Team B • This team represents the head team of an American Fast food restaurant chain that specialise in fried chicken As, a team create spider dependency to show the dependencies that the restaurant faces from external teams/ factors/organisation @BusinessAHub
- 17. Exercise three: Waste snake 🐍 Not everything we do has a benefit to our goal It is important that we are aware of where our effort is wasted Once, we are aware then we can do something about @BusinessAHub
- 19. What is it • Definition of waste • Record wasteful activity on Post-It notes: • What was the activity • Time • Add the Post-it notes to the snake • Group the waste into categories @BusinessAHub
- 20. Exercise Individual: • On Post-It note write 5 activities that you undertook in the last two weeks that you think were waste of your time: • Time- it took for you to complete the activity • Who asked you to undertake the activity • If you want to document more than 5- that’s okay but it is important that everyone has a least 5 activities Team: • Get together and discuss your wasted activities • As a team categories, the activities that you have in front of you • Work out the total time wasted for the team @BusinessAHub
- 22. Hints and Tips Tools: • Software - Trello/ Jira/BaseCamp/AgileVenture • Space- wall/ whiteboard/Tv screen • Proper post it notes • Sharpies • Ruler • Two avatars - one printed in colour and one small printed in grayscale • Hourglass @BusinessAHub
- 23. Small things • Dotting • Every day put a new dot on each task in progress • Put a dot regardless whether you are actively working on it or not • If the dots starts building up, you know that something is wrong and that you need to do something about it • WIP limit • Blocker notes • If you for some reason become blocked while working on a task, preventing you from moving forward- add a red blocker note on top of the task • Describe why you are blocked/whom is causing the blocker/date it became blocked @BusinessAHub
- 24. Contact details: Twitter: @BusinessAHub Twitter: @RohelaRaouf hello@businessanalysishub.com 📧 @BusinessAHub