Managing Life s Chaos with Personal Kanban

Transcription

1 Managing Life s Chaos with Personal Kanban Agile & Beyond 2017 Helene Gidley, HSG Consulting, LLC Be sure to get a handout and 2 sizes of sticky notes HSG Consulting, LLC 5/5/17 1

2 About Me PMP, CSM HSG Consulting, LLC 5/5/17 2

3 Daily Chaos! You ve got dentist appointments to schedule for yourself and your family! Your next report is due in two days! The car needs gas! You need to schedule your kids summer camp before all the slots fill up! Your in-box has over 100 messages! Your first meeting is in 10 minutes HSG Consulting, LLC 5/5/17 3

4 Personal vs Professional Life! Personal and Professional Life are NOT Distinct! Personal Projects are:! Often Short-lived! Difficult to Manage! Often Can t be Delegated HSG Consulting, LLC 5/5/17 4

5 Personal Kanban! Derivation of Kanban! From the fine people at Modus Institute! 2 Key Rules:! Visualize work! Limit WIP HSG Consulting, LLC 5/5/17 5

6 Helene s Version! Focus on daily activities! 4 steps:! Break Down! Estimate! Prioritize! Do! Backlog & Outstanding Items HSG Consulting, LLC 5/5/17 6

7 Break Down The Work! You ve got dentist appointments to schedule for yourself and your family! Your next report is due in two days! The car needs gas! You need to schedule your kids summer camp before all the slots fill up! Your in-box has over 100 messages! Your first meeting is in 10 minutes HSG Consulting, LLC 5/5/17 7

8 Break Down the Work! 1.5 x 2 Post-its! Transform concept to concrete! Adding kinesthetic aspect! Reward HSG Consulting, LLC 5/5/17 8

9 Break Down The Work Schedule my and my daughter s Dentist appointment for just a 6-month cleaning so we are on the same day and time Schedule son's Dentist appointment for a 6-month cleaning Give to husband Produce first draft of report that is due in 2 days bullet list those items I don t have all the material for yet - Produce second draft of report that contains the missing items from the first draft Produce final report ready to hand in Scan through and identify any that can be deleted, and delete them Scan through and sort messages by task or project and place in holding folder for action Identify top 2 to 3 messages that require immediate attention and respond Research summer camps for this year and identify 3 that may be interesting for the kids Schedule summer camps Fill car with Gas (on the way home from work) HSG Consulting, LLC 5/5/17 9

10 Break Down the Work! Work that I can give to others! Work with a fair amount of uncertainty! Work that requires input from others HSG Consulting, LLC 5/5/17 10

11 Do Your Own! Begin to break down your current To Do list! Use 1.5 X 2 Post-it notes 3 minutes HSG Consulting, LLC 5/5/17 11

12 Estimate the Work! The time it would take me, working uninterrupted, to complete a task! Using hours and minutes! Reality as motivator! Maximum size of 2 hours HSG Consulting, LLC 5/5/17 12

13 Estimate The Work Schedule my and my daughter s Dentist appointment for just a 6-month cleaning so we are on the same day and time 5 minutes Schedule son's Dentist appointment for a 6-month cleaning Give to husband Produce first draft of report that is due in 2 days bullet list those items I don t have all the material for yet - 1 hour Produce second draft of report that contains the missing items from the first draft 2 hours Produce final report ready to hand in 1 hour Scan through and identify any that can be deleted, and delete them 5 minutes Scan through and sort messages by task or project and place in holding folder for action 10 minutes Identify top 2 to 3 messages that require immediate attention and respond 5 minutes Research summer camps for this year and identify 3 that may be interesting for the kids 1 hour Schedule summer camps 20 minutes Fill car with Gas (on the way home from work) 15 minutes HSG Consulting, LLC 5/5/17 13

14 Do Your Own! Create estimates for the items on your To Do list! Use hours or minutes 3 minutes HSG Consulting, LLC 5/5/17 14

15 Create Draft Weekly Plan! Prioritize items, top to bottom, left to right! Indicate demands on your time! Add up times, if greater than 8 hours, move some items to other days! Add items as prioritization and break down necessitate HSG Consulting, LLC 5/5/17 15

16 Create Draft Weekly Plan Wednesday Thursday Produce final report ready to hand in 1 hour Schedule summer camps 20 minutes HSG Consulting, LLC 5/5/17 16

17 Do Your Own! Create draft weekly plan for the items on your To Do list! Use the Monday Friday sheets 2 minutes HSG Consulting, LLC 5/5/17 17

18 ! Daily Kanban Do The Work! Limit WIP - 1 item at a time! Clarity of focus! Studies show that switching between tasks increases! time to complete work! cognitive impairment HSG Consulting, LLC 5/5/17 18

19 Do The Work! Check mark completed items, move to right side of sheet! Do Until! All items are complete! The day is complete! Pull forward as needed! At EOD: Reflect and re-plan! Task completion! Estimate update (difficulty to complete)! Prioritization review (right work at right time)! Adjust weeks schedule! Move items to backlog as needed HSG Consulting, LLC 5/5/17 19

20 The Backlog! List of upcoming items & events! Estimated and prioritized! Review during Friday s daily planning when planning for upcoming week HSG Consulting, LLC 5/5/17 20

21 Do Your Own! Create backlog for upcoming items not on your weekly To Do list! Use the Backlog sheet 2 minutes HSG Consulting, LLC 5/5/17 21

22 Outstanding Items! Feedback from others! > 3 items awaiting feedback, write them down!! What and Who! 3 x 3 Post-It! Move daily to top right of sheet! Rewrite list as items complete and new items emerge! Work Visualization! Avoiding last minute rushes HSG Consulting, LLC 5/5/17 22

23 Adherence! Avoid sliding back into work avoidance behaviors! Paper helps!! Daily commitment! Observe our work s context for! Informed decisions! Clarity in planning! My constant companion through graduations, major work commitments, holiday plans and weddings HSG Consulting, LLC 5/5/17 23

24 ! Get a good nights sleep! Exercise! Avoid last minute panics Your turn HSG Consulting, LLC 5/5/17 24

25 More Like This! Agile Groupies: Agile Fundamentals Training! June in Ann Arbor at Pillar s Forge! Flyers at back! Custom Agile Training, coaching! Helping You Navigate Your Agile Journey HSGConsultingllc.com HSG Consulting, LLC 5/5/17 25

26 Questions/Comments HSG Consulting, LLC 5/5/17 26