Personal Kanban - Lessons Learned
It’s been seven months since I began using Personal Kanban. Initially I wanted to learn more about Kanban and also come up with a better way to cope with the massive amount of things I had waiting for me to do. I’ve definitely learned more about Kanban and my ability to manage the work I have to do in a much healthier way than I had before. Most of all, there were learnings that caught me by surprise.
And now, seven months down the road, I am on the road to recreating the same mess in KanbanPad that I used to have in Things. Right now I have:
The biggest benefit of the last few months by far, is that I have become more aware of how I work and I am more aware of what I need to do to correct it.
When you begin studying certain forms of meditation you learn to count your breath. When thoughts arise you are to observe them, but not engage them. You just let them move on without getting caught up with them. If you do find that you are caught up, once you realize it, you let go and then refocus on your breath and start counting again. Not easy in the beginning, but the more you do it, the less difficult it becomes. My expectation is that working with Personal Kanban (or whatever approach is taken to getting work done) is similar. There are have periods where things go well and, and some, not so much. The trick is just to go back to the starting point and do it all again. Time to make the donuts… |
Personal Kanban - On the Personal Kanban Couch with Scott and Ray
Categories:
5S,
Agile,
Brian Bozzuto,
kanban,
Kanban Pad,
kanbanfor1,
lacey,
personal kanban,
personal productivity,
personal project management,
productivity,
Ray Lewallen,
Scott Bellware,
Scrum,
value,
waste
Categories: 5S, Agile, Brian Bozzuto, kanban, Kanban Pad, kanbanfor1, lacey, personal kanban, personal productivity, personal project management, productivity, Ray Lewallen, Scott Bellware, Scrum, value, waste
From time to time, we all get stuck.
And I am equally fortunate to know Scott Bellware and Ray Lewallen. I reached out to Scott and Ray with the intent of getting their take on what was happening with my Personal Kanban experiment. I also wanted to get their thoughts on my questions about interpreting value and see how they felt about my complete inability to employ 5S in my workspace. Both Scott and Ray agreed to allow me to record the call so that I could use it as a podcast of sorts. This is not a typical interview, but more of a conversation/debate. It is broken into two parts in order to make it easier to download and I’ve listed key points in the conversation below, along with the times during the recording when they occur. Part 1: http://www.projectsatwork.com/content/podCasts/279394.cfm 1:46 - Is Personal Kanban even useful to begin with? 4:20 - Why Scott doesn't use Kanban anymore 5:30 – The spread of Kanban 6:50 - Ray advocates for useful tools over following a specific methodology 8:30 – How Value and Prioritization build momentum 10:47 - Why momentum is so important 12:30 - Measuring value 12:45 - Writing everything down: wasteful, or not? 16:30 - Why Scott and Ray think I should throw everything away 18:30 - Making mindful decisions about your Personal Kanban practices
Part 2: http://www.projectsatwork.com/content/podCasts/279395.cfm 0:00 - The importance of WIP and the cognitive burden of the backlog 2:25 - Avoiding "rank, negligent ignorance" when tracking your work 3:17 – The resurgence of things that are important enough to survive 3:48 – Maintenance of information inventory 6:07 – The importance of customizing your own solution 8:00 - Dealing with interrupters 11:40 – Knowing which waste to eliminate 14:20 - You can't have kaizen, you have to be kaizen 15:20 - The value of 5S 18:10 - The importance of a soluble workspace 22:00 – Tracking recurring tasks 23:51 - practice mode vs. practical mode 25:00 - Where to learn more about Scott and Ray 26:22 - Scott's last request
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Personal Kanban - App Review Update: LeanKit and Kanban Pad
Categories:
kanban,
Kanban Pad,
LeanKit,
personal kanban,
personal productivity,
personal project management,
productivity,
WIP
Categories: kanban, Kanban Pad, LeanKit, personal kanban, personal productivity, personal project management, productivity, WIP
I mentioned before that I was happy enough with LeanKit that after I had adapted to using it, that I was not going to keep testing out different apps for Personal Kanban. What can I say...
I was pretty happy with LeanKit from a Personal Kanban standpoint. When I checked it against my original criteria a few weeks ago, it only hit 50% of my original requirements:
But that was better than none, and it let me do some stuff I felt was really important:
I am also part of a volunteer group that had made a decision to use it and we were able to get full access to the tool which opened up some additional functionality. Being able to attach files to card and assign them to multiple individuals is something I found very helpful when using it with a team. And then.....
I went to a meeting. I sat next to someone way smarter to me. I glanced at his screen and saw that he was using a Kanban app. Since he is smarter than me, and had come to a meeting with just an iPad (an obvious indicator of superior intellect and travel skill), and his screen was filled with a lot of really bright colors, it became obvious to me that this was an app worthy of further investigation. And this is how I was introduced to Kanban Pad.
When I compare this Kanban Pad against my original criteria:
Another great feature is that the Product Backlog and Backlog of work that has moved past Accepted (meaning it no longer needs to be seen), can be maintained off the main task board. Kanban Pad also allows you to establish WIP limits for your queues and it warns you fairly incessantly about your flagrant violation of them should you choose to venture off the path. (I ended up not using this feature because my frustration over the warnings became more significant than my desire to maintain WIP limits.
There are a number of additional features that Kanban Pad offers, but those are the ones that have proven to be most valuable to me from a Personal Kanban perspective. By way of a final verdict/opinion on the app, I offer this... I've been using Kanban Pad for about 6-8 weeks now. It has become my primary tool for managing my work using Personal Kanban. After all my efforts at trying to find a way to use Things as a tool for Personal Kanban, I've all but stopped using Things and only open it (or Reminders) now when I have to capture something that I will add to my task board later. |
Interview with Don Kim on his Personal Kanban Practice
Categories:
Don Kim,
kanban,
overcommitment,
personal kanban,
personal productivity,
productivity,
Scrum,
value,
waste
Categories: Don Kim, kanban, overcommitment, personal kanban, personal productivity, productivity, Scrum, value, waste
A link to the interview and notes on key points in the podcast are below. If you are interested in learning more about Don you can find him through his blog [email protected] (http://www.projectation.com/), or through his work on Projects At Work (http://www.projectsatwork.com/profile/donkim/) and ProjectManagement.com (http://www.projectmanagement.com/profile/donkim). You can find the interview here: http://www.projectsatwork.com/content/podCasts/279293.cfm The interview lasts for about 30 minutes. If you’d like to skip ahead to specific points, here are some of the key moments in the interview: 0:00 - Don explains his background and the focus of his writing for [email protected], ProjectManagement.com and Projects at Work. 1:55 - Don's thoughts on the volume of work PMs are facing today and how it impacts their ability to get things done. 4:45 Don explains how his use of personal productivity tools has evolved and how it resulted in him reaching a point where he was spending more time creating lists of things to do than actually getting anything on those lists done. 7:30 - Don and I discuss the fact that limiting the work in progress doesn't actually alleviate the larger backlog of things that need to be done. We also talk about the psychological impact of maintaining a list of things that do not get done. 10:28 - Don explains how he uses Personal Kanban to limit his ability to do work and how it helps him stay focused on only the most critical things. 11:20 - Don's shares his thoughts on tools for Personal Kanban and value long term planning. 13:20 - Don explains how he prioritizes his work based on goals for his goals for relationships. 15:29 - Don maintains a separation between work life and personal life. This helps help him stay focused on his goals for his personal life. 16:23 - Don's thoughts on the "reboot" of Kanban. 19:48 – Don explains how the the "reboot" is impacting the use of Personal Kanban. 21:10 - Don explains how he responds to requests from people who would rather stick with a Gantt chart and traditional planning instead of moving towards a more transparent Agile approach. 25:05 - Don's advice for people who are struggling with managing their own personal project management. 28:57 – Where you can learn more about Don and the work he is doing. |
Personal Kanban - What Makes You Happy?
IMHO think the true goal is to find a way to uncover the aspect of whatever you are doing that can make you happy. It sounds simple, but it requires effort and discipline... it is far easier to just give in and wallow. Personal Kanban is supposed to help you understand your work better, and it has, but my increased awareness of how I perceive the work I have to do may be the most valuable thing I've picked up doing this. An even though using TrackYourHappiness.org was interesting, it never felt (to me) like it was measuring the right stuff. Happiness seemed close, but not quite close enough. After some discussion with Boz, I began rating everything I do at 3 different points:
A) How I felt doing it (-3 to +3)
It is probably also important to note that how progress is tracked has a toll as well. Capturing a 3 point ranking as I complete each task was okay on a post it - until I needed to extract the data electronically so I could analyze it. I was still struggling with letting go of Things and since I knew there was a way to extract the data I used that as my excuse to formally legitimize my inability to give up my favorite app. Unfortunately, my Coach asked me to try and see if I could work out how to use it to do Personal Kanban in a manner that was somewhat similar to what I had on my physical board. It took a few tries, but I did manage to do get set up to do Personal Kanban in Things by grouping items into categories named after backlog columns. As I completed each task, before I checked the box, I would assign it a 3-digit number based on the rating listed above. But, I don't think I ever moved anything into Doing... they just went from not done, to done.
Using Things as a way to track all this also made me keenly aware of two additional points: 1. Trying to use Things to do Personal Kanban is kinda dumb 2. It was time to climb out of the value rabbit hole My quest to understand the "value" of what I was doing had no clear answer save for the understanding that value can be a very subjective thing. I also had begun to feel like maybe the question was not, am I doing things that are not valuable, or how do I reduce the waste created by non-value adding activities, but how do I balance all the valuable things I want to work on. So, in many ways I was back to where I started.
One key difference though is that as I continue to work through this, I am becoming more aware of how I am working and why. There are things in the system which are (technically) waste. Maybe those things needs to be there to keep the rest of the system in balance. {Insert Climactic Ending Here} If we were machines, perhaps all waste would be bad. Waste dampens productivity. But, we are not machines and maybe those dampeners are part of how we maintain our own productive flow. In examining the waste in my Personal Kanban practice, I have observed that it exists and that the effort required to eliminate that waste may not be worth the squeeze. |