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1	

Tél : +41 21 312 94 15
www.octo.com
© OCTO 2014
Avenue du théâtre 7
CH-1005 Lausanne - SUISSE
March 3rd, 2014
PK 101
BBL Personal Kanban one-on-one
Stephen PERIN
sperin @ octo.com
PK 101
2	

! Personal Kanban® is a registered trademark of Modus Cooperandi, inc.
! GTD® and Getting Things Done® are registered trademarks of the David Allen Company.
©
3	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
4	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
5	

PK & me?
2014
2013
2012
2011
2010
2009
2008
2007
2006
2005
2004
2003
2002
2001
2000
Personal
Kanban
27/06/2011 : PK book ordered
01/08/11 : migration under kanbantool
03/03/14 : Today!
S1-2014 : Use of paper-based PK
"Kanban getting started"
Training w/ getKanban
14/04/2011 : "Kanban getting started »
training @ OCTO
Q4-2010 : Kanban book ordered
Todo
Lists
(not GTD)
10/2010 : Formation Kanban, D. Anderson
2009/2010 : BBL GTD (by GDU) @ OCTO
~ 2004/2005 : Unconclusive test w/
Remember the Milk
Ta-Da List
tadalist.com
(37signals)
Mind Map
Excel
w/ PDA
(Sony Clié)
Paper
Method Tools
6	

OMG!
7	

Custom flow
Backlog DOING DONEReady
PennedOnGoing Today
Works for
me!
Not a silver
bullet
@ OCTO
Management
Project #1
Project #2
etc.
PK Patterns to
be discussed
later
Long living
lanes
Short living
lanes
Pro & Personal
Situation /
projects
8	

Burnup chart (CFD)
PK 101
9	

PK 101
Burnup chart (CFD)
August, 1st 2011 March 1st, 2014
Achieved: 4,2014,540 TASKS
2 YEARS, 7 MONTHS
10	

First 6 months (with my e-kanban)
Holidays!
Initial setup of the e-
kanban with the
previous
paper&sticky notes
kanban (partial
history)
Vive la France!
11	

Retrospect
WIP increase
à elongated lead time
Lead time #1
Lead time #2
WIP #1
WIP #2
Mainly worked as "standalone" architect,
New job: manager, new LOB, new
responsibilities, team to manage,
missions to manage + "the Giants of
the Web" book to lead, etc.
12	

2012 – the year of the Black Water Dragon…
~5 months to adapt to the
new job
WIP/Lead time returns
to good levels
Multitasking (several
missions), frequent travels, 2
conferences (Petit-Déj),
publication of Les Géants
du Web, etc.
13	

2013 – (Bad) scale effects
4,000+ tasks…
… the CFD is flattening
due to the scale – hence
hard to exploit …
… and the same for the
slope…
FLAT
14	

2013 (re-scaled)
WIP/Lead time returns
to manageable levels
Consulting mission with unpredictable planning,
multi-tasking conflicts, conference, travels, etc.
! Post-mortem
! Recuring pattern
!   1. Shitty end-of-the-year (Y)
!   WIP increases
!   Lead time elongates
!   à Poor QoL
!   2. WIP returns to "normal" by
the end of Spring (Y+1)
!   3. Good flow condition until ~
Autumn (Y+1)
!   4. Goto #1
15	

Lessons
Learned
16	

#0 PK rocks!
à Personal Kanban works fine (+4,200 tasks achieved in ~ 3Y)
à Gives the sufficient level of control, with no “waste” in the process
#1 No pain, no gain
à Limit your WIP in equilibrium conditions
à WIP will increase in out-of-equilibrium conditions (learning)
#2 In space, no one can hear you scream
à PK is great …
à … but sharing your PK with your team is even better
#3 WIP limits work (for me) at the portfolio level, not at the daily level
à Great to avoid to start to many projects – and to finish none
à Pulling the ongoing flow will regulate enough (for me)
à Too complex to manage on 20+ lanes, with heterogeneous task sizes (fine
grained à coarse grained)
#4 Multitasking sucks!
à Yep, we all know…
Lessons learnedWorks for
me!
No silver
bullets
No rocket
science
17	

Personal Project Portfolio Kanban (P3K)
Backlog DOING DONEReady
PennedOnGoing
Short Term
Middle Term
Long Term
1 year
2 - 5
years
> 10
years
Life
objectives
18	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
19	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
20	

PK?
! What is Personal Kanban ?
! A method of personal productivity effectiveness
!   Productivity: Doing (many) things
!   Efficiency*: Doing things right
!   Effectiveness**: Doing the right things
*: efficience / efficacité (French)
**: efficacité / effectivité (French)
21	

! Jim Benson
! jim@moduscooperandi.com
! http://www.personalkanban.com/pk/jim-benson/
Who?
! Tonianne DeMaria Barry
! http://moduscooperandi.com/who-is-modus/
tonianne-demaria-barry/
22	

! Services
! Board walks – Kanban therapy
! Launch Ready – Quick start for new teams
!   Lean & Kanban Coaching
! http://moduscooperandi.com
Company
23	

! Jim Benson, Tonianne DeMaria
Barry, Personal Kanban, Mapping
Work | Navigating Life, Modus
Cooperandi Press, January 2011
!   2013 – Shingo Research and
Professional Publication Award
PK: THE book
24	

! 2004 – 2008: David J. Anderson experiment Kanban for software
development (with the help of other people, inc. Don Reinerstein,
etc.)
! 2008: Corey Ladas, David J. Anderson, Jim Benson found
Modus Cooperandi
! Late 2008: D. J. Anderson leave Modus Cooperandi to start his
own company (DJA & Associates, http://www.djaa.com/ )
! Mid-2009: Jim Benson defines Personal Kanban
! 2011: Publication of the "Personal Kanban" book
(Brief) History of PK
25	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
26	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
& tools
Patterns &
tips
Discussion
PK & GTD
27	

The two rules of Personal Kanban
Rule 1: Visualize your work
28	

The two rules of Personal Kanban
http://www.personalkanban.com/pk/personal-kanban-101/
29	

The two rules of Personal Kanban
Rule 1: Visualize your work
Rule 2: Limit your Work-in-Progress (WIP)
30	

Limit your WIP
http://www.personalkanban.com/pk/personal-kanban-101/
1 2
3 4
5
31	

Limit your WIP
Stop starting
Start doing
32	

Your first PK: 1. visualize your work
TODO DOING DONE
Keep it
simple,
stupid! (at start)
Then
retrospect
…
… and
adapt!
33	

Adapt
TODO DOING DONEReady
PennedOnGoing Today
34	

Your first PK: 2. Populate your backlog
TODO DOING DONE
35	

Your first PK: 3. Pull & limit your WIP
TODO DOING
(3)
DONE
36	

Your first PK: 3. Pull & limit your WIP
TODO DOING
(3)
DONE
37	

PK & you
It’s your life. It’s your work. It’s your
Personal Kanban
Visualize your work.
Limit your work in Progress.
J. Benson & T. DeMaria Barry
38	

! Personal Daily "stand up" / Coffee* meeting (* Oolong Tea more
exactly)
! Review (retrospects) and cleaning (moving to Done / Archive)
!   Update (new tasks)
!   Pull the daily work
! Daily reviews and update
!   Once your done with your current task, what’s next ?
!   Updates: done tasks, new tasks, canceled tasks, penned tasks…
! ~ Weekly review (retrospective)
! Retrospect: Review of the work done/still ongoing last week
!   Archive tasks (and projects (= lane), if any project is done)
!   New / update / trash (tasks)
! ~ Quarterly review (retrospective)
! Retrospect: Review portfolio & objectives
!   Update / trash (projects)
Daily / Weekly / etc. routine(mine)
39	

Tools
40	

Paper
http://nothingisoutofreach.wordpress.com/2011/05/22/the-onion-and-personal-kanban/
I used this
for ~6+
months
41	

iKan
http://www.personalkanban.com/pk/applications/announcing-the-launch-of-
ikan-the-personal-kanban-iphone-app/
Never used.
42	

Kanbantool
http://kanbantool.com/
Intensive
use since
mid-2011
Other tools
exist
43	

Other types of Personal Kanban
44	

Kidzban (1/2)
Kanban used to organize children’s activities
http://www.personalkanban.com/pk/applications/one-kidz-kanban-board/
45	

Kidzban (2/2)
Confirmban, 12-years-old child
http://www.personalkanban.com/pk/applications/one-kidz-kanban-board/
Habemus
kanbam!
46	

Fridgeban (1/2)
Ready: on the front
47	

Fridgeban (1/2)
Done: on the side
48	

Planeban
A small and offline kanban to use during a flight
http://www.personalkanban.com/pk/applications/would-you-could-you-on-a-plane/
49	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
50	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
51	

Your first PK
TODO DOING
(3)
DONE
52	

Two PK patterns
Backlog DOING DONEReady
OnGoing Penned
What you expect toachieve today endsin this column
When actions are
blocked for
completion (e.g.
waiting for an
external action)
Today
53	

! Appendix A
! Personal Kanban Design Patterns
!   Multiple value streams
! Dealing with repetitive tasks
! Taming unexpected workload
!   Time capsule approach
! Balanced throughput approach
There is more…
54	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
55	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion PK & GTD
56	

GTD
http://gtd.marvelz.com/blog/2007/01/01/tools-of-the-trade/
57	

GTD
NO WAY!
(for me)
But it’s up
to you…
58	

! Serie of articles
! http://www.pascalvenier.com/en/doing-gtd-kanban-style-1-2-3/
! http://www.pascalvenier.com/en/doing-gtd-kanban-style-2-2/
! http://www.pascalvenier.com/en/doing-gtd-kanban-style-3/
! http://creatingpersonalflow.com/blog/category/merging-gtd-and-kanban
! The guy:
!   Coach in Personal Effectiveness based in Ottawa
!   French (PhD from Aix-Marseille University)
"Doing GTD Kanban Style" by Pascal Vanier
59	

Interview: Merging GTD and PK
http://creatingpersonalflow.com/blog/category/merging-gtd-and-kanban
60	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion PK & GTD
61	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
62	

Discussion
So?
63	

TODO DOING
(1)
DONE
PK & me
History of
PK
Principles
of PK
Patterns &
tips
Discussion
PK & GTD
64	

Conclusion
DONE!
65	

Bibliography
!   Jim Benson, Tonianne DeMaria Barry, Personal Kanban, Mapping
Work | Navigating Life, Modus Cooperandi Press, January 2011
!   David J. Anderson, Kanban: Successful Evolutionary Change for
Your Technology Business, Blue Hole Press, 2010
Webography
! http://www.personalkanban.com/
! http://www.flickr.com/groups/productivity_kanban_gtd/
! http://yeswekanban.net/
Resources
66	

Conclusion
STOP
STARTING
START
DOING
67	

Conclusion
THX!

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BBL Personal Kanban one-on-one

  • 1. 1 Tél : +41 21 312 94 15 www.octo.com © OCTO 2014 Avenue du théâtre 7 CH-1005 Lausanne - SUISSE March 3rd, 2014 PK 101 BBL Personal Kanban one-on-one Stephen PERIN sperin @ octo.com PK 101
  • 2. 2 ! Personal Kanban® is a registered trademark of Modus Cooperandi, inc. ! GTD® and Getting Things Done® are registered trademarks of the David Allen Company. ©
  • 3. 3 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 4. 4 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 5. 5 PK & me? 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 2001 2000 Personal Kanban 27/06/2011 : PK book ordered 01/08/11 : migration under kanbantool 03/03/14 : Today! S1-2014 : Use of paper-based PK "Kanban getting started" Training w/ getKanban 14/04/2011 : "Kanban getting started » training @ OCTO Q4-2010 : Kanban book ordered Todo Lists (not GTD) 10/2010 : Formation Kanban, D. Anderson 2009/2010 : BBL GTD (by GDU) @ OCTO ~ 2004/2005 : Unconclusive test w/ Remember the Milk Ta-Da List tadalist.com (37signals) Mind Map Excel w/ PDA (Sony Clié) Paper Method Tools
  • 7. 7 Custom flow Backlog DOING DONEReady PennedOnGoing Today Works for me! Not a silver bullet @ OCTO Management Project #1 Project #2 etc. PK Patterns to be discussed later Long living lanes Short living lanes Pro & Personal Situation / projects
  • 9. 9 PK 101 Burnup chart (CFD) August, 1st 2011 March 1st, 2014 Achieved: 4,2014,540 TASKS 2 YEARS, 7 MONTHS
  • 10. 10 First 6 months (with my e-kanban) Holidays! Initial setup of the e- kanban with the previous paper&sticky notes kanban (partial history) Vive la France!
  • 11. 11 Retrospect WIP increase à elongated lead time Lead time #1 Lead time #2 WIP #1 WIP #2 Mainly worked as "standalone" architect, New job: manager, new LOB, new responsibilities, team to manage, missions to manage + "the Giants of the Web" book to lead, etc.
  • 12. 12 2012 – the year of the Black Water Dragon… ~5 months to adapt to the new job WIP/Lead time returns to good levels Multitasking (several missions), frequent travels, 2 conferences (Petit-Déj), publication of Les Géants du Web, etc.
  • 13. 13 2013 – (Bad) scale effects 4,000+ tasks… … the CFD is flattening due to the scale – hence hard to exploit … … and the same for the slope… FLAT
  • 14. 14 2013 (re-scaled) WIP/Lead time returns to manageable levels Consulting mission with unpredictable planning, multi-tasking conflicts, conference, travels, etc. ! Post-mortem ! Recuring pattern !   1. Shitty end-of-the-year (Y) !   WIP increases !   Lead time elongates !   à Poor QoL !   2. WIP returns to "normal" by the end of Spring (Y+1) !   3. Good flow condition until ~ Autumn (Y+1) !   4. Goto #1
  • 16. 16 #0 PK rocks! à Personal Kanban works fine (+4,200 tasks achieved in ~ 3Y) à Gives the sufficient level of control, with no “waste” in the process #1 No pain, no gain à Limit your WIP in equilibrium conditions à WIP will increase in out-of-equilibrium conditions (learning) #2 In space, no one can hear you scream à PK is great … à … but sharing your PK with your team is even better #3 WIP limits work (for me) at the portfolio level, not at the daily level à Great to avoid to start to many projects – and to finish none à Pulling the ongoing flow will regulate enough (for me) à Too complex to manage on 20+ lanes, with heterogeneous task sizes (fine grained à coarse grained) #4 Multitasking sucks! à Yep, we all know… Lessons learnedWorks for me! No silver bullets No rocket science
  • 17. 17 Personal Project Portfolio Kanban (P3K) Backlog DOING DONEReady PennedOnGoing Short Term Middle Term Long Term 1 year 2 - 5 years > 10 years Life objectives
  • 18. 18 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 19. 19 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 20. 20 PK? ! What is Personal Kanban ? ! A method of personal productivity effectiveness !   Productivity: Doing (many) things !   Efficiency*: Doing things right !   Effectiveness**: Doing the right things *: efficience / efficacité (French) **: efficacité / effectivité (French)
  • 21. 21 ! Jim Benson ! jim@moduscooperandi.com ! http://www.personalkanban.com/pk/jim-benson/ Who? ! Tonianne DeMaria Barry ! http://moduscooperandi.com/who-is-modus/ tonianne-demaria-barry/
  • 22. 22 ! Services ! Board walks – Kanban therapy ! Launch Ready – Quick start for new teams !   Lean & Kanban Coaching ! http://moduscooperandi.com Company
  • 23. 23 ! Jim Benson, Tonianne DeMaria Barry, Personal Kanban, Mapping Work | Navigating Life, Modus Cooperandi Press, January 2011 !   2013 – Shingo Research and Professional Publication Award PK: THE book
  • 24. 24 ! 2004 – 2008: David J. Anderson experiment Kanban for software development (with the help of other people, inc. Don Reinerstein, etc.) ! 2008: Corey Ladas, David J. Anderson, Jim Benson found Modus Cooperandi ! Late 2008: D. J. Anderson leave Modus Cooperandi to start his own company (DJA & Associates, http://www.djaa.com/ ) ! Mid-2009: Jim Benson defines Personal Kanban ! 2011: Publication of the "Personal Kanban" book (Brief) History of PK
  • 25. 25 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 26. 26 TODO DOING (1) DONE PK & me History of PK Principles & tools Patterns & tips Discussion PK & GTD
  • 27. 27 The two rules of Personal Kanban Rule 1: Visualize your work
  • 28. 28 The two rules of Personal Kanban http://www.personalkanban.com/pk/personal-kanban-101/
  • 29. 29 The two rules of Personal Kanban Rule 1: Visualize your work Rule 2: Limit your Work-in-Progress (WIP)
  • 31. 31 Limit your WIP Stop starting Start doing
  • 32. 32 Your first PK: 1. visualize your work TODO DOING DONE Keep it simple, stupid! (at start) Then retrospect … … and adapt!
  • 34. 34 Your first PK: 2. Populate your backlog TODO DOING DONE
  • 35. 35 Your first PK: 3. Pull & limit your WIP TODO DOING (3) DONE
  • 36. 36 Your first PK: 3. Pull & limit your WIP TODO DOING (3) DONE
  • 37. 37 PK & you It’s your life. It’s your work. It’s your Personal Kanban Visualize your work. Limit your work in Progress. J. Benson & T. DeMaria Barry
  • 38. 38 ! Personal Daily "stand up" / Coffee* meeting (* Oolong Tea more exactly) ! Review (retrospects) and cleaning (moving to Done / Archive) !   Update (new tasks) !   Pull the daily work ! Daily reviews and update !   Once your done with your current task, what’s next ? !   Updates: done tasks, new tasks, canceled tasks, penned tasks… ! ~ Weekly review (retrospective) ! Retrospect: Review of the work done/still ongoing last week !   Archive tasks (and projects (= lane), if any project is done) !   New / update / trash (tasks) ! ~ Quarterly review (retrospective) ! Retrospect: Review portfolio & objectives !   Update / trash (projects) Daily / Weekly / etc. routine(mine)
  • 43. 43 Other types of Personal Kanban
  • 44. 44 Kidzban (1/2) Kanban used to organize children’s activities http://www.personalkanban.com/pk/applications/one-kidz-kanban-board/
  • 45. 45 Kidzban (2/2) Confirmban, 12-years-old child http://www.personalkanban.com/pk/applications/one-kidz-kanban-board/ Habemus kanbam!
  • 48. 48 Planeban A small and offline kanban to use during a flight http://www.personalkanban.com/pk/applications/would-you-could-you-on-a-plane/
  • 49. 49 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 50. 50 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 51. 51 Your first PK TODO DOING (3) DONE
  • 52. 52 Two PK patterns Backlog DOING DONEReady OnGoing Penned What you expect toachieve today endsin this column When actions are blocked for completion (e.g. waiting for an external action) Today
  • 53. 53 ! Appendix A ! Personal Kanban Design Patterns !   Multiple value streams ! Dealing with repetitive tasks ! Taming unexpected workload !   Time capsule approach ! Balanced throughput approach There is more…
  • 54. 54 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 55. 55 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 57. 57 GTD NO WAY! (for me) But it’s up to you…
  • 58. 58 ! Serie of articles ! http://www.pascalvenier.com/en/doing-gtd-kanban-style-1-2-3/ ! http://www.pascalvenier.com/en/doing-gtd-kanban-style-2-2/ ! http://www.pascalvenier.com/en/doing-gtd-kanban-style-3/ ! http://creatingpersonalflow.com/blog/category/merging-gtd-and-kanban ! The guy: !   Coach in Personal Effectiveness based in Ottawa !   French (PhD from Aix-Marseille University) "Doing GTD Kanban Style" by Pascal Vanier
  • 59. 59 Interview: Merging GTD and PK http://creatingpersonalflow.com/blog/category/merging-gtd-and-kanban
  • 60. 60 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 61. 61 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 63. 63 TODO DOING (1) DONE PK & me History of PK Principles of PK Patterns & tips Discussion PK & GTD
  • 65. 65 Bibliography !   Jim Benson, Tonianne DeMaria Barry, Personal Kanban, Mapping Work | Navigating Life, Modus Cooperandi Press, January 2011 !   David J. Anderson, Kanban: Successful Evolutionary Change for Your Technology Business, Blue Hole Press, 2010 Webography ! http://www.personalkanban.com/ ! http://www.flickr.com/groups/productivity_kanban_gtd/ ! http://yeswekanban.net/ Resources