Whole Organisation Kanban (WOK)
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While the principles and practices of the Kanban Method originated in software and product management contexts, during this century’s first decade, it was never conceived or defined in a form that was only applicable to IT. Drawing on Toyota’s approach to lean manufacturing – where “kanbans” were first used to control when to create items, in the right quantity, at the right time – the Kanban Method focuses on “knowledge work” (services primarily producing intangible products), with similar aims to limit work in progress and tailor work processes to respond rapidly to the customers’ needs and purposes. It is ideally suited therefore to bring the key messages of “Agile” to the whole business. As a result, the Kanban community is waking up to the need to find new ways to communicate the principles and practices of Kanban to the many other processes in the business, other than software development, that contribute to the value delivered to customers. “Whole Organisation Kanban” is part of that initiative, and this presentation will seek to explain the “essentials” of Kanban using not-IT examples, language and case studies. The first principle of Kanban is to “start with what you do now”, without initially changing job titles, processes or responsibilities. It means it can be straightforward to start using Kanban without major disruption or consultant-led transformations. However the method does require leadership at all levels of the organisation, and a determination to pursue evolutionary change for the benefit – not only of the organisation and its workers – but first and foremost for the customer. It is not hard to find examples, inside and outside of IT, where failure to do this has resulted business disasters, and even in the total demise of market-dominant businesses. There is no time to lose in learning these lessons.
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Whole Organisation Kanban (WOK)
- 4. @andycarmich #kanban 4 WOK • Two stories • What is Kanban? • How to start Kanban? • How to scale Kanban? • Next
- 5. @andycarmich #kanban 5 WOK • Recruitment for Offshore Development team of large bank • Significant increase in team size • High calibre team required • Short timescales to ramp up the team (No names, no pack-drill) FromAlexeiZheglov@az1- https://twitter.com/az1/status/862052219226664961
- 6. @andycarmich #kanban 6 WOK The Players Interim Dev Manager Marketing Manager
- 7. @andycarmich #kanban WOK 7 What is Kanban? Principles, General Practices, Specific Practices, How to Start, How to Scale.
- 8. @andycarmich #kanban 8 WOK Principles: guidance that defines a philosophy General Practices: abstract actions that are aligned with the philosophy Specific Practices: specific actions that can be followed in… • a defined context, • at a particular scale, and • with a group at a certain level of maturity
- 9. @andycarmich #kanban 9 WOK • A method for managing and improving knowledge work (a “service”) • A method for managing and improving the network of interdependent services in an organisation • (A method that uses kanban systems)
- 10. @andycarmich #kanban 10 WOK Change Management: 1. Start with what you do now 2. Agree to pursue improvement through evolutionary change 3. Encourage acts of leadership at every level Don’t start by changing your process, nor by re- organising… Start by seeing your work differently
- 11. @andycarmich #kanban WOK 11 1. See your work as flow 2. Start here 3. Visualize work and policies 4. Adopt validated changes that improve the flow of value to customers
- 12. @andycarmich #kanban WOK 12 Recruitment / HR … • Internal department of a bank • Offshore development team • Growing rapidly for time critical project • Leading employer in the region • Focus on quality of recruited team… • Quality of the recruitment experience
- 13. @andycarmich #kanban 13 WOK http://www.personalkanban.com/pk/wp-content/uploads/2010/12/Screen- shot-2010-12-12-at-2.43.28-PM3.png Referenced in: https://en.wikipedia.org/wiki/Kanban_(development) Candidate Backlog Contact CandidateCandidate Contacted Phone Interview ScheduledPhone Interview Schedule In-house Interview In House Interview Candidate Selected – No Interview Candidate Rejected – After Interview Candidate On Hold Simon Interview Candidate on Offer In-house Interview Scheduled Colours indicate work item types • Sees work as flow • Starts from current process and roles • Visualises the work and process
- 14. @andycarmich #kanban 14 WOK Service Delivery: • Focus on the customers’ needs and expectations • Manage the work; not the workers • Evolve policies to improve customer outcomes Don’t start by changing other people‘s work… Start from customers’ needs and how your service can be fit for purpose
- 15. @andycarmich #kanban 15 WOK Evolution… • Identified two sources of work from two types of customer: • PMs – job requisitions (multiple people, single role, single target date) • Candidates – information, assessment, feedback • Customers have different criteria for “fitness for purpose” • Design of system must meet both criteria effectively • Two tier board • Multiple routes to completion • Classes of Service and • Cost of Delay • End-to-end scope extended • Limited WiP?
- 17. @andycarmich #kanban 17 WOK 1. Visualize 2. Limit work in progress 3. Manage flow 4. Make policies explicit 5. Feedback loops 6. Improve and evolve
- 18. @andycarmich #kanban 18 WOK Requests Selected Active Acceptance Complete Discarded Commitment On-going Ready 4 6 4 Delivery System Lead Time Kanban uses kanban systems to balance accepted demand with capacity/capability Released Receipt Customer Lead Time Request
- 19. @andycarmich #kanban 19 WOK Requests Selected Active Acceptance Complete Item per time period Discarded Commitment Ongoing Ready 4 6 4 System Lead Time Released Receipt Customer Lead Time Accepted Request Delivery Regular cadence Sync’ing System and Customer Lead Time` Time in Active Time in Delivering
- 20. @andycarmich #kanban 20 WOK Feature Selected 2 - 5 Pool of Ideas User Story Identified 30 User Story Preparation In Progres s Ready User Story Development In Progres s Ready (Done) Feature Acceptance 8 In Progres s Ready Deploy - ment 5 Delivere d Feature Preparation 3 - 10 In Progres s Ready Discarded Epic 511 Epic 606 Epic 287 Epic 329 Epic 439 Epic 562 Epic 478 Epic 431 Story 602-01 Epic 335 Epic 302 Epic 602 Epic 512 Story 602-04 Story 602-02 Story 602-06 Story 602-03 Story 602-05 Story 302-03 Story 302-01 Story 302-07 Story 302-02 Story 302-08 Story 302-06 Story 335-09 Story 335-10 Story 335-04 Story 335-08 Story 335-03 Story 335-01 Story 512-04 Story 512-07 Story 512-02 Story 512-05 Story 512-03 Story 512-06 Story 335-06 Story 335-05 Story 335-02 Story 512-01 Story 335-07 Story 302-09 Story 303-05 Story 302-04 Epic 221 Epic 662 Epic 651 Epic 589 Epic 444 Epic 609 Epic 577 Epic 362 Epic 468 Epic 401 Epic 582 Epic 521 Epic 339 Epic 276 Epic 694 Epic 213 Epic 274 Epic 287 Epic 388 Epic 419 Epic 386 Epic 294 1 5 1 5 Policy Business case showing value, cost of delay, size estimate and design outline. Policy Selection at Replenishment meeting chaired by Product Director. Policy As per “Definition of Done” (see…) Policy Small, well- understood, testable, agreed with PD & Team Policy Risk assessed per Continuous Deploy-ment policy (see… Commit- ment to Develop Commit- ment to Deliver Source: https://en.wikipedia.org/wiki/Kanban_(development)
- 21. @andycarmich #kanban 21 WOK The 3 Dimensions of Scaling Kanban Chains: expand the scope (before / after) Portfolio Product Service Personal Products - Goals Strategic Direction Features - Value Product Management Stories - Delivery Day to day Leadership Tasks - Focus Individual Professionalism WEEKS/ DAYS DAYS/ HOURS MONTHS/ WEEKS YEARS/ QUARTERS Hierarchies: related work items with different sizes, timescales and levels of decision-making (scale-free Kanban) Networks: management of interdependent services at the same level
- 22. @andycarmich #kanban 22 WOK The team’s first retrospective
- 23. @andycarmich #kanban 23 WOKThe team’s first wall poster!
- 24. @andycarmich #kanban 24 WOK Visible work Focus on value Focus on Delivery The team’s first physical board
- 25. @andycarmich #kanban 25 WOK • What happens upstream? • What happens downstream? • What other services are needed to deliver value? (Support, Operations, Marketing)
- 26. @andycarmich #kanban 26 WOK Marketing Challenges? • Time management. • Priority management. • Unclear ownership. • Reactive, not proactive. • Difficult to complete complex projects. • Project waterfalling (water-failing).
- 27. @andycarmich #kanban 27 WOK “Hi Simon. Have you tried Kanban?”
- 28. @andycarmich #kanban 28 WOK Kanban for Marketing • Simple at first • Daily Stand-up • Benefits: • Visibility • Task ownership • Things were getting completed! But...
- 29. @andycarmich #kanban 29 WOK Our Work Flow is More Complicated! • The workflow is defined • Tasks get blocked, reviewed, TESTED • Filter options added • The kanban system evolves...
- 30. @andycarmich #kanban 30 WOK Our kanban system for Marketing Positives • Tasks Completed Faster • Ownership of jobs • Reduced task-hopping • More transparent workloads • Visibility of reviews and “tests” • Easier to work between departments • Visibility of business imperatives • Confusion over priorities • Overloaded backlog • Lack of large project vision • “Easy” tasks being selected • Project stagnation • Vague completion times Negatives What’s the next step?
- 31. @andycarmich #kanban WOK 31 1. See your organization as a network of inter-dependent services 2. Scale out sequentially, service by service 3. Design each service independently from first principles 4. Use feedback loops through the management system to achieve balance and improve service delivery to customers
- 32. @andycarmich #kanban 32 WOK Expanding across Clearvision Maturing in its ability to apply Kanban as the company grows Spectrum Product Dev Marketing ACP Programme Operations / Hosting Professional Services Projects
- 33. @andycarmich #kanban 33 WOK Marketing’s Kanban Evolution Cross Departmental ‘Width’ in Operation Work Passed Between Departmental Kanban Boards
- 34. @andycarmich #kanban 34 WOK changeinfo Stand-up Delivery Planning Risk Review Replenish- ment Strategy Review Operations Review Service Delivery Review change info change infochange info changeinfo change info changeinfo info change Kanban Cadences and Feedback Operations Review Quarterly Directors/Management Daily per Service/Dept Monthly Spectrum Review Monthly Spectrum Review Monthly Product Steering Group Monthly Management Meeting Monthly Management Meeting Source: Kanban ESP, David J Anderson @djaa_dja
- 36. @andycarmich #kanban 36 WOK Åhlström, P. and Modig, N. (2012). This is Lean: Resolving the Efficiency Paradox. [Book] 1st ed. Stockholm: Rheologica Publishing. Anderson, David J. 2010. Kanban: Successful Evolutionary Change for Your Technology Business. [Book] United States: Blue Hole Press. Anderson, D. (2015). Kanban Enterprise Services Planning: scaling the benefits of Kanban. [online] SlideShare. Available at: http://www.slideshare.net/agilemanager/enterprise-services-planning- scaling-the-benefits-of-kanban-54207714 Anderson, D. (2016). Fit For Purpose Score. [Blog] LinkedIn. Available at: https://www.linkedin.com/pulse/fit-purpose-score-david-anderson Anderson, D. (2016). Introducing Fitness Box Score. [Blog] LinkedIn. Available at: https://www.linkedin.com/pulse/introducing-fitness-box- score-david-anderson Anderson, David J., and Andy Carmichael. 2016. Essential Kanban Condensed. [Book] United States: Lean Kanban University. http://leankanban.com/guide Carmichael, A. and Wood, S. (2015). Cross-department Kanban systems, London Lean KanbanDay 2015. [video] Available at: https://www.youtube.com/watch?v=U-d_FeCe_f4 Hammarberg, M. (2016). How Kanban Helped Save a Hospital in Indonesia. [video] Available at: https://www.youtube.com/watch?v=nEKuY9P53Q4 Modig, N. (2016). The Efficiency Paradox, TEDx Talks. [video] Available at: https://www.youtube.com/watch?v=hGJpez7rvc0&t=908s Moran, M. (2011). Kanban for Short Intense Projects: How We Used Kanban to Visualize Our Hiring Process Workflow and Make Our Lives Easier. [Blog] Personal Kanban. Available at: http://www.personalkanban.com/pk/designpatterns/kanban-for-short- intense-projects-how-we-used-kanban-to-visualize-our-hiring-process- workflow-and-make-our-lives-easier/ [Accessed 5 Jul. 2017]. Wikipedia (2011). Kanban (development). [online] En.wikipedia.org. Available at: https://en.wikipedia.org/wiki/Kanban_(development) [Accessed 5 Jul. 2017]. Slides: slideshare
- 37. @andycarmich #kanban 37 WOK Physical book available from Amazon and other booksellers. PDF can be downloaded from leankanban.com/guide Template can be downloaded from goo.gl/Ho5nz8!