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Kanban boards step by step

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Giulio Roggero
Giulio Roggero

Updated version at https://www.slideshare.net/GiulioRoggero/kanban-board-82363781 Do you have a team that works on both project and maintenance? Do you need to organize your team activities? Do you have a lot of activities in parallel and the time to market it's a problem? With a Kanban board and an Agile approach you can solve your problems! Take a look of the animation of the slides to discover how it works.

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Kanban Boards step-by-step V0.5– beta See all credits on next slide! by Giulio Roggero under CC 3.0 license Normal Flow & WIP Urgencies Swarming People Sprint (a proposal) Support team Personal Time drivenLinked Kanban Cross-functional teams Scatter merge Program Lead TimePortfolio Examples
Credits V0.5 – beta by Giulio Roggero – Creative Common 3.0 License – http://www.agilereloaded.it Work inspired by great slides and posts written by: •  Joakim Sundén, Marcus Hammarberg and Christophe Achouiantz - http://www.slideshare.net/marcusoftnet/kanbanboards •  Antonio Lucca - http://tonyxzt.blogspot.it/2011/09/measurment-is-quantitatively-expressed.html •  Claudio Perrone - http://www.slideshare.net/cperrone/a3-kaizen-heres-how •  Benjamin Mitchell - http://blog.benjaminm.net/2012/06/26/how-to-study-the-flow-or-work-with-kanban-cards/ •  Gaetano Mazzanti - http://www.slideshare.net/mgaewsj/agile-in-the-bathtub •  David Anderson - http://agilemanagement.net/index.php/kanbanbook/ •  Fabio Armani - http://www.slideshare.net/tangram77/scrumban-a-methodology-fusion-bettersoftware-2011 •  Yuval Yeret - http://www.slideshare.net/yyeret/explaining-cumulative-flow-diagrams-cfd Graphics elements by Emanuele Mantovani – http://www.intre.it Great feedbacks by Fabio Armani, Gaetano Mazzanti, Marco Bresciani, Dario Giannoccaro, Stefano Leli, Fabio Ghislandi
Let’s start from a task list …
Todo
… and add statuses
Todo
Todo In Progress
Todo In Progress Done
… add some process
Todo In Progress Done
Todo In Progress Done
Todo DoneAnalYze
Todo DoneAnalYze WoRK
Todo DoneAnalYze WoRK VERIFY
… and queues
Todo DoneAnalYze WoRK VERIFY Doing
Todo DoneAnalYze WoRK VERIFY Doing Done
Todo DoneAnalYze WoRK VERIFY Doing Done Doing
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done
… and work-in-progress limits
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 WIP LIMITS!
Kanban step-by-step
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 FLOW à
Bottlenecks!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 WIP Limit of verify is 2! Complete one task before starting a new one…
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 STOP STARTING, START FINISHING!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Remove the bottleneck and the pull system restart the flow!
Waitings!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 NOTHING TO WORK ON, SPEED Up the analyze!
Say ciao to team members! Carlo Elena Marc Jean Emma
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Elena completed the verification AND now WHAT ITEM SHE WILL TAKE?
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 SHE HELPS JEAN IF PAIRING reduce the time to complete the task
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Another solution if support to jean is not feasible
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 ELENA WILL TAKE ANOTHer activity in queue
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 ELENA and jean are free, how to take a new task?
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Take the most important TASK togheter to speed the flow
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 OR …
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 … work in parallel if working together is not effective
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 … work in parallel if working together is not effective
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 … work in parallel if working together is not effective
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 … work in parallel if working together is not effective
Urgencies!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent à This is a swim lane, max speed here! à
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3
More urgencies levels?
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent More levels of urgencies?
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 URGENT You can highlight urgencies moving them on the top
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 CRITICAL! URGENT And draw lanes with different priority
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 CRITICAL! 2 4URGENT ADDing WIP LIMIT to each lane
Hey guys here there is a problem!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3 This work it’s not ok!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3 Option 1 – add to work queue the blocking issue
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3 Option 2 – add to work urgent lane the blocking issue
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Urgent 3 Option 3 - SWARMING! ALL on the bloCking issue!
Limit team activities with avatars
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 I’M Free! 2 TASKS x PERSON
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 I’M Free! 2 TASKS x PERSONI’m working on other stuff
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 I’M Free! 2 TASKS x PERSONI’m working on other stuffSICK VACATION
Forecasts
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 5 days from hereà
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 5 days from hereà 10 days from here à
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 5 days from hereà 10 days from here à Using historical data you can estimate the flow
Planning
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT Add the sprint concept to plan the priority of todoS every week
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT PLAN Plan for the next sprint during current sprint
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 THIS SPRINT NEXT PLAN Sprint completed, ready for next sprint
Linked Kanban boards, Scrum example
BACKLOG ACCEPTSELECTED WORK TEST Doing Done READY OK 20 SP TODO IN PROGR DONE FREE - max 2 avatars x person ß PROduct backlog SPRINT backlog à
BACKLOG ACCEPTSELECTED WORK TEST Doing Done READY OK 20 SP TODO IN PROGR DONE ß STORIES Tasks à FREE - max 2 avatars x person
BACKLOG ACCEPTSELECTED WORK TEST Doing Done READY OK 20 SP TODO IN PROGR DONE STORY FREE - max 2 avatars x person
BACKLOG ACCEPTSELECTED WORK TEST Doing Done READY OK 20 SP TODO IN PROGR DONE STORY Related tasks FREE - max 2 avatars x person
BACKLOG ACCEPTSELECTED WORK TEST Doing Done READY OK 20 SP TODO IN PROGR DONE FREE - max 2 avatars x person Live sprint!
Personal kanban board
IDEAS doing DONE 320
IDEAS faileddoing success 320
IDEAS failedplanned doing success 8 320
IDEAS failedplanned doing success 8 320 THIS MONTH
IDEAS failedplanned doing success 8 320 THIS MONTH NEXT MONTH
Support Team kanban board
tickets closeddoing resolved 320 8
tickets closeddoing resolved 320 8 Urgent 3
tickets closedplanned doing resolved 8 320 Urgent 3 8
tickets closedplanned doing resolved 8 320 Urgent 3 8 Today
tickets closedplanned doing resolved 8 320 Urgent 3 8 Today tomorrow
tasks bugs change requests new features
tickets closedplanned doing resolved 8 320 Today tomorrow Urgent 8 Use colors for activities types
tasks bugs change requests new features 20% 20% 20% 40% Limit mix of items types
Cross-functional team kanban board
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 4 6 4
Todo DoneAnalYze WoRK VERIFY Doing Done SW Done 4 6 4 SW – software devel!
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 6 4 FW – firmware devel! FW SW
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 6 4 HW – I build hardware! FW SW HW
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 WIP limits per lane FW 2 SW 3 HW 1
Scatter merge
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 This features is cross FW 2 SW 3 HW 1
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1 Split the features in Sw, fw and hw
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1 Merge taks for the feature
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1 Merge taks for the feature
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1 Merge taks for the feature
Todo DoneAnalYze WoRK VERIFY Doing Done Done 4 4 FW 2 SW 3 HW 1 Merge taks for the feature
Time driven kanban board
program project change requests new features sub-project
backlog DONEquarters MONTH DOING 8 520 current next 3 next current Strategy board
Program kanban board
Issues Team Backlog with priorities Todo this month 20   Free person Person on other projects Prj A Prj B Prj C Prj D Prj E Blockers Crtical Two avatars per person 20   Devel Test Acceptance Released Ready AcceptedIn prog Done 14   10   30   5   10  
Portfolio kanban boards
IDEAS Brainstorming APPROVAL 10 5 Idea generation phase OK DISCARDED SIZE & PRODUCT/SERVICE VISION KPI to monitor after deploy SIZING, VISION & KPI READY FOR FUNNEL Innovation bubbleS 4 Pre-funnel
Funnel backlog APPROVAL 10 Business & TECH AnaLYSIS 7 5 OK IN PROG DONE DISCARDED URGENCIES BACKLOG (WIP) SIZED SIZED+ VISION TEAM READY starting In prog UAT completed APPROVED & Closed IN Prod Idea generation implementation 5 deploy URGENCIES in progress (WIP) Operations BACKLOG (WIP) Operations in progress (WIP) Innovation bubble incubators
Lead time
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Lead time – end to end
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Lead time Cycle time – working on…
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Lead time Cycle time – working on… WIP LIMIT
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 Lead time Cycle time – working on… 2 in verify!
Draw them on cumulative flow diagram Todo In progress Done
Draw them on cumulative flow diagram Todo In progress Done Time à Items
Draw them on cumulative flow diagram Todo In progress Done Cycle time WIP
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2 ß Cool first done!
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Todo DoneAnalYze WoRK VERIFY Doing Done Doing Done 2 3 2
Real Examples
Business  ideas  and  selec,on   Urgencies   Teams   Closing  
Pre-­‐Funnel   Funnel Vision and T-Shirt Sizing Business Model, Business Case, Backlog, Devel, UAT, Deploy Initiatives Gathering Initiatives Analysis and Implementation
*http://trello.com
Stay tuned for next versions: •  Portfolio kanban boards •  Prisoner metric •  Control Charts •  How-to reduce the WIP step-by-step from current situation to one-piece-flow This is not the end … … is just the begin of your journey! Kanban is not only a board; Lean is not only Kanban. Be courios, respect people and improve, always!
giulio@agilereloaded.it @giulioroggero Giulio Roggero Visit www.agilereloaded.it for more informations

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Editor's Notes

  1. Per il ranking definitivo valutare anche il costo del ritardo e debito tecnico. Ogni iniziativa minore di 1 mese sarà riassunta sulla card di portfolio con: nome, costo, stato, se è urgente