Personal Kanban - On the Personal Kanban Couch with Scott and Ray

From time to time, we all get stuck.

In the middle of this project I got stuck with Personal Kanban and was not sure how to move forward. I am very fortunate to know people like Brian Bozzuto, and even more fortunate that he was willing to take the time to help coach me through my practice of PK.

And I am equally fortunate to know Scott Bellware and Ray Lewallen. These guys are usually my first
call when I get stuck with things that are related to Agile. They are both very smart, and they both have a lot of experience. But the main thing for me is that they both see the world, and the work, in a way that is completely different from how I see it. More often than not, our conversations end up with me gaining a perspective I would probably not have found on my own.

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

Projects At Work Podcast Interview with Don Kim on his Personal Kanban Practice

My Projects at Work Podcast Interview with +Projectation Don Kim on his Personal Kanban practice can be found here:
http://www.projectsatwork.com/blog/Dave-Prior/6737/

Track Your Happiness helped me gain a better understand of my unique issues with determining "value", but, in general, I think happiness is not really my bag... or at least, not the driving force behind my understanding of "value". While working on this project I have been talking with a lot of people who do evaluate things that way. They see the things they have an opportunity to do as either "things which make me happy" or "things which do not make me happy". So, the prioritization happens based on the degree of expected happiness or degree of expected unhappiness.

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)

B) How I felt finishing it (-3 to +3)

C) Overall mirth from having it done (-3 to +3)

http://farm1.staticflickr.com/87/263228000_9513c97026_o.jpg

One of the things I realized in tracking the work I was doing was that for some items, the simple act of finishing it off can be as valuable as getting some newer items done.  This is especially true for the ones that have been sitting on the Kanban board smirking at you and taunting you in all their undone glory. The longer they sit the more mental and emotional weight they take on.  

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. 

After a few weeks Boz and I reviewed the results and for the most part, the information they offered were things that were already been apparent. Going through this process did have one very significant  result though. It caused me to pay more attention to how I felt about each thing I was doing while I was doing it and when I was finished doing it. I became more present with what I was doing and more aware of the impact it was having - which may be a significant contributor to the perception of value.

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.

http://farm4.staticflickr.com/3529/3229050640_ed5393886a_o.jpg

I have lots to do.
I want/need to do it all.
I have limited time.
I need a way to decide what to do first - always

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.

Personal Kanban - Weeks 13-16

Zen and The Art of Personal Kanban Maintenance

Phaedrus had Quality 

I have Value

The more I examine my approach to getting work done, the more I am aware of the inefficiency I have baked into it. The more I study about Lean, the more I become concerned about "waste". Waste is bad. Waste must be exterminated!

But what about the waste that is in there on purpose? Is that really waste?

When I teach classes, I bring a few extra workbooks for students, just in case. Most of the time, it goes in the trash at the end. So, the waste of creating extra materials for extra money is made worse by discarding it at the end of the class. Massive waste. However, that waste provided me with peace of mind that enabled me to be better focused on teaching the class. So, was it really waste?

To understand what waste is occurring and where it is taking place,  I need to understand what I am doing that does not contribute to "value". 

Value = ?

In interviewing people about Personal Kanban, several of them said they prioritize work based on what makes them happy and that they only do things with make them happy. 

Initially, this sounded great, but, 

IF (value = happy)

THEN (who changes cat litter?)

I wasn't doubting the people who told me they prioritize based on what makes them happy, I was just struggling with all the other stuff that still had to get done.  When I asked what they did with the work that did not make them happy, they said they would delegate it if it was truly necessary. This was not something I was able to envision applying to my own world though.  I have no one to delegate to.

(Minions would be nice.) Even if I did, the thought of just dumping all the not happy work on them does not seem entirely in synch with my understanding of  servant leadership.

I am clearly struggling with "value". I need some help.

Milestone...

To mark the halfway point in my 6-month experiment with Personal Kanban here is an update on where I am with it…

Original Goals - 100% achieved

1. I have learned more about how Kanban works and how it is different from Personal Kanban.

2. I have demonstrated to myself that I am capable of actually practicing some version of Personal Kanban

Having reached a point where I have solved my initial questions (above), I realized that to go any further with this I was going to need to solve a different (bigger) question:

What is value?

I also realized that if I wasn't going to go the same route as Phaedrus, I was going to need some assistance. 

I've coached teams in Agile, but I've never had a coach myself. This seemed like the perfect opportunity. I asked Brian Bozzuto if he would be kind enough to coach me and he was kind/foolish enough to agree to work with me for a few weeks. During our initial calls we talked about a number of topics which I will be posting about in the coming weeks. One of these was "value".  After discussing the prioritizing by happiness approach, it seemed that defining happiness first would be key.  Boz suggested we both try an experiment. We each signed up for Track Your Happiness http://www.trackyourhappiness.org/. Once you sign up you being receiving polls from them a few times a day trying to determine your relative level of happiness. After you complete a number of surveys they create a report that is designed to provide you with a better understanding of the things which truly bring you happiness. 

In the next post I will explain why the DFW is (sadly) my happy place.