Focus

Focus

Consultant www.crisp.se

Projektn채ring 9 maj, 2014

Henrik Kniberg

Father

henrik.kniberg@crisp.se @HenrikKniberg

Organizational coach & mentor Author

Henrik Kniberg

Chapter 1

Helping companies improve

Agile

Lean Kanban

Scrum XP

Henrik Kniberg

Case study: Game development company Design-ready games

Game backlog

15

8

1m

Concept pres.

4h

6m

Actual work: 3 months Time to market: 25 months

Resource planning

1d

1w

Graphics design

Sound design

1m

3w

Production-ready games

12 Dev

6m

6m

3m (1m+2m)

Integr. & deploy

3w

Needed: 5 volunteers

100% resource utilization = 0% flow Max utilization, Slow flow

Henrik Kniberg

Medium utilization, Fast flow

Before Design-ready games

Game backlog

15

8

1m

Concept pres.

4h

6m

Production-ready games

Resource planning

1d

1w

Graphics design

Sound design

1m

3w

Actual work: 3 months

12 Dev

6m

6m

3m (1m+2m)

Integr. & deploy

3w

Time to market: 25 months

After Cross-functional game teams

7 times faster

Game team (graphics, sound, dev, test, deploy, etc)

Time to market: 3-4 months

Better games

Less Planning

More fun

Year 1 Q1

Q2

Q3

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Q4

Year 2 Q1

Q2

Q3

Q4

Year 3 Q1

Q2

Q3

Q4

10

60+ squads

Stockholm, Gothenburg, New York, San Francisco

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Spotify Squad

Cross-functional Self-organizing End to end responsibility

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Some powerful principles

• • • • •

Optimize for flow, not resource utilization Focus on value, not output Visualize work in progress Do few things at a time Adaptive planning

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Chapter 2

Helping yourself improve

Kanban

Scrum

Pomodoro 4hr work week

Lean

Agile

GTD

XP

Henrik Kniberg

(Getting Things Done)

7 habits of highly effective people

Where do you find the time?

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1 life ≈ 700,000 hours 1 year = 8,766 hours

1 day = 24 hours

1 week = 168 hours

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Stuff To Do > Available Time

∞ 24 hours

Available time

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Stuff you think you need to do Stuff you want to do Stuff others seem to want you to do

Stuff to do

Most ”musts” aren’t

∞ Your Choice!

Stuff that you REALLY need to do

Henrik Kniberg

24 hours

Available time

Stuff you think you need to do Stuff you want to do Stuff others seem to want you to do

Stuff to do Options

The ONLY WAY to ”find time”... ... is to do less of something else

Option 1: Do less

”I wish I had time for D”

A

D

A

D

B

B

C

C

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Option 2: Get more effective D

A B C

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stop saying

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Chapter 3

How to control the hamster wheel

The overflow problem

First step: Isolate the noise

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Inbox = ONLY new stuff!

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Sounds familiar?

Yes, you are correct.

Most of this stuff is...

NOT NEW!

TM

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Do 1 thing until Done

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Split large tasks

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Action mode = Teflon mode

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WIP Know your WIP Actions, Projects, (work in progress) Commitments, Promises Appointments Someday / Maybe Check out

Read

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Blog about

Ideas

10 actions

Limit WIP How will you recognize when are overburdened?

3 projects

6 starred emails 60% stress

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2 minute standup discussion • How do you recognize when you are overburdened?

• How can you visualize & limit your personal WIP? 2 mins

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End

Learn how to get inbox to zero

INBOX ROBOT

2 minute rule

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STOP when inbox is clear!

Don’t be an inbox junky!

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Action mode: One action at a time. Ignore inbox.

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ys a d d l o Ba d

Inbox size Now

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Too much WIP? Stop Starting.

Start Finishing!

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Chapter 4

The art of‌.

Practice!

On a count of 3, say:

“No”

Henrik Kniberg

Practice!

On a count of 3, say:

“No thanks” Henrik Kniberg

Avoid saying “I don’t have time”!

“I don’t have time” Henrik Kniberg

Template for fast & respectful No

<Thank You> <Clear No> <Honest Reason> <Suggestion (optional)>

Henrik Kniberg

2 minute standup & practice!

• Ask each other for favors.

Examples: • Proof-read my presentation • Help fix my slow computer • Teach me to play guitar/golf/whatever • Lead this new project

• Practice the fast & respectful No. <Thank You>

2 mins

<Clear No> <Honest Reason> <Suggestion (optional)>

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End

80/20 rule

Value

Effort Henrik Kniberg

Maximize Value, not Output

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Know your Values

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Always understand WHY you are doing something Build a Bridge OK

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Always understand WHY you are doing something Build a Bridge Why?

?

We need to get to the other village without getting wet.

Options: • Bridge • Ferry • Tunnel • Move the villages together • Reroute the river Henrik Kniberg

Create a value filter Stuff WIP monitor

No

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Someday Maybe

Yes

Install the value filter

Inbox cruncher

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Schedule time for focused personal reflection WIP review

Personal board meeting ies b b o H

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Team reflection

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Visualizing Awesomeness

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Lean/A3-based approach to improving stuff Now Actions

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Target

Definition of Awesome!

• You are awake at least 110 hours per week • Are you willing to reserve 1% of this time, to make the other 99% more effective & pleasant?

• Then do it. Now.

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4 types of activities Clearing inbox

Reflecting

Getting Stuff Done

Whatever

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Chapter 5

Getting OFF the hamster wheel

19m

Thrashing

Overflow

Balance

Slack

Slack

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Once upon a weekend

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Nov 10-12, 2006

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Slack rule

1 day per week

Slack rule

2 days per week

WIP Henrik Kniberg

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Slack fueled a positive feedback loop!

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Chapter 6

Where do you want to be?

76

You ARE what you DO!

How do you spend your time?

77

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How do you WANT spend your time?

What is your Definition of Awesome?

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Move towards here

You are here

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2 minute standup discussion • What is one thing you like to spend more time doing?

• What can you spend less time doing, to make that possible?

2 mins

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End

Chapter 7

A personal storyâ&#x20AC;Ś

9m

Dilemma â&#x20AC;&#x201C; Dec 2010 I like travelling... ...but I donâ&#x20AC;&#x2122;t like being away from my family

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If you could do whatever you want, what would you do?

6 month round-the-world family trip!

Wouldnâ&#x20AC;&#x2122;t that be cool?

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But we can’t, because…

Don’t have time Can’t take the kids out of school What about the house, the hamster, the aquarium...

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Too many work commitments Travelling with small kids is difficult What about my bands?

We canâ&#x20AC;&#x2122;t becauseâ&#x20AC;Ś

What would it take to make this happen?

Agreement from the family A date constraint Less work On-the-road schooling ...

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Vision: Big Family Trip

Coaching/teaching Email

1-2 hours per week

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2-3 days per month

Making it Happen

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88

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Departure Date: Oct 1 Motive

Preparations Must Do

Vision

Should Do

Could Do

89

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Challenge: Reduce workload Lots of work

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Very little work

List all commitments/projects/clients orem ipsum dolor sit amet, co nse ctetur

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Categorize & filter End or pause

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Delegate or outsource orem ipsum dolor sit amet, co nse ctetur

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Prioritization filter

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- Predictable workload - Responsibility - Fun & interesting - Matches my travel plan - High ROI

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Accept new

Keep Phase out

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(automatically ends before 1 Oct) orem ipsum dolor sit amet, co nse ctetur

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Scrum Gathering Tokyo

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Tait NZ

Measure & gradually reduce workload 10-15 email hours / week 12-16 client days / month

Current workload

1-2 email hours / week 2-3 client days / month

Target workload Dec 2010

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Oct 2011

Big Family Trip

Travel “spike”

Round the world, 6 months Small Family Trip London, 4 days

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95

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96

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Wonâ&#x20AC;&#x2122;t finish all preparations!

97

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Focused hard on getting things done These can be done while travelling

Skipped these

98

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Japan West Indies

Peru

New Zealand

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101

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103

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Clothes ”WIP limit”

Give away

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Chapter 8 WIP and Waste is everywhere!

Learn to see it.

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8

8

8

8

8

8 160+

8

8

8

8

8

8

8

8

8

8

8

8

16

1-2 days!

1

Mon 7:00

3 4 Tue 22:00

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Mon 22:00

Mon 11:00

2

8 16 8

8

8

8

8

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<1 hour!

1

Mon 7:00

Mon 7:30

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2

Before • 160 items used per day • 1.5 days flow time per item

After • 60 items used per day • 1 hour flow time per item

• = avg 240 items in progress!

• = avg 2.5 items in progress!

• = 100x cleaner kitchen!

Henrik Kniberg

Lean = Reduce Waste = Achieve the same result with less effort

A B C

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A B C

Lean = get fast by reducing waste Donâ&#x20AC;&#x2122;t increase the speed

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Reduce the distance!

Nagging = waste

”Brush your teeth!” ”Hurry up!”

Alternative: Visual Definition of Done

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”Have you eaten breakfast?”

”Where are your shoes?”

”HEY wake up or we’ll be late”!

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There are no hard problems.

Just hard solutions

Jerry Weinberg Henrik Kniberg

Chapter 9

Wrapup

2m

Now

Bad old days

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Shu Ha Ri Shu = Follow the rules Ha = Adapt the rules Ri = Ignore the rules

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Isolate the

Do 1 thing until

noise

Done

Know

your WIP

Limit WIP

stop saying

Iteratively improve your life

Learn how to keep Inbox

Empty

Decide how you want to spend your time

Stop Starting, Start Finishing, until WIP is acceptable

Notice how you spend your time

Reserve

slack

Schedule time for

reflection

Install a

Value Filter

Learn to say No