project management with kanban: from basics to metrics

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Kanban: From Basics to MetricsJason Morio Projectplace Segment Manager

2015 Planview, Inc. | #


Welcome and housekeeping About Projectplace Lean & AgileKanban a collaboration trendA Handful of Metrics for SuccessSummary


2015 Planview, Inc. | #My name is Nikki Glaser and I will be moderating todays webcast.

Heres what we have planned for todays session:

First, I will go over a bit of housekeepingThen we will move right into our Webinar on Kanban: From Basics to Metrics

At the end of todays webcast we will host a brief question and answer session2

175,166registered usersOver 1 millionFounded as one of the worlds first SaaS companies1998number of projectsin people-centric collaborationPioneer


Average service

2015 Planview, Inc. | #Projectplace has been around for over 17 years and was one of the original SaaS offerings dating back to the late 1990s along with the rise of companies like focus is on project collaboration and we provide a very easy-to-use but powerful cloud-based solution that enables teams around the globe to get things done.To date there are over 1M+ registered users -- in organizations large and small, domestic and international, and from Media to Mining companies -- using Projectplace to manage over 175k projects.Our parent company, Planview based in Austin TX, acquired Projectplace in the summer of 2014 and we are excited to bring provide this elegant and powerful project collaboration offering to North America as well as worldwide.3

Project management & execution Team & task collaborationDocument collaboration

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2015 Planview, Inc. | #We have spent the last 17 years building and providing to our customers a unique offering brings together three distinct capabilities into one powerful project collaboration tool:Basic project mgmt & execution enables you plan the high level structure and timeline for the project easy to use and understand whether youre a PMI-certified project manager or an accidental oneTeam & task collab via Kanban boards, which provide a highly visual, easily digestible way to know whos working on what and when we will dig into this in much detailDocument mgmt documents, even if not the ultimate deliverable, are always involved in projects and we take the hassle out of working with documents and trying to find the FINAL FINAL versions of things in your emailThere are many, many tools out there that do one or two of these but we pride ourselves on being one of the very few that brings all of these capabilities into one tool that does more, not more tools


Lean & Agile

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2015 Planview, Inc. | #Before we jump into Kanban, lets take a brief look at some of the principles and disciplines that gave rise to the phenomenon of Kanban and its popularity.5

Lean & AgileEfficiency = to increase or maintain perceived customer value with less workSelf-organized teams: The ones who execute the work should be the ones planning itControl through transparency Continuous improvementWorkflows should be visible for everyoneKanban-inspired visual management toolsNonlinear Management (NLM) Management techniques and strategies started to appear more than 60 years ago. Examples: Systems Theory (CAS), Concurrent Engineering, Toyota Kaizen, Lean Production

Important values and principles within lean and agile

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2015 Planview, Inc. | #Lean & Agile are non-linear management techniques whose roots date back over 60 years agoLean comes from Toyota in 1960s, which spawned Kanban to keep production lines flowingAgile inspired by Lean, gained popularity in software development and has evolved from Agile teams becoming now Agile organizations as it spreads into other departments such as marketing, budgeting & finance, etc

Lean and Agile are concepts that are a part of the same management megatrend, which focuses on perceived customer value and the following principles:

Efficiency focusing on what our customers think is valueable, not what we think isSelf-organizing teams let teams organize the work to execute, mgmt helps prioritize and break logjamsTransparency fosters engagement within teamsContinuous improvement always looking at current processes and workflows, evaluating via follow up meetings or retrospectives to examine what worked, what didnt, what can be improvedWorkflows coupled with transparency, let every one see whos working on what and where the more visible something is, the more likely it is to be acted uponKanban provides visual transparency into flow of work, popularized by software development teams that took Kanban from the physical world and made it digital


Working lean is all about reducing waste and adding valueCommunicationVisual management toolsStandardizationKaizen - Continuous improvementJidoka, right from me/quality/stop at errors


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2015 Planview, Inc. | #Looking specifically at Lean, lean is about:Reducing waste, adding customer value continuously looking at things that do not improve customer value, which leads to higher efficiencyCommunication - encourage users to add value by commenting on documents, cards, posts etcVisual mgmt tool Kanban boards and cards to represent flow of workStandardize on what is working, templates7

Agile - Responding to change

What most people thinkWhat successful people know

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2015 Planview, Inc. | #Agile is about responding to changeThe big bang approach to projects whether software-related or other is to plan, budget, execute the classic waterfall modelSometimes this works, sometimes it doesnt due to a whole host of reasons, typically involving budget, goals, time etcWaterfall cycles are typically very long cycles and since its extremely difficult to predict the future, results are often out of date by the time they arrive

By contrast, the agile way promotes the division of projects into shorter interactions towards a goalThis enables teams to check in with the customer at each interaction and adapt to changes as needed in shorter cyclesWith this approach, the cost of failure is much lower when determined at the interactions as opposed to finding out at the end of the big bang


Sprint a chunk of timePeaceful and focused work for the teamEstimates and updates for the stakeholder

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2015 Planview, Inc. | #These shorter interactions are called SprintsAnd sprints are just chunks of time -- typically 2 4 weeks in duration that define a focused effort towards a specific goal in shorter timeframesThe example here shows a set of sprints across several of our own dev teams represented as cards aligned to activities on the Gantt Plan in Projectplace something we call Gantt ReinventedSprints provide teams with focus and clarity as to what is expected of them and it becomes easier to keep stakeholders apprised of status and updates with these smaller, more manageable body of work9


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2015 Planview, Inc. | #


The danger of multitaskingMany people take pride in how well they multitask. But new research suggests some big downsides to it:Multitasking increases the chances of making mistakes and missing important information and cuesMultitaskers are also less likely to retain information in working memory, which can hinder problem solving and creativityWe think we can but it is simply impossible neurologicallyCauses cognitive impairmentCan lead to people making objectively poorer choices, choices they later regretIf you want to read more about this:To learn more about Organize Your Mind, Organize Your Life, visit the Harvard Health Publications website. Dr. Paul Hammerness and Margaret Moore, authors of Organize Your Mind, Organize Your Life, a new book from Harvard Health

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2015 Planview, Inc. | #We often pride ourselves on our abilities to multitaskIn fact you can find plenty of job postings from employers specifically stating the ability to multitask as a requirementHowever, research shows that it comes at a cost -- and what suffers most are our innovative and creative abilitiesJumping too quickly between tasks or context-switching -- leads to poor choicesPoor choices lead to regret and stress and overall unenjoyable work situationThis is what Kanban boards can help with11

Kanban boardVisual signal a cardA pull systemCulture of continuous improvementVisualization of work and teams progressFlow stop starting, start finishing!Success through collaborationEnable customer value through continuous deliveryWhat is a?

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2015 Planview, Inc. | #What is a Kanban board?Kanban is derived from the Japanese words: kan = visual signal, ban = card Its origins date back to the 1950s within the the Toyota Production SystemToyota introduced and refined the use of kanban in a relay system to standardize the flow of parts in their production linesLine-workers used a kanban (an actual card) to signal steps in their manufacturing process and this became one of several tools Toyota developed to ensure that inventory was based on actual customer orders rather than managerial forecasts. This highly visual nature allowed teams to communicate more easily on what work needed to be done and when. Fast-forward to the 2000s and agile software development teams have since