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Making Work Visible - Expose Time Theft

Making Work Visible - Expose Time Theft

The ability to adapt quickly matters. Time matters. A lot. In this talk, Dominica describes the 5 thieves of time, explains why they matter and provides guidance on how to expose time theft.

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Dominica DeGrandis

October 09, 2018
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  1. ddegrandis.com @dominicad Dominica DeGrandis Director, Digital Transformation Making Work Visible:

    Expose Time Theft
  2. ddegrandis.com @dominicad “Things take too long” is a universal problem

    work request How many get work intake requests via email? Disconnects in communication interferes with collaboration & delays delivery
  3. ddegrandis.com @dominicad https://www.lifewire.com/5g-availability-us-4155914 When is 5G Coming to the US?

  4. ddegrandis.com @dominicad https://www.lifewire.com/5g-availability-us-4155914 The ability to adapt quickly matters. Time

    matters. A lot. EXPOSE TIME THEFT WHAT’S THE POINT?
  5. ddegrandis.com @dominicad Dominica DeGrandis The 5Thieves of Time Unplanned work

    should we Oh, btw still here Conflicting Priorities Unknown Dependencies Neglected work Too Much WIP Foundation of interruptions
  6. ddegrandis.com @dominicad Dominica DeGrandis Thief Too much Work-in-progress (WIP) THIEF

    TOO MUCH Work-in-Progress (WIP) Too much WIP comes from too much Yes
  7. ddegrandis.com @dominicad The Honey Do List?

  8. ddegrandis.com @dominicad AUDIENCE question Why do you take on more

    work than you have capacity to do?
  9. ddegrandis.com @dominicad WIP is a leading indicator

  10. ddegrandis.com @dominicad Dominica DeGrandis Thief Conflicting Priorities Projects and tasks

    that compete with each other. Conflicting Priorities is a time thief b/c people take on too much WIP when priorities are unclear. Expose all the WIP • Visualize WIP • WIP limit as enabling constraint • Primary factor of speed is the amount of WIP
  11. ddegrandis.com @dominicad “The difference between successful people and very successful

    people is that very successful people say “no” to almost everything.” ~Warren Buffett https://www.goodreads.com/author/show/756.Warren_Buffett
  12. ddegrandis.com @dominicad Think twice before saying yes

  13. ddegrandis.com @dominicad Dominica DeGrandis Thief Unplanned Work Transaction costs: Low

    for a one-time 6 month supply High for a one day supply. Knowledge work is perishable Consider Reducing Batch Size
  14. ddegrandis.com @dominicad Dominica DeGrandis Thief Unplanned Work Unplanned Work: Interruptions

    that prevent you from finishing something or from stopping at a better breaking point. Unplanned Work is a time thief b/c unplanned work usurps planned work @dominicad While economies of scale can reduce costs in manufacturing, software is a different story. Two things to consider: • Transaction cost • Holding cost
  15. ddegrandis.com @dominicad Dominica DeGrandis Unplanned Work: Interruptions that prevent you

    from finishing something or from stopping at a better breaking point. Unplanned Work is a time thief b/c unplanned work usurps planned work THIEF UNKNOWN DEPENDENCIES Teams rarely work in isolation. The larger the org, the more teams, the higher probability of unknown dependencies. The hardest thing we do is communicate across teams.
  16. ddegrandis.com @dominicad Why Dependencies Matter • 8 ways to have

    three inputs • 1 in 8 chance of on time delivery • Every dependency doubles your chance of being delayed • Dependencies are asymmetrical in their impact. • 4 dependencies = 16 possible outcomes People aren’t available when needed
  17. ddegrandis.com @dominicad Synchronize Coordination across teams. Make dependencies visible

  18. ddegrandis.com @dominicad Remove Dependencies when possible The more teams, the

    higher probability of more dependencies. Loosely coupled components
  19. ddegrandis.com @dominicad Dominica DeGrandis Unplanned Work: Interruptions that prevent you

    from finishing something or from stopping at a better breaking point. Unplanned Work is a time thief b/c unplanned work usurps planned work THIEF UNPLANNED WORK
  20. ddegrandis.com @dominicad Dominica DeGrandis Thief Unplanned Work Why Unplanned Work

    matters Unplanned Work: • Delays planned work • Steals your predictability
  21. ddegrandis.com @dominicad Dominica DeGrandis Thief Conflicting Priorities Projects and tasks

    that compete with each other. Conflicting Priorities is a time thief b/c people take on too much WIP when priorities are unclear. Expose Unplanned Work • Unplanned work in yellow • Resistance to logging unplanned work
  22. ddegrandis.com @dominicad 53,308 security incidents, 2,216 data breaches, 2,216 https://www.verizonenterprise.com/resources/report

    s/rp_DBIR_2018_Report_execsummary_en_xg.pdf Allocate capacity for security
  23. ddegrandis.com @dominicad Look at Flow time Expose delays from Unplanned

    Work date Unplanned work delays Planned work Influence others using the power of visualization Approx right instead of exactly wrong
  24. ddegrandis.com @dominicad Synchronize Coordination between Help Desk and Development

  25. ddegrandis.com @dominicad THIEF CONFLICTING PRIORITIES A decision to do one

    thing is a decision to delay something else.
  26. ddegrandis.com @dominicad @dominicad https://itrevolution.com/book/the-cornerstone-for-winning/ https://www.youtube.com/watch?v=qav1y7G15JQ People have a finite amount

    of capacity Why Conflicting Priorities matter
  27. ddegrandis.com @dominicad Explicit Prioritization Policies help teams be more predictable

    § PNW rainy weather causes unpredictable Landslides § Limited number of rails - freight trains have higher priority
  28. ddegrandis.com @dominicad How to Prioritize? Explicit Prioritization Options ROI: Return

    of investment Cost of investment CoD: Missed revenue (gen, rev protection) costs (staffing, operational) WSJF: Delay cost Duration FIFO: First In First Out HiPPO: Highest Paid Persons Opinion wsjf - http://reinertsenassociates.com/books/ if work is same size, do work w/ high CoD If work is same Cod, do short work 1st if size & CoD are diff, base priority on delay cost divided by duration measure of impact of time on desired outcomes
  29. ddegrandis.com @dominicad How do you prioritize your work? AUDIENCE question

  30. ddegrandis.com @dominicad Dominica DeGrandis Thief Conflicting Priorities Projects and tasks

    that compete with each other. Conflicting Priorities is a time thief b/c people take on too much WIP when priorities are unclear. Expose Competing work items • Visualize priority indicators • identify top 5 things • Not everything needs a fixed due date • can't deny what’s not worked on • Reflection of latest state of understanding or misunderstanding
  31. ddegrandis.com @dominicad Dominica DeGrandis Thief Neglected Work Neglected Work is

    partially completed work that gets postponed. It’s work that sits idle on the bench waiting for attention. Neglected work is a time thief b/c it either gets in the way of higher value work or it delays the delivery of important work. NEGLECTED WORK
  32. ddegrandis.com @dominicad Dominica DeGrandis Thief Neglected Work Neglected Work is

    partially completed work that gets postponed. It’s work that sits idle on the bench waiting for attention. Neglected work is a time thief b/c it either gets in the way of higher value work or it delays the delivery of important work. Why Neglected Work Matters
  33. ddegrandis.com @dominicad Make tradeoffs clear – set strategic direction with

    Flow Distribution
  34. ddegrandis.com @dominicad https://www.lifewire.com/5g-availability-us-4155914 • Make Work Visible • Expose the

    Time Thieves • Synchronize coordination TAKEAWAYS
  35. ddegrandis.com @dominicad Synchronize Coordination Make Visible

  36. ddegrandis.com @dominicad • Speed happens • Visible status • Traceable

    info The BENEFITS are transformative
  37. ddegrandis.com @dominicad Email: dominica@SendYourSlides.com Subject: flow To receive: • copy

    of this presentation deck • excerpts of Making Work Visible • Tasktop video on JIRA/SN tool integration • Forrester article: Agile-Plus-DevOps With Value Stream Management • IT Rev paper: Overcoming inefficiencies in work mgmt. systems