ddegrandis.com @dominicad Dominica DeGrandis Director, Digital Transformation Making Work Visible: Expose Time Theft 

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 

ddegrandis.com @dominicad https://www.lifewire.com/5g-availability-us-4155914 When is 5G Coming to the US? 

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? 

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 

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 

ddegrandis.com @dominicad The Honey Do List? 

ddegrandis.com @dominicad AUDIENCE question Why do you take on more work than you have capacity to do? 

ddegrandis.com @dominicad WIP is a leading indicator 

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 

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 

ddegrandis.com @dominicad Think twice before saying yes 

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 

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 

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. 

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 

ddegrandis.com @dominicad Synchronize Coordination across teams. Make dependencies visible 

ddegrandis.com @dominicad Remove Dependencies when possible The more teams, the higher probability of more dependencies. Loosely coupled components 

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 

ddegrandis.com @dominicad Dominica DeGrandis Thief Unplanned Work Why Unplanned Work matters Unplanned Work: • Delays planned work • Steals your predictability 

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 

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 

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 

ddegrandis.com @dominicad Synchronize Coordination between Help Desk and Development 

ddegrandis.com @dominicad THIEF CONFLICTING PRIORITIES A decision to do one thing is a decision to delay something else. 

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 

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 

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 

ddegrandis.com @dominicad How do you prioritize your work? AUDIENCE question 

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 

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 

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 

ddegrandis.com @dominicad Make tradeoffs clear – set strategic direction with Flow Distribution 

ddegrandis.com @dominicad https://www.lifewire.com/5g-availability-us-4155914 • Make Work Visible • Expose the Time Thieves • Synchronize coordination TAKEAWAYS 

ddegrandis.com @dominicad Synchronize Coordination Make Visible 

ddegrandis.com @dominicad • Speed happens • Visible status • Traceable info The BENEFITS are transformative 

ddegrandis.com @dominicad Email: [email protected] 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