HOW TO: Limit Your Work-in-Progress #1–Calm Down and Finish

We had a long series, which is soon to become a mini-book, on why you should limit your work-in-progress (WIP). In it we focused on the dangerous side effects of being overworked, of which there are many. Those articles show how an organization might begin to limit WIP, but not really the individual.

And, since this is the Personal Kanban site after all, we should probably talk about how we, as individuals, can limit our WIP.

For this first post, we’re going to start with the simplest answer. The sports shoe answer – just do it.

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The key to just doing anything is not doing everything else. David Allen promotes a “stop doing” list to compliment a “to do” list. In that vein, here we don’t want to prematurely end tasks you are working on an never revisit them, but we do want to postpone some tasks so that other can be completed. In the beginning, a large part of our READY column will be populated with tasks we know we already started, but are setting aside to focus on the few tasks in WIP.

Calm Down

The first thing to do here is to recognize that the work you are setting aside will get done. In fact, by setting it aside and waiting to complete the tasks in Doing, you will likely get it done sooner than if you didn’t defer it in the first place.  So, calm down, your current fears of delayed completion are due to how long its taken you to finish things in the past – in a non-WIP limited world.

Why was it so hard before?

We covered this in the Why Limit WIP Series:

• It’s hard to remember well in a chaotic environment

• Completion is fulfilling

• Multi-tasking Creates Overhead

• Context Switching destroys our ability to think

• There is no social cost for taking on work

• We have no healthy constraints to stop us from overworking

• We are fundamentally unaware of the impacts of our workload

When we limit our WIP, we are able to focus, complete faster (much faster), and likely have an end product of higher quality.

We’ve been told over the years that productivity is a good thing. However, true productivity means completing things of quality – not simply doing lots of things at the same time and completing very little.

It should be common sense that if we focus on one thing, we will complete it faster.

We need to lose our irrational fear of not being productive, and replace that with embracing being effective.

So calm down, take a look at the task at hand, focus on it, and finish.

A Note

This will work most of the time. However, there are some complexities. We want to know:

• What is the right thing to work on?

• What is standing in my way of completion?

• How large of tasks should I be taking on?

• I have so many people counting on me, how do I tell some of them to wait?

• I’m interrupted so many times a day, how can I focus?

We will cover these in upcoming posts.

The Pen: The Handoff Column

Modus Board with the Pen

In our work, we have tasks we need to do, tasks we are doing, and tasks we’ve completed. We know we have a WIP limit and that we shouldn’t exceed it. But tasks aren’t always as tidy as we’d like. We don’t just start tasks and work until they’re DONE. Tasks, very often, involve input from others over whom we have little or no control.

For this purpose, Tonianne and I use THE PEN. In the board to our right (our actual board), you can see that Toni started working on getting a contract amended and then had to send that off for review and comment. While it’s gone, we don’t want to take her away from her other tasks. So she’s moved it into The Pen where it will reside until the outside party has done their bit.

We are blessed on this day to only have one item in THE PEN. Ordinarily we have five or six. When they stack up, it’s a sign that we’ve let them linger too long and should follow up on the tickets. We will also, if need be, set a deadline or a reminder on tasks in THE PEN. Today, that’s not the case – she’s reasonably sure that she’ll get a reply sometime by the end of the week.  However, if tasks are going to sit in THE PEN for a long time or if there is a deadline we have to meet, we will certainly set a date to check on it.

We want to limit our WIP to lighten our cognitive load and let us focus. However, we will often find ourselves in a position where we have several things waiting action by others. It’s okay to sequester these tasks and move ahead with active work.

Do The Right Small Thing

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When you look at your Personal Kanban, do you have tasks like “Do the Dishes” or are they more like “Build a House”?

If they’re more like the latter, ask yourself why.

Good Things Are Completed In Small Packages

Lean thinking asks us, in industry speak, reduce our batch sizes. This is their way of saying we should find tasks that can be completed quickly, effectively, and without many surprises.

We are more likely, whether at work or at home, to complete small tasks than large ones. Why?

They’re Small – First off, small tasks are simply that. They’re small. We can therefore complete them in less time.

They’re Understandable – Small tasks are easy to grasp. We can easily envision what needs to be done, how much uninterrupted time it should take, and what the end state will look like.

They are Stable – If a small task is something we can get done quickly, it means the chance of interruption is less and the potential number of complications is low. With most of our work, interruptions actually provide the most complication. That complication adds instability to our estimates.

They are not Scary – Large tasks, because we know full well that they are instable, are frightening. They evoke our fear response,  making us procrastinate, making us spend more time planning how to mitigate risk, and distracting us while actually doing the work. Small tasks, because we understand them and they are stable are much less scary.

We are Confident – A small, stable, and understandable task is something we can promise to someone else and feel confident about the promise.

We can Knock Them Out – Think about how good a day feels when you move a lot of tickets off your Personal Kanban. Now, think of days where nothing moving. Sluggish movement on the Personal Kanban makes us feel sluggish as well.

Small Deliveries Make a Big Delivery

When  we start a large project (and there certainly are large projects) we need to look at that project and figure out what the units of value are in it. Is this project something that has to be done all at once? Are there elements of this project that can be delivered quickly to provide value along the way? What do my customers really want from this project? What is the likelihood of interruptions causing me to shelve this project for long periods of time? Can I come back to this project and remember where I was?

If we can divide the project into smaller pieces of deliverable interim value, then we can can start enjoying some of the benefits of the big task – even if is has yet to be fully realized.

Say you have a big project that is: renovate the basement. This involves moving everything out of the basement, ripping out the walls, moving plumbing, putting in new walls, putting in floors, doing new electrical, painting, getting new furniture, and then enjoying the basement.

Many people look at that task and say, “That’s big, I’d like to do that, but I don’t have time.”

There are smaller tasks there, however. The first might be, “Go through basement and donate all unused or unwanted items.” (For some of us, even this is a big task).  After that might come a task of “Get a new sofa” or even “Draw up basement plans”. Each of these provides immediate value and may well change the outcome for the larger project. Say you get rid of the clutter in the basement and find, lo and behold, there’s a lot more room down there now.

Now, instead of gutting the basement, you can do a few coats of paint, a few simple repairs, and you have a much more livable space.

Throughput of the Small

In my own life, I had a huge office with people working in it every day for 10 years. I also had a home studio where I had been both working and writing for 10 years. When I closed the office, I was left with 10 years of combined office and home paperwork and other junk.

I set aside a plan where each day I needed to take out one wastebasket worth of recycling. Over the course of a few months (I travel a lot), I was able to work my way through the mountain of combined personal, Modus, and Gray Hill history. If I had sat down and done that large task all in one sitting, it would have left me unable to write or work for clients. It would have been boring and, likely, I would have lost interest mid-way through and started just picking up huge piles of paper and shredding it without looking at it.

Using a small task throughput model like this, where I do a little a time, I could keep focus, work my way to completion, and not have to worry about the huge daunting task.

Pomodoro and Kanban for Greater Household Throughput

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Pomodoro splits for cleanliness

We’ve written before about the Pomodoro technique, which is (at its most simple) dividing your work into 25 minute chunks and having a bit of rest and recap at either end.I use the Pomodoro Daisuki plugin for Chrome for this. Pomodoro Daisuki is a hybrid Personal Kanban / Pomodoro app that lets you build quick and disposable Personal Kanbans to quickly get stuff done.But … it doesn’t stop there.We use LeanKit to manage work for Modus and Personal Kanban. That Personal Kanban looks like this:But I, like some people (not others, I know) tend to relax while cleaning things. So, I noticed that during my Pomodoro breaks I was usually cleaning bits of the house.So, in Pomodoro Daisuki, I built this second “attack the house” Personal Kanban. Nothing here is pressing. There is no “need” to get these done. I’d just like a cleaner house and this lets me see what could be focused on during the break. For me, I have a few minutes, and at the end of this rather mindless task I get the gift of a slightly cleaner house.Note that all of these are pretty tiny tasks – maybe 5 minutes long if I really slow down. But I’ve noticed that keeping this up and using it means that I work my way around to tasks I would ordinarily forget about. For example, “Change filter in the fridge” is in that done pile somewhere. That was a three minute task that results in clean water and a healthy fridge.Another thing I should note is that if I don’t feel like cleaning – I don’t clean. This isn’t a board to force me to clean. It’s a board to help me engage in productive, rewarding, and somewhat enjoyable stuff during my break.One last point … note that we are using two tools for two different purposes. Examine what your needs are and use the right tool!

Small New Years Projects (Cabana Kaizen)

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For those of us who might be sitting in a world of clutter, where a million small tasks have become one daunting one - I DON’T KNOW WHERE TO START! - the only way out of that jungle is through.Since every journey begins with a single step - we can only begin by simply beginning. But that first step is usually the hardest.Homes are especially plagued by little tasks that never seem to get done. They mount up and all seem to be equally important or equally unimportant. Prioritization is difficult, and procrastination ensues.So, I propose the over-all New Year’s Resolution - This year, each month my house will be a little better.To do this, you can create a Personal Kanban for this specific purpose - or a swimlane on your existing board. They would look something like this:The steps here:1. Come up with 12 small, but noticeable projects2. Start with the smallest one3. Do one a month.That really wasn’t too difficult, was it?You’ll find, as I have, that keeping a board like this compels you (in a good way) to want to do many more than 12 of these small projects.Two things are important here:First, start small and stay small. Make incremental improvements that you and others can see. Don’t rebuild the house or put in new floors right away. Again, like in the last post, we are forming habits here. For Gary, the first task he’s taking on is finishing one that has been sitting uncompleted. Before making it a set of tasks - it was part of that daunting sea of blue tickets. Now, that project is alone. It’s manageable. And better yet, the cards are atomic - meaning each car is actionable on its own and in relative short time. If Gary is sitting at his desk in his home office working and wants to take a short break - he can go line up the cans of paint, judge how old they are and what’s needed and move the card. Having moved that one card, he’s now one step closer to getting that bit of existential overhead removed from his life forever.Second, keep that Personal Kanban visible! If you can’t see the Personal Kanban, it can’t remind you and it can’t reward you. If Gary doesn’t see that list of projects he won’t feel any more compelled to complete them than he did before the board. And if he completes tasks he can see that there is progress and will be more likely to continue that progress.We humans are very good at procrastinating - use the board to undermine this natural behavior and get the work done. Completed projects mean a prettier home and a better life. (And yes, relaxing can also be a goal on the kanban - it’s not about work, it’s about life.)