Date post: | 20-Mar-2017 |
Category: |
Self Improvement |
Upload: | freelancer |
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Hacking time &
Manage Flow
AHOY!
I am Derek SalmonOrganisation addict and Kanban lovers
� Simple project management
� Create a workflow
� Improve productivity
� Reduce time loss and stress
� More free time and innovation
Goals
Your Todo list Now
1. Visualise work aka Kanban
2. Manage todo list with GTD
3. Timeboxing and optimisation with Pomodoro
4. Use the Flow, Spike design and manage urgence
5. How to use these methods
“How to improve your
productivity, work better, have more time for quality and fun.
1.
Visualise Work
The post-it, the board and the Kanban
Kanban
A project management tool to organise them all
Without strict rules
Post-it for every tasks
� Determine all your tasks� Note them on a post-it/card
○ Title○ Description○ Others important informations (deadline, ID)
� Separate tasks between current, next, etc.� Put them on a board to see all your tasks� Avoid to overload your board first
Tip: You can use both and connect post-it with ID but it takes time
Chose the right tool
Online
� Perfect for remote team� Data are easy to collect� Backup
White Board
� Best option for beginner� Flexible� More visual� Perfect for meeting
Segment your workflow
� How your workflow is divided ?
○ Detect the different steps of your process
○ The different categories of work
○ The different size of work (story point like 0,1,2,3,5… or S,M,L)
○ A column = a step
Do you feel the power of the
organisation?
Organise your tasks V1
Urgent / Important
These tasks are the more valuable for your customers
Tasks to plan
You will have to do them but they don’t produce a value for your customers now
Do you really need to do that?
Forget them
“Create value for your customer first.
Kanban principles
VisualiseSee all your work
Limit work in progressToo much tasks reduce your productivity
Manage flowAvoid tasks switching
Make policies explicitSee the type of each items
Use feedbacksAnalyse the quality of your flow
Improve and evolveYour flow and products
“And nothing more
Psychology ad
Visualise work� Make it more understable� More easy to share� …. It’s more fun too
Kanban example
BacklogFor later
TodoNext important task
In progressWe are working on it
TestingTest the quality of the product
DeploymentWe release the feature
DoneYeah, it’s done
Trello is
your friend
Stop
starting,
start
finishing
2.
Personal Todo list with GTD
Manage priority and avoid disturbing
Organise your tasks V2
� Collect all your tasks (great you have do it in part one)
� Determine the goal of the task, describe it and add useful informations (done too)
� Organise
○ Is it actionable?■ No
● Useless: go to trash● Useful later: archive, notes
Organise your tasks V2
� Organise
○ Is it actionable?■ Yes
● Less than 2 minutes: do it now● You can't do it: delegate● Several task: it’s a project, planned it, divide it (Kanban)
Organise your tasks V2
� Review your performance○ Fixed a moment to think about it
� Engage○ Do the next most important task
Organise your tasks V2
Know your task
Reminder
� Post-it� Whiteboard� Application
Clear goal
� What is the value, the reward� Now the needs� The specificity
� Help to divide project
Psychology ad
Small task create instant/fast reward
� Good for motivation� Good for concentration
3.
Timeboxing
Pomodoro and concentration
Pomodoro
Break5 minutes
Focus25 minutes
Focus25 minutes
The goal
� Know the time for each task with a unique metric (a pomodori)
� Help to focus
� Help to break tasks and create instant reward
� Flexible, you can use variation ○ 30/5○ 45/10
How to use it
� Find a tool○ Online timer○ Kitchen timer
� Track and see your performance
� Use other tool during pomodoro○ No emails○ Block social media (use an application)○ Phone in silent mode
� Report the number of pomodori in your Kanban ○ Dot on a post-it
� Make a bigger break after 4 pomodori
� Don’t rush to finish! Begin another pomodori○ You can do half pomodori
� It must help to focus without stress
How to use it
� After a day of pomodoro○ Review your performance
� If pomodoro doesn’t suite you○ Try to set up regular review of your work○ Try to have regular breaks
■ Stand up : good for health■ Go outside the office for true break
How to use it
Psychology ad
Brain runs fast but on short distance (thanks Gimli)
� Short break increase productivity
� Help to see problems
4.
Personal Flow and Urgence
“A flow is a mental state of operation in which a person performing an activity is fully immersed in a feeling of energized focus, full involvement, and enjoyment in the process of the activity
Source: Csíkszentmihályi, Mihály (1996), Creativity: Flow and the Psychology of Discovery and Invention
Creativity is particular
� When your find inspiration or the flow
○ Break the pomodoro■ Increase timer■ Don’t use it anymore
○ But keep a reminder, an alarm which fixed a limit■ Avoid to going too far
Spike design
� Design is difficult to segment○ Need to be coherent○ Need to connect different features
� When design needs important evolution = spike design○ Freeze the kanban flow and answer to the design problem○ Manage the others services
■ Code review, improvement■ Fedex Day■ Improve tools
Urgence is particular
� Specific item in your list
� A specific line in your Kanban○ Don’t follow the same flow○ Use a particular response
� It could be another specific task (maintenance, critical bug)
“Don’t make too much exceptions
on your workflow
5.
How to use
A whiteboard, post-its, kitchen timer and some metrics
“No true method
No exact principles
“Adapt it to your
workflow/method/team/behavior
Make it fun please �
Step by step
Implement TryTest
&Review
Final
example
thanks!
Any questions?
You can find me at� [email protected]� @drksalmon or Linkedin� www.dereksalmon.me
Credits
� Agile and Kanban community○ Linkedin / Twitter / Quora / Reddit
� Books to go deeper○ Kanban in action by Joakim Sunden and Marcus Hammarberg○ Getting Things Done by David Allen○ The 4-hours a week by Tim Ferriss○ Flow by Mihály Csíkszentmihályi○ Pomodoro technique illustrated by Francesco Cirillo and Noteberg○ Rework by David Heinemeier Hansson
� Presentation� Base on template by SlidesCarnival� Photographs by Unsplash