Presentation by Craig Smith and Renee Troughton delivered at Agile Australia 2013 on 20 June 2013. Using task boards or story walls is a key Agile practice, but are you making the most of it? Visual Management is more than just putting cards on a wall, it is a growing style of management that focuses on managing work only by what you can see rather than reports or paper being shuffled around. Visual Management allows you to understand the constraints in the system, mitigate risks before they become issues, report on progress from the micro to the macro. Visual Management can also be used to demonstrate to customers and clients where the work they care about is at. This presentation is all about taking the management of your work to the next stage of transparency.

1. Craig Smith
Renee Troughton

2. Welcome…
Image: © DIC Entertainment http://www.imisstheoldschool.com/wp-content/uploads/2011/06/inspector-gadget-the-original-series-20060223115624749-000.jpgC

3. WARNING!
Much of
this may
seem
obvious
Image: http://3.bp.blogspot.com/-V6LkCqRzKsg/URgIsr021-I/AAAAAAAAAl0/xDTQYFNRo84/s1600/captain_obvious_by_stuartmcghee-d5mbxhw.jpgC

4. But…
We see
Crime
Scene
Walls
every
day!
Image: © Jerry Bruckheimer Television
http://images2.fanpop.com/image/photos/8600000/CSI-Las-Vegas-Episode-10-06-Promotional-Photos-csi-8615465-2000-1331.jpg
R

5. …information is
communicated by
using visual signals
instead of texts or
other written
instructions.
The design is
deliberate in allowing
quick recognition of
the information being
communicated, in
order to increase
efficiency and clarity.
What Is Visual Management?
“
Image: © Charles M. Schulz / Universal UClick http://4.bp.blogspot.com/_FYLeQ4ABYTA/TP5pZEWX29I/AAAAAAAAH_Q/167AW75OrHE/s1600/a_charlie_brown_christmas_13.jpg
http://www.thebestodds.com.au/wp-content/uploads/2010/07/hawks.jpg http://blog.toyota.co.uk/wp-content/uploads/2013/05/Kanban.jpg
Everyday
Visual
Management
C

6. Why It Is Important
Effective
retention
3 days after
a meeting
Spoken word only
Visual + Oral
Visual
Hearing
Smell Taste Touch
Human Learning Retention
C

7. Final
Thoughts
Flow
Management
Usability
Complexity
Thinking
GamificationThe Zone
Our flow today
R

8. Visual Management:
Flow Management
Image: © Thunderbox Films http://qfxblog.files.wordpress.com/2011/11/kenny.jpgC

9. To Do Analysis Develop Test Done
The Basic Flow
Agile
101 tells
us to
build a
wall like
this
C

10. Clear Instructions
Development Done:
• Code complete & reviewed
• Unit Tests pass & complete
• Acceptance Tests pass &
complete
• Checked in & build success
• Documentation updated
Instructions
for adding a
card
Instructions
for pushing
a card to
next queueR

11. Multi-Sprint Backlog
Can see a little
further down the
road…
C

12. Horizon & Queues
Groom
your
backlog
as you go
Works
well for
Kanban
(but
iterative
as well)
Manage
your work
via WIP
R

13. Story Map Backlog
Map out features
on a wall
Map out the
features and
dependencies
required
C

14. Value Tree Backlog
Single Feature,
bottom up growth
R

15. Multiple P/O Backlog
Visualising the
priorities for
multiple product
owners
R

16. Timeline Board
To Do
Doing
Done
R

17. Lean Startup Board
Repeat
Build / Measure / Learn
CC/R

18. Done By…
Done by
Cycle
Time
Done by
Time
C

19. vs
Done Burn…
versus
Are we on
track for end
of iteration?
C

20. Hourglass
Limited WIP
of 3
Tracks
stories &
tasks
R

21. Scrum Hero
Limited WIP
of 8
As part of a
larger zone
R

22. To Do
Doing
Done!
Representative
size
Balloon Board
C

23. LEGO Portfolio Board
DUPLO colour = Business
domain
DUPLO holes = Expected size
(people)
LEGO
colour =
Skill
type
Lower level =
Number of
people
needed
Upper level =
Number of
people
allocated
Divider
height =
control
level for
gate
DUPLO height = Expected
value/ROI
R/C

24. Lego Portfolio ManagementLEGO Portfolio Board
Why
Are
Doing
This?
Why
Are
Doing
This?
Idle
People
High
Depend,
High Risk
Under
Resource
R

25. Back At
Work?
Build boards to
visualise problems
that you have
Image: © Thunderbox Films http://image.guardian.co.uk/sys-images/Film/Pix/pictures/2007/09/27/kenny460.jpg
Keep it simple, but
visual
Keep
experimenting (or
refine your
awesomeness)
C

26. Visual Management:
The Zone
Image: © Paramount Pictures http://www.sorrisi.com/wp-content/uploads/2012/06/School-of-rock.jpgC

27. Task
Board
Story
Wall
Kanban
Board
Which means work
items should not be
called tasks, user
stories or
kanbans…
They are things on
a wall.
What’s In A Name?
C

28. The Team
The Customer
Management
What do I need to
work on now?
Where is my work at?
Which teams need my
support to remove
blockers and waste?
Who Cares About
Transparency?
R

29. Visual
Management
Zone
Metrics
People
Environment
Knowledge
Artefacts
Flow Zone
What’s Makes up
the Zone?
RC

30. The Zone:
Metrics
0 11 7
31
43.5 42 36.5
63 58.5
36.5
8 11
44 56 48
65
85
55 55 50 50 50
0
50
100
150
200
250
300
350
400
450
500
#01, 03-Dec#02, 21-Dec #03, 15-Jan #04, 25-Jan #05, 08-Feb #06, 22-Feb #07, 08-
Mar
#08, 22-
Mar
#09, 05-Apr #10, 19-Apr #11, 03-
May
#12, 17-
May
Scope (points)
Cumulative
Flow
Diagram
Burn Up
Chart
R

31. The Zone:
Metrics
Now
Targeting
Lobster
Lunch
Risk Heat
Map
R/C

32. The Zone:
Metrics
Code
Climate
Sonar
C

33. The Zone:
Metrics
Qualitative &
Quantitative
Maturity
Assessment
C

34. The Zone:
People
Mood
Chart
Leave
Calendars
Capability /
Dev Plan
RR

35. The Zone:
Environment
Environment
Status
Build
Status
Client
Mood
C

36. The Zone:
Knowledge Artefacts
State
Diagrams
Database
Diagrams
R
R

37. The Zone:
Flow Zone
Blackboard
Whiteboard
C

38. Back At
Work?
Seek forgiveness,
rather than
permission
Image: © Paramount Pictures http://www.ruthlessreviews.com/wp-content/uploads/2006/03/schoolofrock.jpg
Visual
management isn’t
just a flow board
Your key artefacts
should be visible
in the zone
R

39. Visual Management:
Complexity Thinking
Image: © Warner Bros. Pictures http://www.intellimusica.com/wp-content/uploads/2013/04/Inception-Top-Wallpaper-Sohan-Surag.jpgC

40. No Visual
Management?
So What Flow To Use?
Basic Flow?
Process
Flow?
R

41. At Home
La Marzocco
• Predictable
• No Expert
Required
Simple
• Predictable
• Expert
Required
Complicated
• Unpredictable
• Expert
Required
ComplexWorld Barista
Championships
Complex Coffee
RR

42. At Home
• Predictable
• No Expert
Required
Simple
Is Visual
Management
needed?
Coffee At Home
C

43. La Marzocco
• Predictable
• Expert
Required
Complicated
Is Visual Management needed?
To Do Doing Done
Large Latte
2 sugars
Macchiato
1 Sugar
Flat White
Large Latte
2 sugars
Cappuccino
2 Sugars
Expresso
Coffee At A Coffee Shop
Variability
is Small
R

44. To Do Doing Done
Large Latte
2 sugars
Macchiato
1 Sugar
Flat White
Large Latte
2 sugars
Cappuccino
2 Sugars
Expresso
Coffee At A Coffee Shop
Variability
is Small
R

45. Is Visual Management needed?
To Do Doing Done
Get
tablecloth
Order
cups
Test new
roast (day
7)
Test
Kenyan
Roast
Test new
roast (day
8)
Test new
roast (day
9)
Diffuser
delivery
Waiting
World Barista
Championships
• Unpredictable
• Expert
Required
Complex
Stop
Championship Coffee
Dependency
Management
Events Block
Flow
Significant
Variability
Extended
Flow
R

46. Systemic Flow Mapping
Systemic
Mapping
(Organisation)
Net Mapping
(Stakeholders)
Image: http://www.infoq.com/resource/articles/net-map/en/resources/NetMap-Example.jpg
http://solutioneers.files.wordpress.com/2012/05/systemic-flow-mapping-early-synergystic.pngR/C

47. Back At
Work?
Choose the
complexity of your
work to determine
the complexity of
your board
Image: © Warner Bros. Pictures http://filmjournal.net/100films/files/2010/08/2010_inception_014-1.jpg
Some work may
cross over
complexity
boundaries
R

48. Visual Management:
Usability
Image: © 20th Century Fox http://www.ropewalksliverpool.com/images/made/uploads/images/6432-minorityreport_600_super_725_340_90_s_c1.jpgC

49. Visual Management:
Usability
Why do we
care about
usability for
software?
Why don’t we
care about
usability in
visual
management?
Image: © 20th Century Fox http://www.tomcruise.com/blog/wp-content/uploads/2010/04/tom-cruise-minority-report2.jpgC

50. Index Cards
Have a low
variability in sizes
and shapes of
cards
RR

51. As a creator of user stories
I want to use the right coloured
pen
So that it is quicker for the
brain to read
As a creator of user stories
I want to use the right coloured
pen
So that it is quicker for the
brain to read
Colour Contrast
Use a strong
contrast of pen to
index colour
Use a pen that
works!
C

52. As a creator of user stories
I want to write neatly
So that it is quicker for the
brain to read and recognise the
work
As a creatorofuser stories
I want towrite neatly
So that it is quickerfor thebrainto
readandrecognise thework
Writing Style
Write neatly or print
cards.
Size does matter!
Although…
Research shows
hard to read fonts
promote better
recall.
Go figure…
R

53. Avatars
Use real photos not
characters or
images
Although, balance
this with fun or
team theme.
Renee T
Tokens to
determine status
R

54. As Craig
I want my picture used for my persona
So that it is quicker to recognise all the
work for me
In order for it to be quicker to recognise
all the work for me
As Craig
I want my picture used for my persona
User Story Templates
Use pictures / graphics
for personas
Use bold / underline to
emphasise quick searching
Be consistent with layout
and template
Think different
Put the value first
Don’t write two words or
the solution!C

55. Board Size
Can you stand back and
see the whole flow?
Can you zoom in on an
area of interest?
Continuous Delivery
is looking left and
right!
Avoid Water-Scrum-
Fall
C

56. Board Contrast
Ensure that flow lines
are not higher in
contrast than the work
items
Have a strong contrast
between the work
items and the surface
behind them
Painters tape
R

57. Board Relatedness
Create
relatedness of
sections through
colours
Create
relatedness of
queues through
shading
Paint or
Cardboard
R

58. Back At
Work?
Think about
design when
initiating a team
Find solutions that
are quick but
effective
Image: © 20th Century Fox http://www.zuguide.com/images/10654/10654.0.570.359.jpg
Good design ==
faster response ==
faster delivery
C

59. Visual Management:
GamificationC

60. Should
work
be
fun?
Image: http://3.bp.blogspot.com/-BQOFvq6Glsk/TWUDjAesz0I/AAAAAAAAADM/cFJWykp8ADM/s1600/fun+at+work.jpgCC

61. Achievements Wall
.
.
I don’t mind a good game
of blackjack too
All cards on the team’s flow
board have estimates
against them
The only way is up!
The Cumulative Flow
Diagram has been
consistently updated
each day for four weeks
RR

62. Gaming Development
IDE Broken
Build Messages
Broken
Build
Hat
Get Out…
Free Cards
C

63. Back At
Work?
Make work fun!
Image: http://www.agent-x.com.au/wp-content/uploads/2010/01/Pacman_on_twitter-0723634-218bc0c.jpg
Choose your
gaming to the
environment and
the people
Intrinsic
motivation trumps
extrinsic driven
goals
R

64. Final Thoughts
Image: http://www.laboratoriopop.com.br/imagensUpload/45189434231.jpg
R

65. Is my
wall
telling
me the
whole
story?
Probably not!
Start by mapping the
flow
Keep adjusting
Image: http://ctparentingclass.com/wp-content/uploads/2012/12/lets-talk-post-it-notes-300x199.jpgC

66. Reinforce
the
zone
Always go back to the
zone for discussions
about work
Lead others by
example and take all
meetings or status
updates to the wall
Image: http://www.romanpichler.com/blog/wp-content/uploads/2011/02/iStock_000014624446Medium.jpg
R

67. But my team is distributed…
Like distributed
Agile, it takes
more work!
You need an
electronic zone
The default tool
dashboards are
average
Image: http://ezylearn.com.au/wordpress/wp-content/uploads/2013/04/Lonely-office-man-003.jpgC

68. Spend your effort wisely…
Image: © Bays & Thomas Productions http://3.bp.blogspot.com/-sLp9UDsboyU/TWExLggxICI/AAAAAAAAAp4/53_rS2PrzPM/s1600/Barney+Stinson+Quotes.jpg
C

69. Our
ultimate
goal is to
deliver
value &
good
quality!
Image: © Miller-Milkis Productions http://www.cointalk.com/attachments/194954d1344827742-fonzie_add.jpgC

70. agileforest.com
renee@unbounddna.com
@agilerenee
craigsmith.id.au
craig@unbounddna.com
@smithcdau
Craig Smith
Renee Troughton
unbounddna.com
theagile
revolution.com
We are grateful to
assistance from:
@craigstrong