Personal Kanban for a

better life
How to use Personal Kanban to
better organize your life at
work and at home

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Agenda of the day
09:00 09:30 What is a Kanban - Five stages of the workflow
09:30 10:00 Stage I - Collection
10:00 11:00 SitGame
11:00 11:15 Coffee Break
11:15 12:00 Stage II and III - Processing and Organizing
12:00 13:00 SitGame
13:00 _ 14:00 Lunch Time
14:00 15:00 Stage IV and V - Doing and Reviewing
15:00 16:00 SitGame
16:00 16:30 Win a Prize
16:30 16:45 Coffee Break
16:45 17:30 Conclusions - Final Q&A

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Introduction

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Foreword
No tools are suggested
No proselytism among colleagues
No Kanban for projects
No etymological purism
No priorities
No in background activities
Learn to say NO

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The Problem
Too much to handle not enough time to get it all
done
The actual nature of our jobs has changed much
more dramatically and rapidly than our ability to
deal with work - knowledge work
An infinite quantity of information is now
available
Our jobs keep changing
Organizations are in constant morph mode
The average professional is more of a free agent
The old models and habits are insufficient

Risks
To become unreliable
To become non-responsive
Loose of the appropriate focus
on higher goals

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A Possible Solution
Mind like Water
Function productively with a clear head and a
positive sense of relaxed control
Existing methodologies
Already know how to do everything necessary to
achieve this high-performance state

Usage of a combination of tools and

techniques from time management
methodologies and business
productivity methodologies to
optimize day-to-day activity
management

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 Better management of changes

Benefits Keep important stuff from

Slipping through the cracks

More time for strategic activities Better management of really

important information

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What is a kanban

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What is a kanban
Kanban is a scheduling
system for lean and just-in-
time (JIT) production
developed at Toyota, to
improve and maintain a
high level of production.
Kanban is one method
through which JIT is
achieved.

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Kanban Examples - I

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Kanban Examples - II

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Kanban Examples - III

Kanban is NOT waterfall

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Kanban Examples - IV

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Kanban Examples - V

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Kanban principles
Visualize the workflow
Limit work in process
Manage flow
Make process policies explicit
Implement feedback loops
Improve collaboratively (using models and
the scientific method)

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Kanban metrics
Total Work in Process (WIP)
Blockers
How often are items blocked?
How long do they stay blocked?
Where in the process do blockers happen?
Throughput
Number of items completed per time period tracked from
week to week
Lead Time
The definition of lead time varies. How long it takes a card
to travel across the entire board

Kanban is an evolution, not a revolution. The longer you

work with and observe your process, the more youll
see ways for improvement.
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Personal Kanban Example I

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Personal Kanban Example II

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Personal Kanban Example III

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Personal Kanban Example IV

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MY Personal Kanban Example
Personal Kanban Board

Backlog Next actions Today/WIP Waiting For Reference

Incubation
Calendar

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 Five Stages of
Mastering Workflow

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The workflow
Getting Things Done (GTD) is a
time-management method
resting on the idea of moving
planned tasks out of the mind
by recording them externally
and then breaking them into
actionable work items. This
allows one to focus attention David Allen - 1945

on taking action on tasks,

instead of on recalling them.

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MY Personal Kanban Example
Personal Kanban Board

Backlog Next actions Today/WIP Waiting For Reference

Incubation
Calendar

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Questions and answers

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 Stage I
Collection

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 Stage I - Collection

Stage 1: Collection
You are always collecting stuff
- Collecting ways
- Directly (when you take a note)
- in the background (emails)
- Collection could be:
- Physical (tour your office in search of
items to collect)
- Mental (write out each thought, each idea,
each project or thing that has your
attention)
- Use a virtual or physical in-basket
area. = Backlog

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Why collecting
It's helpful to have a sense of the volume of stuff
you have to deal with
It lets you know where the "end of the tunnel" is
When you're processing and organizing, you don't
want to be distracted psychologically by an
amorphous mass of stuff that might still be
"somewhere"

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Issues About Collecting
You've got a lot more than will fit into one
in-basket
You're likely to get derailed into purging and
organizing
You may have some form of stuff already
collected and organized
You're likely to run across some critical
things that you want to keep in front of you

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Where to look at
Start with Your Desktop
Stacks of mail and memos
Phone slips
Collected business cards
Notes from meetings
Desk Drawers
Countertops
Inside the Cabinets
Mental Gathering: The Mind-Sweep

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Possible Sources
Projects:
started, not completed, that need to be started.
Commitments/promises to others:
boss/partners, colleagues, subordinates.
Communications to make/get:
phone calls, voice-mail, email inbox , pages, memos.
Other writing to finish/submit:
reports, evaluations/reviews, proposals, articles.
Meetings:
that need to be set/requested.
Significant read/review:
financial cash flow, budgets, forecasts/projections.
Planning/organizing:
current projects (next stages), upcoming projects business/marketing plans.
Administration:
legal issues, policies/procedures.
Professional development:
training/seminars, things to look up, skills to practice/learn
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Collection on the kanban
Personal Kanban Board

Backlog Next actions Today/WIP Waiting For Reference

Incubation
Calendar

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Sitgame
Siete un Project Manager di una societ di
ingegneria specializzata nella realizzazione di
impianti per lestrazione mineraria.
Vi vengono presentate tre situazioni, simulate
come gioco (sitgame), in cui potreste trovarvi
e vi viene richiesto di risolverle utilizzando le
tecniche illustrate durante il workshop.
Loutput di un sitgame costituisce parte
dellinput per il successivo.

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Sitgame I:
Come creare il backlog
Riceverete alcuni elementi da cui dovrete
ricavare le azioni da inserire nel backlog
Obiettivo
Riuscire a individuare le attivit di vostra
competenza nella confusione delle attivit
quotidiane
Raccoglierle ed esplicitarle in maniera corretta
per poterle elaborare successivamente

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time to work

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Sitgame I: Soluzione
Questions and answers

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Coffee break

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 Stage II
Processing

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 Processing

Stage 2: Processing
1. Take one item from the Backlog
Start from the top
Process only one item at a time
Dont put it back in your backlog.
2.

If there is no action, you should
Watch out!!
a. trash the item, or Process frequently
b. archive it for Reference, or Processing doesnt mean doing
c. put it in your Incubation list
3. If there is an action, you should
a. do it immediately
(if less than 2 minutes), or
b. delegate it to somebody (Waiting for),or
c. defer it for later by putting it in
the Next action with a appropriate
context list associated.

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42
Processing on the kanban board

Processing
Next Actions is where to
dispatch tagged kanban

Remember
Processing means to decide what
the thing is and what action is
required, and then dispatch it
accordingly
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Use of KB in Processing
Personal Kanban Board

Backlog Next actions Today/WIP Waiting For Reference

Incubation

Calendar

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Processing Guidelines

Process the top item first

Emergency Scanning Is Not Processing
LIFO or FIFO?
Process one item at a time
Deal with a small chunks
The Multitasking Exception
Never put anything back into "in."

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 Stage III
Organizing

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 Organizing

Stage 3: Organizing
Calendar
only actions day-specific and/or time-specific
Context lists
all actions that just need to be done as
soon as you can get to them
Project List (Work/Home)
any project that cannot be completed
with one next action, should be tracked
here
Watch out!!
Keep the number of context
Someday/Maybe List
items that you might consider doing it
lists to the essentials.
someday, but it is not important now Avoid a @Misc action list

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Example of Context Lists

@Home
@Work
@PC
@Call
@Errands

@Agenda

@Project

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 Calendar organization
Most important tasks
If possible, start your day with block of 1 or 2 hrs
During this time you focus on the most important tasks and priorities,
difficult projects and complex issues
Protect this time and do not allow any distractions
Routine and administrative tasks
Group as many similar activities together as possible (i.e.
administration)
Try to plan into the part of the day when you are not as productive
based on your individual biological rhythms
Meetings
Try to schedule several meetings close together, eg., late afternoon
or late morning
Plan flexibility time after each activity
Enable you to handle an emergency without adjusting your schedule.
Have a rest and switch your mind onto something else
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Quiz Staff Meeting
Monday 9:00 am

Call Web Consultant to

schedule a meeting to
@Office 1 hour - High
discuss next year
developments

@Call 10 min - Low

Reorganize my office
furniture

Paul will deliver the

report next Tuesday

@Office 4 hour - High

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Answer
Personal Kanban Board

Backlog Next actions Calendar Waiting For Reference

Call Web Consultant

to schedule a meeting
to discuss
Staff next year
Meeting
developments
Monday 9:00 am
Paul will deliver the
report next Tuesday Today/WIP
@Call 10 min - Low
Reorganize my office
furniture
@Office 1 hour -
High

@Office 4 hour -
High

Incubation

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Sitgame II: Processing and Organizing

A partire dalloutput del Game I effettuare il

processing e organizing di tutte le attivit
individuate.
Obiettivo
Riuscire a classificare le attivit ed a
posizionarle correttamente sul Kanban
Inserire in agenda le SOLE attivit day-specific e
time-specific
Kanban example For game

Call Web Consultant to

schedule a meeting to
discuss next year
developments

@Call 10 min - Low

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 Settimana Corrente
LUN MAR MER GIO VEN

8:00

9:00

10:00

11:00

12:00

13:00 Lunch Lunch Lunch Lunch Lunch

14:00

15:00

16:00

17:00

18:00
time to work

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 Settimana Corrente
LUN MAR MER GIO VEN

8:00 Reviewing

9:00 Progetto Genesis

Mr. Tompkins

10:00 Progetto Naum

incontro

11:00
Training
sicurezza
12:00

13:00 Lunch Lunch Lunch Lunch Lunch

14:00 Recuperare figli da

scuola
Progetto Exodus
15:00 meeting con
ingegneria

16:00

17:00 Staff Meeting

settimanale
18:00
Questions and answers

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LUnch time

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Stage IV
Doing

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Question
What is the first thing you do when in
office?

Answer:

Check your agenda first of all

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Avoid overcommitting

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 Doing

Stage 4: Doing
1. Check your calendar (Today)
what absolutely have to get done on that
day
2. Look at the items in the related Next
actions context lists
Available energy
Available time
3. If you are not working based on your
context list, work on planning
Thinking through on your projects and defining
the next actions

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Use of KB in doing
Personal Kanban Board

Backlog Next actions Calendar Waiting For Reference

1 3
Today/WIP
2

Incubation

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The Four-Criteria Model
The Four-Criteria Model for Choosing Actions
in the Moment
Context
Time available
Energy available
Priority

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The Threefold Model
The Threefold Model for Evaluating Daily Work
Doing predefined work
Doing work as it shows up
Defining your work

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The Six-Level Model
The Six-Level Model for Reviewing Your Own
Work
50,000+feet: Life
40,000 feet: Three- to five-year visions
30,000 feet: One- to two-year goals
20,000 feet: Areas of responsibility
10,000 feet: Current projects
Runway: Current actions

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 Stage V
Reviewing

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Keeping Your System Functional
What do you look at in all this, and when?
What do you need to do, and how often, to
ensure that all of it works as a consistent
system, freeing you to think and manage at a
higher level?

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 Review

Stage 5: Review
1. Looking at Your Calendar First
Review your current week calendar
Review next week calendar
2. Then Your Next Action
Review your project list and define next
action required for them.
Review all next action context list.
Review your someday/maybe list and look
for any projects that you want to work Watch out!!
on. Review your system once a
3. Finally gather and process all your
week, at least
"stuff."
Do a mind sweep and dump everything in
your in-basket
If time permits, process all your in-basket

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71
Use of KB in Reviewing
Personal Kanban Board

Backlog Next actions Calendar Waiting For Reference

1
3
Today/WIP
5 2

Incubation

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Sitgame III: Doing and reviewing
A partire dalloutput del Game II effettuare il
reviewing delle attivit individuate e
pianificare le giornate di luned e marted
Obiettivo
Riuscire a individuare le attivit pi urgenti e
pianificare la loro realizzazione
 Settimana Corrente
LUN MAR MER GIO VEN

8:00 Reviewing

9:00 Progetto Genesis

Mr. Tompkins

10:00 Progetto Naum

incontro

11:00
Training
sicurezza
12:00

13:00 Lunch Lunch Lunch Lunch Lunch

14:00 Recuperare figli da

scuola
Progetto Exodus
15:00 meeting con
ingegneria

16:00

17:00 Staff Meeting

settimanale
18:00
time to work

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 Settimana Corrente
LUN MAR MER GIO VEN

8:00 Reviewing incontro progetto

Esdra E123 rivedere
stime e fornirle
Rapporto
9:00 Progetto Genesis
Call con Tony Exodus
Mr. Tompkins Prendere visione 2
del documento leggere e
10:00 E123 contattare Progetto Naum XYZ-123 Help desk per
scrivere
Ingegneria 2 incontro mouse
feedback
11:00 Fissare incontro con
impianto
CFO 1 Training
elettrico sicurezza
12:00 settore 7
incontro Phil
progetto Eden

13:00 Lunch Lunch Lunch Lunch Lunch

14:00 Preparazione
Recuperare figli da
scuola
materiale Progetto Exodus
Preparazione
15:00 staff meeting meeting con incontro CFO
ingegneria incontro CFO
16:00 1 1
17:00 Staff Meeting Incontro
settimanale Progetto Admin tasks Admin
18:00 Eden progetti
Questions and answers

77
Win A Prize - Contest
Rispondere alle domande apponendo una crocetta sulla risposta
selezionata
La risposta corretta unica per ogni quesito. Per ogni domanda
selezionare ununica risposta
Conservare la pagina con lidentificativo del test
Punteggio:
100 punti per ogni risposta esatta
1 punto in pi in base allordine di consegna

2 1 3 78
Coffee break

79
Win A Prize - CONTEST RESULTS
P01
Pt.2025

P02
Pt.2024 P03
Pt.2023

2 1 3 80
Conclusions

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84
References
Bibliography
Allen, D. (2001). Getting Things Done - The Art of Stress-Free Productivity. Penguin
Group.
Cuniolo, S. (2015, Aprile 17). Mind Your Own Business, Project Manager! Tratto da
Prezi.com: https://prezi.com/sppmecc6bdip/mind-your-own-business-project-
manager/
Kanban: How to Get Started with Continuous Improvement. (s.d.). Tratto da
Leankit.com: http://leankit.com/kanban/how-to-continuous-improvement/
Wood, L. (2014, Gennaio 26). How To Use Kanban To Get Organized At Home. Tratto
da Sockets and Lightbulbs - Brigth ideas on agile Leadership:
http://blog.socketsandlightbulbs.com/2014/01/26/how-to-use-kanban-to-get-
organized-at-home/

Contact me:
Sergio Cuniolo
sergio.cuniolo@gmail.com
Skype ID: yorick.jester
https://it.linkedin.com/in/sergiocuniolo

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