Tools

7.1.2.1 Work Assignment*

Assigning work items to specific team members is a crucial step in the Get Work Done process. By considering factors such as skill sets, workload, and dependencies, teams can effectively distribute work and minimize bottlenecks. Proper assignment of work items also helps identify potential collaborations and dependencies between team members. For example, if a task requires expertise from multiple individuals, it may be necessary to assign it to a team or form a cross-functional team.

7.1.2.2 AI-enabled Digital Kanban Tool

In the context of Kanban initiatives, AI-enabled Kanban tools can provide recommendations that enhance task management by streamlining workflows, reducing decision-making time, and improving prioritization. By leveraging AI, teams can identify and organize Task Groups and Tasks that align with organizational goals, resource availability, and workload distribution. AI analyzes historical data, ongoing work, team performance metrics, and workflow objectives to suggest task groupings and specific tasks based on the following elements:

1. Work Item Characteristics: Task dependencies, estimated effort, and task type (e.g., development, testing, review).
2. Historical Trends: Past throughput, lead times, and success rates for similar tasks.
3. Resource Availability: Current team capacity and skillset alignment.
4. Priority and Impact: Business goals, deadlines, and the potential value of tasks.

AI-enabled digital Kanban tools can also suggest tasks for inclusion in specific Kanban Boards, addressing the needs of:

1. Backlog Refinement
2. Prioritization of Work
3. Work In Progress (WIP) Management
4. Risk Mitigation
5. Cycle Time Reduction
6. Innovation or Stretch Goals
7. Resource Utilization
8. Continuous Improvement

By incorporating the Task Groups and Tasks into Kanban initiatives, teams can optimize workflows, enhance productivity, and better align efforts with organizational objectives.

Figures 7-3, 7-4, 7-5, and 7-6 illustrate the use of AI in task management and collaboration within Kanban using an AI-enabled digital Kanban tool:

Figure 7.3: Use of AI in Kanban (Source: Notion)

Figure 7-3 above shows Notion’s task management interface with a task titled "Communicate the details of the event." It displays task details, comments from John Smith, and AI-assisted editing suggestions such as "Change tone," "Fix typos," "Shorten," "Summarize," and "Translate." The task status is marked as "In Progress" and is assigned to John Smith.

Figure 7.4: Use of AI in Kanban (Source: Wrike)

Figure 7-4 above shows a digital workspace for task management in Wrike, featuring a task titled "Communicate the details of the event," assigned to John Smith with a deadline of January 31. It includes AI-assisted options to modify the task, such as "Change tone," "Fix typos," "Shorten," "Summarize," and "Translate."

Figure 7.5: Use of AI in Kanban (Source: Airtable)

Figure 7-5 above depicts a product management roadmap interface in Airtable, showcasing a feature titled "More control over notifications" in the backlog stage, with an option to create an AI-assisted field for further analysis. Users can interact with the feature details, provide feedback, and manage its progress within the product roadmap.

Figure 7.6: Use of AI in Kanban (Source: Nifty)

Figure 7-6 above displays a workflow management interface in Nifty, focusing on task scheduling and recurrence options for a "Weekly Blog" article within the "Content Marketing" dashboard. It shows the recurrence pattern setup, highlighting an example of "Every first day of the month," along with options to customize the schedule, including start/end dates, reminders, and specific days of the week.

7.1.2.3 Task Estimation Tools

• Planning Poker: A collaborative tool used to estimate the effort required to complete a task. It is a consensus-based estimation technique used by teams to estimate the effort, complexity, or time required to complete a task. It involves team members assigning estimates using a set of cards with values representing effort (e.g., Fibonacci sequence: 1, 2, 3, 5, 8, 13, etc.). This technique fosters team collaboration and helps avoid bias in estimates. While estimation is less emphasized in traditional Kanban, Planning Poker can still be valuable in Kanban initiatives for forecasting work completion and improving flow efficiency.

Using Planning Poker in Kanban:

1. Gather the Team
2. Select a Work Item
3. Discuss the Work Item
4. Estimate Independently
5. Reveal the Estimates
6. Discuss Variations
7. Reach Consensus

Applying Planning Poker Estimates in Kanban:

• Work Item Size: Assign estimates (e.g., story points or effort) to visualize item size on the Kanban Board.
• Limit Work-In-Progress (WIP) by Effort: Instead of limiting the number of tasks, teams can limit the cumulative effort in progress.
• Cycle Time Analysis: Over time, teams can correlate estimated effort with actual cycle time, improving future forecasts.
• Forecasting Delivery: Sum estimates of items in progress and compare with team throughput to workflow delivery dates.

Figure 7-7 depicts the use of Planning Poker technique in a digital Kanban tool:

Figure 7.7: Planning Poker Technique (Source: Vabro)

Figure 7-7 above shows an online Planning Poker session in Vabro, displaying team members, a timer, and voting interface.

• T-Shirt Sizing: T-shirt sizing is a simple, relative estimation technique used in Agile and Kanban to estimate the effort or complexity of work items. Instead of using numbers or story points, teams assign sizes like XS (Extra Small), S (Small), M (Medium), L (Large), and XL (Extra Large) to represent the relative effort required to complete a task. While Kanban focuses on flow efficiency and limiting work-in-progress (WIP), estimation can still be valuable for assessing complexity, balancing workload, forecasting delivery, and highlighting risks.
• Using T-Shirt Sizing technique in Kanban:
  1. Select a Work Item
  2. Discuss the Task
  3. Assign a T-Shirt Size
  4. Visualize the Size on the Kanban Board
  5. Use Sizes to Manage Flow
• Benefits of T-Shirt Sizing in Kanban:
  • Fast and Simple
  • Focus on Relative Effort
  • Encourages Breaking Down Work
  • Supports Flow Efficiency
• Affinity Estimation: Affinity Estimation is a rapid, collaborative estimation technique used to size work items based on their relative complexity or effort. It involves grouping tasks into categories of similar effort rather than assigning individual estimates. This technique is particularly useful in Kanban for quickly estimating a large backlog without getting bogged down in lengthy discussions.
• Steps in using Affinity Estimation technique:
  1. Gather the Team
  2. Review Work Items
  3. Create Effort Categories
  4. Define Categories using T-shirt sizes or story points
  5. Sort Collaboratively
  6. Discuss Outliers
  7. Make Final Adjustments

Affinity Estimation in Kanban is a quick and effective technique for estimating work items based on relative effort, helping teams improve planning, identify large tasks, and maintain a steady flow of work.

7.1.2.4 Prioritization Techniques

Prioritization ensures efficient workflow management and value-driven decision-making. Few of the most popular prioritization techniques are as follows:

• MoSCoW Method: The MoSCoW Prioritization Method helps teams and stakeholders determine the importance of work items. It categorizes tasks based on their necessity and impact, enabling teams to focus on what delivers the most value. It categorizes tasks into Must-have, Should-have, Could-have, and Won’t-have categories. In Kanban, the MoSCoW method can be used to prioritize requirements in the backlog, manage capacity by identifying which items should be prioritized or paused, visualize priorities through color coding or labeling, and facilitate discussions among stakeholders to support decision-making.
• Prioritization Matrix: Prioritization Matrix is a decision-making tool used in Kanban to help teams prioritize work items based on multiple factors like value, urgency, and effort. It visualizes tasks on a grid to highlight which work should be done first, balancing business value and effort or cost. It uses two axes (e.g., importance and urgency) to prioritize tasks. While Kanban focuses on flow and limiting work-in-progress (WIP), prioritization remains important to ensure that the most valuable work progresses first. A Prioritization Matrix supports this by helping teams:
  • Identify High-Value Work
  • Balance Effort and Impact
  • Align Stakeholders Interests
  • Visualize Priorities

Prioritization Matrix in Kanban helps teams focus on high-value tasks, balance effort and impact, and visualize priorities for better workflow management.

7.1.2.5 Resolution for Issues and Blockers

In Kanban initiatives, resolving issues and unblocking stalled work is critical to maintaining a smooth workflow and ensuring steady progress toward goals. It is essential to enable teams to quickly identify, assess, and remove impediments that disrupt the flow of work. Steps in issue and blocker resolution can include:

• Issue or blocker identification
• Issue categorization and assessment
• Resolution planning, prioritization, and escalation
• Resolution implementation and monitoring
• Feedback and improvement

By addressing issues and blockers effectively, Kanban initiatives can enhance their ability to overcome obstacles, maintain workflow momentum, and deliver value consistently. This approach not only resolves immediate challenges but also empowers teams to identify and mitigate long-term inefficiencies, driving continuous improvement.