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Capacity: It's a Matter of Content...and Context

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Envision This:You're heading to a cabin in the mountains for a week-long getaway with your family. Your car is in the shop so you schedule a rental to be delivered.In addition to six bags of groceries, a box of pots/pans/utensils, and a cooler full of water, your four children each pack a suitcase; your wife packs three, your mom and dad who are visiting pack two. They then proceed to set their luggage along the curb.Your two daughters ask if they could each take their best friend, bringing your passenger count to ten, and luggage count to eleven.The weather forecast for the next few days predicts lots of sun. So you tell the kids to grab their bikes, and stand them next to the luggage. You then head into the garage to pull out the bike rack.Conditions on the lake are likewise supposed to be ideal and so you ready up your single axle trailer with your 28 foot sailboat.You’re kneeling on the sidewalk next to the curb, tightening a bolt in the boat hitch when a clap of thunder followed by a flash of lightening pierces the unexpectedly darkening sky. Just then the rental car pulls up. Still eye-level to the wheels, and through the initial drops of a soon to be teeming rain, the first thing you notice is that the air pressure on the back two tires is low.It isn’t until you stand up that you notice the second thing: the car they delivered...is a Miata.To recap:6 bags of groceries1 box of cooking paraphernalia1 cooler of water10 people11 suitcases6 bikes1 boat1 2-seat RoadsterWithout having visualized your capacity first, how could you possibly have known how much would fit in the car?Keep in mind the overload here isn’t simply attributed to people, provisions, and luggage. A host of other factors would further diminish the car’s capacity including the wind resistance created by the bike rack, the added weight of the boat trailer, decreased visibility and traction during the four hour ascent up the mountain during a storm, and lower fuel efficiency due to the decreased tire pressure.

Capacity - it’s not only impacted by content, but by context.

It’s the same with information. Despite the persistent, insidious, and scientifically proven to be counterproductive practice of expecting knowledge workers to multitask, people - like automobiles - are not unconstrained resources. When it comes to processing cognitively complex tasks, our brain has finite processing capacity.Especially when it comes to knowledge work, understanding capacity as well as the potential for variation is paramount. Much in the way the car above would be impacted by external conditions, the brain’s bandwidth is likewise impacted by its context. Physical illness, emotional stress, hunger, and fear of threats real or imagined likewise impact cognitive capacity, compromising performance and quality.Visualizing your work and limiting your work in progress on a Personal Kanban allows you to not only to see, understand, and communicate your capacity to others, but it likewise prevents against taking on more work than you can handle. And when contextual factors are at play, such as mood, health, energy level, task difficulty etc., Personal Kanban helps you respond to that variation, allowing you to adjust your capacity by dropping your WIP limit accordingly.

For more on how Personal Kanban can help you visualize, understand, and improve your capacity while giving you the agility to respond to variation, 

register for our FREE webina

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Clarity > Coffee

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Okay. So I recognize the title of this post might stir up some controversy, especially among my fellow coffee enthusiasts. Not to mention it undoubtedly puts me at risk of getting exiled from my beloved adopted home, Seattle. And yes, perhaps it even seems a tad hypocritical how I'm writing this while enjoying a double shot at my local overpriced third wave roastery.But I digress...First off, I am in no way suggesting you - or we - instead consume thimbles of “energizing” wheatgrass rather than continue our relationship with our BFF, Joe. Let’s be honest, Joe energizes us, he makes us alert. He leaves us happy. Sure, these effects can be fleeting, the result of the temporary dopamine response - “the motivation molecule” - caffeine triggers in our brain. This causes us to build up our tolerance and increase our dependence on Joe’s services more often than we might take notice of. And when we try to fight our need for Joe, his absence leaves us tired, and cranky, impairing our focus, our memory, our ability to plan, our processing speed, and our decision-making capabilities. All that notwithstanding, Joe’s often the first one we call on to boost our mental acuity and usher us through our midday slump.Now I respect the power of confirmation bias enough to know that at this point, I could take this post in one of two directions. There’s a surfeit of scientific research out there that supports the link between coffee and productivity and conversely, enough to suggest it wrecks havoc on our teeth, bones, liver...in addition to our productivity.Neither of those are where I am going with this.My issue is with reliance on coffee as a first responder - for motivation, for making us less anxious, for combatting the brain fog so many of us knowledge workers experience. In those cases where our mental performance needs a boost, the dopamine release we chase through the caffeine in our coffee is little more than a quick fix. The short bursts of energy we experience simply aren’t sustainable, and so we’re forced to reach for yet another double- or triple-shot to maintain its effects. When we do, the resulting adrenaline rush proves counterproductive, leading to more irritability, more stress and ultimately, we crash.That’s the thing about Joe: he’s temporary. Joe has commitment issues. And while he breeds dependency he’s simply not in it for the duration.Clarity? Now clarity is in it for the long haul. You want to tame anxiety, elevate your mood, achieve focus at a sustainable pace while creating good work habits in the process?

Clarity’s your huckleberry.That’s because the brain hates ambiguity. In fact, it LOATHES it. Two of the brain’s primary functions are to reduce risk and optimize rewards. It satisfies the second need with coffee. It satisfies both with, well, care to venture a guess?You got it. With clarity.We fear what we can’t see, what we don’t understand. By their very nature knowledge workers - creating “products” that often have no tangible steps, no physical output - operate in a world of ambiguity. And we know how the brain feels about that. The brain wants assurances. It wants to know upfront what output it can expect from an input and so it wants to be certain it’s equipped with all the (pre-existing) knowledge it needs to address any situation. When it has too little information to go on, when it encounters the unfamiliar and perceives it as a threat (whether real or imagined), its fight or flight mechanism is engaged and anxiety results.Enter clarity.Studies show anxiety diminishes and success rates soar when abstract goals - the very nature of knowledge work - are clarified, when they are transformed into concrete and attainable steps. Such is the case when we visualize work on a Personal Kanban. Especially for knowledge workers, getting all those amorphous tasks out of your head and easily visualized on a board demystifies your priorities, your tradeoffs, and makes work manageable. Evolutionary biology teaches us that having processed images long before it did text or language, the brain deciphers images tens of thousands of times faster than it does text. Not only does externalizing goals by mapping them out on a kanban increase the likelihood of achieving them, visualizing progress big or small results in a rewarding boost of dopamine.As we see with our reaction to coffee, we then chase that dopamine release. We adjust our behavior to trigger a consistent flow of it by perpetuating the very action that makes us happy. Clarity and the completion it fosters gives us the focus, and the motivation to continue this virtuous work cycle.So the next time your brain needs a boost, consider getting your dopamine-fix from your board...not your barista.For more on how visualizing your work (and limiting your WIP!) with Personal Kanban can improve your clarity and ultimately, your effectiveness, register for our FREE webinar.

WIP: The Kidzban Book

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My dad was magical.

When I was growing up, he turned everything into a game - studying, yard work, even combatting my fear of the Wicked Witch of the West. "Life should be fun!" he'd insist, invoking his own father's optimism, a dictum in broken Italian dialect I struggle to remember but have long since forgotten. I can't say if it was by way of nature or nurture, but there’s no doubt the DeMaria men believed in enjoying life. When situations that were decidedly unpleasant presented themselves, they simply viewed them as opportunities to get creative.And creative they got.Whether it was setting the seemingly interminable list of prepositions I had to learn by rote to the tune of Pop! Goes the Weasel (

About, above, across, after, against, among, ar-rou-uuund!

), or sending me into the science class I struggled with carrying a Tupperware container filled with a freshly butchered calf's brain (can I still distinguish between the cerebellum and the medulla oblongata? you betcha!), my father believed life was too short not to make even difficult tasks enjoyable.And then came the bane of my existence: Mr. Pittman's history class. I despised it, and the 10 pound textbook that I'm still convinced was written to combat chronic insomnia. All those foreign names to pronounce! All those dates to remember!

Boooor-ring

was my justification for coming perilously close to failing an exam. But my father assured me, "they're just stories," after which he proceeded to re-create tales from Greek mythology casting all my friends as characters. Thousands of "stories" and two history degrees later, I couldn't agree with him more. Life - even the tedious parts - should be fun. With a little creativity in fact, they can be fun

and

educational.That's why I had to write this post. And why Kidzban is so important to me.

For the past year and a half, Jim and I have heard from countless people - some from as far away as South Africa and Japan - all excited to share inspiring accounts of how they use Personal Kanban (and a little creativity) to inspire their children. Among the most common uses for “Kidzban” (as we’ve affectionately come to call it) involves visualizing and tracking progress as it relates to household chores, family projects, homework and exam prep, extracurricular activities, religious pursuits, and even confidence building initiatives.

Lately however, another group of Kidzban practitioners is emerging. Increasingly we’re hearing from teachers and home educators who are using it with great success in and beyond the “traditional” classroom. In an attempt to maximize student performance - and make learning fun - they are utilizing Kidzban to establish course goals, visualize homeschool curriculum workflow, track progress (relative to the student’s personal best as well as to that of their peers), identify strengths and weakness, and implement and monitor solutions.We look forward to sharing many of their stories with you in the upcoming publication from Modus Cooperandi Press

Kidzban

, the follow-up to our recently released

Personal Kanban: Mapping Work | Navigating Life.

So why all the enthusiasm about some sticky notes on a whiteboard, you ask?Personal Kanban creates a narrative of  “work” comprehensible to people of all ages and learning styles. Work ceases to be a collection of unrelated tasks and instead becomes a series of events that impact each other and flow from one to the next. With just a glance, users see the things they do well, identify areas that cause them to struggle, and gauge the distance from their goal. In the context of Personal Kanban - or Kidzban, in this case - struggle is not construed of as a failure but rather, as an opportunity for improvement. As a visual radiator, Personal Kanban lets the user know their success simply requires an alternate path. When that happens, they can look for root causes and then going forward, they can adjust their actions to suit.Personal Kanban transforms our “work” into a system. It takes even the most tedious tasks and turns them into a game that’s appropriate for all ages.Consistent among the stories we’ve heard is how children become excited about taking on even the most unpopular or even boring tasks, like picking up their toys or writing the letter “G” until they perfect it or making sure Fido has enough kibble in his bowl.Not only is this "game" a simple one, but it’s an evolutionary one, too. Because Personal Kanban reflects our ever-changing context, it creates a game with an ever changing board. It’s a game we can improve upon, so boredom is kept at bay.Children “beating” their siblings (and even their parents) by completing the most chores becomes commonplace. Students “compete” not only with their classmates but with themselves, finishing their lessons quicker and with less error. In both cases we’ve discovered that upon task completion, kids often seek additional tasks, incentivized by the satisfaction they get from moving yet another sticky note into the “Done” column.Games can assume myriad forms, from head-to-head battles, to problem solving, to role-play. Depending on the circumstance, kids can find themselves besting their brothers and sisters in individual performance, or they can team up - “swarm” on a problem to solve it quickly and effectively. Parents and educators alike are using visualization to build creative games aimed at specific outcomes and to reward specific behaviors.In the end, the games themselves become an education.Whether it entails chores or schoolwork, being able to visualize and focus on the task at hand as part of a system - with immediate and ultimate goals - allows kids to see their action’s trade-offs while learning the best way to exercise their options. They take responsibility for their action (as well as their inaction), and feel pride in a job well done, establishing their independence and buttressing their self-esteem.Kidzban curtails arguments, energizes families, and leaves kids empowered.As a visual radiator, the board offers reinforcement for their efforts. Every member of the family can see that they’ve been effective, that they contribute value. When one person gets hung up, they know where help is needed.So tell us - how are YOU innovating with Kidzban? Are you interested in sharing your experiences or visualizations, or just want to hear more from other practitioners? Whether you’re a parent or educator or even a kid, we invite you to become part of the emerging Kidzban community of practice.On Facebook:“Like” the Personal Kanban page on Facebook to meet and engage with others interested in Kidzban.On Twitter:Whether you have questions, ideas, or experiences you want to share, be sure to add the hashtag #kidzban to your Tweet to ensure other members of the Kidzban community can join in on the conversation.In the interim, be sure to check out some of our favorite Kidzban practitioners:For an innovative approach to chores, see Janice’s

One Kid'z Kanban Board

For ways to use Kidzban throughout the home, see Maritza’s

Becoming and Agile Family

For incorporating Kidzban in the classroom, see Patty’s

Not Out of Reach

And last but certainly not least...Recently I had the extreme pleasure of stumbling upon the most delightful yet profoundly insightful videologs from two of Kidzban’s most perceptive practitioners: siblings Jillian and JoHanna - ages 8 and 11 respectively who, later with the help of 3 year old Joy - are Kidzban rockstars (and agilistas in the making). Don’t miss their dad Joseph’s

Saturday Chores with Kanban

series, part I and part II.

Saturday Chores with Kanban, Part I

Saturday Chores with Kanban, Part II

And it's just a hunch, but judging by the fun these young ladies are having helping out with the housework, I'm fairly certain they feel their dad is magical, too.

Image by Sprezzatura.

Save the Date! Jim Benson Featured Guest on Yi-Tan Call

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Save the date! Monday, January 4th at 10:30 PST/1:30 PM EST for the weekly 40-minute Yi-Tan Tech Community call hosted by Jerry Michalski and Pip Coburn.The topic?Personal Kanban, of course!Call, listen, and chat with Jim Benson (@ourfounder on Twitter) as he discusses:

  • Why we stress over the tasks we are confronted with;

  • What we can learn from the nature of our work; and

  • Why visualizing our work with Personal Kanban helps create the clarity necessary to keep control of our lives.

The discussion will assume the format of a conference call, allowing anyone to join the conversation (or just listen) at any point.For an invite, please sign up at  Yi-Tan here, or contact Tonianne for more information.Photo by: David

Towards a Leaner Santa: Holiday "Do" Date-ban

And the stockings were hung on the fridge with care...
...in hopes that my WIP would be out of my hair.
... would be out of my hair.

Chalk it up to a decade with the nuns and my time as a Girl Scout (always be prepared!), but I obsess over details. Having my "stuff" in one bag or my proverbial ducks in a row is how I delude myself into thinking I can make sense of my universe. Still, I spend many sleepless nights worrying about that stray comma I didn't catch in time for today's deliverable, or that broken link that needs tending to before tomorrow's presentation.Yeah, I sweat the small stuff. Freud even has a word for me.Yes...that word.I however, prefer to see myself as "uber-organized."So when an aggressive December 29th client deadline threatened to Grinch my Christmas Eve and Day celebrations, I thought I had things covered. After all, my guest list is etched in stone, my menu is planned, and 90% of the gifts on my list were purchased by November.And they were wrapped.Yay, me.Then why - I asked myself - did I feel as if my combined personal and professional workflow was pulling me under?Considering the amount of vowels in my name, missing Christmas is not an option. Somehow the holiday and the client deadline had to peacefully co-exist.A quick glance at my Personal Kanban explained my anxiety. I was drowning in a maelstrom of projects that were not only contributing to my WIP but were competing with each other. With personal deadlines set for the 24th and 25th, and a client deadline set for the 29th, seasonal expectations became pressing obligations.This expectation-based WIP extended beyond normal everyday existential overhead. Emotions and expectations combined to create holiday stress. And despite the days nearing closer and closer to the 25th, those holiday task cards piling up were barely making it out of my backlog.Sure, I had those tasks on my Personal Kanban. But things got messy. How could I limit my WIP with tasks sharing deadlines and very few hours to complete them?With less than a week to go, I needed a dedicated board to track the particular workflow for tasks that "came due" on Christmas Eve and Christmas Day. I need a way to schedule out this process, visualize my progress at every step, and ensure even the tiniest subtask was not overlooked. Because who wants to have to improvise on Christmas morning with a ___ and a ___ because they forgot to do ___? Not me.On the shortest day of the year, my biggest enemy was time. I had a Christmas mission, and so I needed a (very) special "Do" Date-ban.With just the fridge, magnetic hooks, and some holiday note cards, I am now set for the next 3 days. I grouped tasks by their Type (Snowflake/Shopping, Tree/Preparation, Stocking/Cooking) and their Do/Due Date (the 22nd, 23rd, and 24th respectively). The Do/Due dates became my WIP. That let me easily batch projects such as make up guest bedroom, bake struffoli, and brave the line at the post office.So with each day leading up to Christmas Eve, I've given myself a WIP of 3 things for each day - 3 tasks of immediate "value," with itemized subtasks listed inside. Each morning I take the 3 cards off the fridge which correspond with that date, and that's my WIP.Being able to boil down a seemingly insurmountable number of tasks to 3 cards per day tames an otherwise overwhelming task load, and allows me to enjoy the holiday rather than sweat the small stuff.

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