Uhg. So as you know from my blogging about agile techniques, I’ve been getting overloaded. I’m trying to fix this with some success. So here’s what I’ve been trying.
- Velocity. Velocity, the measure of work done in a timeframe, is a big part of Scrum. One reason to measure it is to see what you can do – but another is to make sure you’re not overloaded. I can tell my usual workload doesn’t quite work out, so I’m trying to reduce it a bit here and there. EXAMPLE: Restructuring how much I put into a given project a month.
- Effectiveness. Do things better. I’ve found you can also save time just by doing stuff better. EXAMPLE: I made graphic templates for upcoming graphic work.
- Letting go of the schedule. Work done on time doesn’t matter if it’s poorly done. You have to re-evaluate and re-assess your schedules and in some cases dispose of them entirely. EXAMPLE: I had some library donations to make that kept getting interrupted, so I had to accept “it gets done when it gets done.”
- Iterativeness. The flipside of efficiency is to not try to be perfect. Some things are iterative, things you do over and over or regularly. These can be improved, or mistakes compensated for. EXAMPLE: Cleaning. If I miss a hard water stain in the shower it won’t kill me as I’ll fix that next week.
- Capture. Be sure to capture any big blocks of time you want to use for something. EXAMPLE: I have some convention speaking coming up so I literally put it in my schedule as a big block of time to note “I will be doing nothing else then.”
- Sizing. I’m sticking with the Fibonacci numbers for sizing my work – in hours – as it seems to produce better estimates.
I’ve also looked at things that mess up my planning and scheduling and productivity. The Antipatterns. They are
- Loading Up. When you find your maximum velocity of work, it doesn’t mean it’s what you should do. It’s what you’re capable of when you push yourself. What is you sustainable rate?
- Lumping. When possible break things down so you can calculate your workload – and because it lets you adapt better.
- Missing lumps. Some things are just purely about a time commitment, like “setting aside X hours to relax.” Some things are better lumped together just so you’re not micromanaging.
- Not looking at value. When you do something ask what makes it useful – believe me there’s some surprises in there.
- Bad Deadlines. Again, deadlines should serve quality, not the other way around.
- No goals. When you don’t have goals, you can’t plan. We often substitute panic, deadlines, etc. for goals – those aren’t goals. Goals are positive.
- Done over quality. Doing something fast poorly can be worthless.
- Rigidity. Agile methods are about embracing change, and if you have to keep things rigid, you’re not Agile. You need to find ways to be adaptable.
Hope these help you out. Something to look out for in your own life – and anyone you manage.
(By the way I do plenty of books for coaching people to improve in various areas, which may also help you out!)