{"id":12851,"date":"2016-11-21T15:09:21","date_gmt":"2016-11-21T21:09:21","guid":{"rendered":"https:\/\/blog.planview.com\/?p=12851"},"modified":"2020-03-02T15:11:58","modified_gmt":"2020-03-02T21:11:58","slug":"lean-improvement-what-to-do-when-urgent-trumps-important","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/","title":{"rendered":"Lean Improvement: What to Do When Urgent Trumps Important"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-12852\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614.jpg\" alt=\"\" width=\"1024\" height=\"614\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614.jpg 1024w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614-300x180.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614-768x461.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614-750x450.jpg 750w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/#Wouldnt_It_Be_Great_If%E2%80%A6\" >Wouldn\u2019t It Be Great If\u2026<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/#Lean_Improvement_in_Practice_A_Step-by-Step_Guide_for_IT_Ops\" >Lean Improvement in Practice: A Step-by-Step Guide for IT Ops<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/#What_to_Do_When_Urgent_Trumps_Important\" >What to Do When Urgent Trumps Important<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/#Recommended_Reading\" >Recommended Reading<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Wouldnt_It_Be_Great_If%E2%80%A6\"><\/span>Wouldn\u2019t It Be Great If\u2026<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In the world of IT Ops, we face a constant tug-of-war between implementing new technology, keeping the lights on, and resolving unplanned issues. In the thick of our work, we\u2019re constantly generating ideas for how to automate, standardize, and improve our processes (i.e., \u201cWouldn\u2019t it be great if\u2026.\u201d). We know that if we could spend less time trying to keep everything afloat, we could spend more time providing value with new technology. We know the importance of \u00a0practicing Lean improvement (Kaizen) \u2014 but what do you do when urgent trumps important?<\/p>\n<p>Have you ever heard the phrase, \u201cWe are too busy mopping the floor to turn off the faucet\u201d? If we don\u2019t take the time to improve our environment, we\u2019ll constantly face the same tedious challenges \u2014 and those challenges will keep growing, creating a mountain of technical debt. If we don\u2019t practice Lean improvement, we\u2019ll never be able to reach the level of sustainability or predictability that would make our lives a whole lot easier.<\/p>\n<p>Luckily, because we visualize our work in Planview AgilePlace, we have a place to document\u00a0our ideas for Lean improvement \u2014 which helps us actually do them. Visualizing these ideas alongside our project, maintenance, and break-fix work helps us keep them top of mind, and allows us to find ways to prioritize important improvement work. Keep reading to learn how we balance our Lean improvement efforts with our regular workflow.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Lean_Improvement_in_Practice_A_Step-by-Step_Guide_for_IT_Ops\"><\/span>Lean Improvement in Practice: A Step-by-Step Guide for IT Ops<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Unlike planned project work, which has external stakeholders relying on you to deliver results, Lean improvement efforts are easy to let fall by the wayside.<\/p>\n<p>Lean improvement efforts often fall victim to the \u201cout of sight, out of mind\u201d fallacy. If we don\u2019t visualize our ideas for improvement, we\u2019re likely to forget about them (until, of course, we face the same struggle).<\/p>\n<p>Kanban can be a really helpful Lean improvement tool. If we want Lean improvement ideas to be as important as daily work, we need to treat them like we would our daily work: By putting them on a card and placing them in our backlog to be prioritized.<\/p>\n<p>It\u2019s not enough to simply create cards, though. If we want to practice Lean improvement, we need to build a Lean improvement process into our regular workflow. Here are some Lean improvement methods we use so that we make sure we properly manage urgent \u2014 and important \u2014 work.<\/p>\n<h3>Create a Kaizen Lane<\/h3>\n<p>First start by creating a lane on your board for ideas. Make sure this lane isn\u2019t your Default Drop lane, because that could affect your analytics report for flow and speed. \u00a0Create a Kaizen\/Improvement card type.<\/p>\n<h3>Record the \u201cWhy?\u201d Behind the Idea<\/h3>\n<p>Second make sure the idea has a why statement around it. \u00a0It\u2019s easy to create a card that says \u201cMake patch management more automated\u201d but that doesn\u2019t explain why you want to improve patch management. \u00a0Putting the \u201cwhy\u201d in the description helps communicate the value of this idea. Without a \u201cwhy\u201d statement, it\u2019s likely that your improvement ideas will get trumped by more urgent work \u2014 we have to effectively communicate the urgency of our improvement work.<\/p>\n<p>For this example, the \u201cwhy\u201d could be: \u201cPatch Management is a manual process that is prone to errors and takes x hours per month.\u201d \u201cWhy\u201d statements help to prioritize ideas, and ensure that anyone reading the card can understand the need you are trying to solve.<\/p>\n<h3>Discuss in Standups<\/h3>\n<p>Next, dedicate time to discuss Lean improvement (or Kaizen) cards during your standups. If someone on your team has\u00a0<a title=\"\" href=\"\/5-ways-to-find-slack-time-for-critical-it-improvements\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">slack time<\/a>, see if they can pull an improvement card. Discuss how you could break improvement work into smaller increments of value, so the team can begin to experience the value of that work as quickly as possible.<\/p>\n<h3>Build In a Staleness Test<\/h3>\n<p>Remember that staleness can come into play, so be sure to revisit the Why? behind each idea before implementing it, especially if it has been collecting dust for a while. Don\u2019t let your team fall out of the practice of discussing kaizen cards \u2014 in the short term, they may seem less important, but in the long-term, avoiding these opportunities for improvement can lead to significant technical\/organizational debt.<\/p>\n<p>Build a staleness test into your Lean improvement process: Create a date for how long a card can sit in your Improvement\/Kaizen lane. If the date comes and the card hasn\u2019t moved, delete it. Don\u2019t put it in a backlog board, delete it. If it\u2019s truly important, it will come back.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_to_Do_When_Urgent_Trumps_Important\"><\/span>What to Do When Urgent Trumps Important<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The push and pull of IT Ops work can be grueling, and it\u2019s easy to feel discouraged when urgent work seems to always get in the way of the improvement work \u2014 which could help eliminate the urgent issues. This is why it is critical for IT Ops teams to learn how to plan, prioritize, and manage improvement work. Start by visualizing improvement work alongside other work. Hide nothing. Communicate the value of your improvement ideas to your team, and make sure those ideas are heard in standups. If an idea becomes stale, delete it to make room for the most pressing improvements. This will help you create a healthier, more stable environment that will ultimately enable you to add more value to your company.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Recommended_Reading\"><\/span>Recommended Reading<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>To learn more about Lean improvement methods and tools, we recommend these resources:<\/p>\n<ul>\n<li><a href=\"https:\/\/blog.planview.com\/continuous-improvement-in-lean\/\" data-ol-has-click-handler=\"\">Continous Improvement in Lean<\/a><\/li>\n<li><a title=\"\" href=\"\/how-to-get-started-with-continuous-improvement\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">How to Get Started with Continuous Improvement<\/a><\/li>\n<li><a title=\"\" href=\"\/3-questions-every-it-ops-person-hears-and-how-to-answer-them\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">3 Questions Every IT Ops Person Hears (and How to Answer Them)<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Wouldn\u2019t It Be Great If\u2026 In the world of IT Ops, we face a constant tug-of-war between implementing new technology, keeping the lights on, and resolving unplanned issues. In the thick of our work, we\u2019re constantly generating ideas for how to automate, standardize, and improve our processes (i.e., \u201cWouldn\u2019t it be great if\u2026.\u201d). We know&#8230;<\/p>\n","protected":false},"author":164,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[38],"tags":[511],"class_list":["post-12851","post","type-post","status-publish","format-standard","hentry","category-work-collaboration","tag-leankit"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Lean Improvement: What to Do When Urgent Trumps Important - Blog | Planview<\/title>\n<meta name=\"description\" content=\"Lean Improvement in Practice: A Step-by-Step Guide for IT Ops\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Lean Improvement: What to Do When Urgent Trumps Important\" \/>\n<meta property=\"og:description\" content=\"Lean Improvement in Practice: A Step-by-Step Guide for IT Ops\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/\" \/>\n<meta property=\"og:site_name\" content=\"Planview Blog\" \/>\n<meta property=\"article:publisher\" content=\"http:\/\/www.facebook.com\/pages\/Planview-Inc\/89422974772\" \/>\n<meta property=\"article:published_time\" content=\"2016-11-21T21:09:21+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-03-02T21:11:58+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614.jpg\" \/>\n<meta name=\"author\" content=\"Geoff Craig\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@Planview\" \/>\n<meta name=\"twitter:site\" content=\"@Planview\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Geoff Craig\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/\"},\"author\":{\"name\":\"Geoff Craig\",\"@id\":\"https:\/\/blog.planview.com\/#\/schema\/person\/61f15111863168098c28c6b4aff57b1a\"},\"headline\":\"Lean Improvement: What to Do When Urgent Trumps Important\",\"datePublished\":\"2016-11-21T21:09:21+00:00\",\"dateModified\":\"2020-03-02T21:11:58+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/\"},\"wordCount\":956,\"publisher\":{\"@id\":\"https:\/\/blog.planview.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/LeanImprovement-1024x614.jpg\",\"keywords\":[\"LeanKit\"],\"articleSection\":[\"Work Management for Teams\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/\",\"url\":\"https:\/\/blog.planview.com\/lean-improvement-what-to-do-when-urgent-trumps-important\/\",\"name\":\"Lean Improvement: What to Do When Urgent Trumps Important - 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