In the modern business world, leaders are constantly faced with the challenge of improving their organizations’ ability to deliver. While the term “flow” has already been introduced in many contexts, in this article we want to dive deeper into the practical aspects. In particular, we will look at how flow accelerators can be used within team structures and organisations to increase their efficiency.
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Picture: This is not a flow.
Why flow is important
Flow describes the optimal state in which work flows smoothly and efficiently through a system, without unnecessary interruptions. For managers, this means that teams and organisations can deliver faster and more reliably, which in turn increases competitiveness.
Things like ‘clogged lanes’ are an absolute hindrance to flow.
Flow accelerators: an overview
The Scaled Agile Framework (SAFe®), for example, describes various flow accelerators, all of which can also be used independently of SAFe®. These techniques are designed to identify and remove obstacles in order to improve flow in the organisation. These techniques can be used in all levels of Kanban systems. Let’s take a closer look at some of the most important flow accelerators.
1: Visualise work and limit parallel work
Visualising and limiting work in progress (WIP) are key practices for improving flow. Managers should therefore:
- Visualise work processes: Use Kanban boards or similar tools to visualise the progress of tasks.
- Limit WIP: Set clear limits on the number of tasks processed simultaneously to avoid overload and increase focus. At higher levels, for example at portfolio level, limit the number of projects so that the teams can focus more strongly.
2: Identify and tackle bottlenecks
Bottlenecks are the biggest enemies of a smooth flow. To combat these, managers should:
- Continuously monitor flow: uses metrics and visualisations to identify and address bottlenecks early.
- Adjust resources: Ensure bottlenecks are resolved by reallocating resources or adjusting processes.
3: Reduce handovers and dependencies
Handovers and dependencies between teams can slow down the flow considerably. Managers should therefore:
- Encourage interdisciplinary teams: ensure that teams have the necessary skills to complete tasks independently.
- Establish clear lines of communication: Reduce misunderstandings and delays through efficient communication structures.
4: Optimise focused working time
Time in the zone refers to the time when teams and individuals can work undisturbed and productively. To maximise this, managers should therefore:
- Minimise distractions: Provide an environment where teams can work in a focused way.
- Introduce work blocks: Implement blocks of time where teams can work without interruptions and are blocked off for outside meetings.
5: Revise policies and practices
To improve flow, it is helpful to regularly review and adjust policies and practices. This includes the following activities:
- Establish feedback loops: Promote a culture of continuous learning and adaptation.
- Simplify processes: Eliminates unnecessary complexity and bureaucracy.
6: ‘Fail fast, fail early’ – establish short and fast learning cycles
In order to learn quickly, it is necessary to get feedback quickly. The following activities can help:
- Accelerate flow: Establish small batches, develop incrementally.
- Optimise the length of queues: Tidy up your queues.
- Get feedback quickly: Establish fast feedback loops and learn quickly.
The overview of the use of the (8) flow accelerators in SAFe® can be found here.
Accelerating flow – but where to start?
Before the flow can be accelerated, it needs to be identified. Value Stream Analysis (VSA) is a powerful tool to help you do just that: Understanding and visualising the flow of work and identifying initial bottlenecks. It also helps to identify added value and waste, visualise the process and thus lay the foundation for further optimisation of the entire value stream.
Value Stream and Team Structures Workshop
A Value Stream and Team Structures Workshop (in SAFe® Value Stream & ART Identification Workshop) is the first step to get your organisation on the journey of flow optimisation. In these workshops, leaders and teams learn how to identify and structure value streams and team clusters (called Agile Release Trains or ARTs in SAFe®) to maximise efficiency and effectiveness. Even without the use of SAFe®, Value Stream (Identification) Workshops are the first step in this direction.
Conclusion
Implementing flow accelerators in your organisation can significantly improve delivery performance. By visualising and limiting WIP, identifying and eliminating bottlenecks, reducing handovers and dependencies, optimising time in the zone, revising policies and practices and encouraging rapid feedback, managers can ensure that their teams work efficiently and productively. A first recommended start in this direction is a value stream and team structures workshop.
Curious about how Flow can help your organisation move forward? Contact us without obligation and we’ll see together where Flow could be useful to you.
Let’s look together at how we can take your organisation’s delivery capability to another level.
You can also take a look at our website, for example on the topics of leadership development, corporate strategy and portfolio management or our training courses, for example our certified Kanban training courses.
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