Visual management is a decentralized way of working in which team and project participants plan and manage their own work. Participation is necessary but can take place in different ways.
Visualization is a powerful tool that when used correctly can coordinate the work of both a team as well as the whole operation. Visualization requires some rules for cooperation between groups to work: updating the project status should be easy, highlighting problems must be simple to do and there can’t be any delays that would cause information to become old and unreliable. Also, it’s important to be able to see when the last update was made and this information must be available to everyone involved.
The Pulse Board
By following the requirements stated above, physical boards, Pulse boards, become superior to an IT-based system. By writing down the meeting times on every board everyone can see when the information was last updated. If the group holds daily Pulse meetings at 8:45 am, the board was updated during the last Pulse meeting. Events that have taken place since then can probably not be seen on the board. By using post-its that are moved in an activity window we can see what is being worked on and what has been recently completed. You also get an understanding of how quickly the group attains results and if the group, or a person, takes on too many tasks at the same time. The board shows which activities the group’s members need to deal with next, which is necessary when assigning work. You can also see if the group has any problems that need to be dealt with. With an overarching plan you can also see their progress so far and if it’s in line with previous aims and goals of the schedule. All of this is kept updated with very little administration and is easily visible to everyone simultaneously.
Furthermore, if all Pulse boards are gathered in one Pulse room you then in just a few minutes you can get a complete picture of the organization and its current challenges. However, this assumes that everyone works under the same roof. How does Pulse work when work is spread out over several locations?
Visual Management of Multiple Development Units
It’s common nowadays that product development takes place in many locations around the world and there is a need to coordinate efforts in projects and strategy work. This is also true for many businesses that utilize the Pulse guide. I’ve noted that the better the visualization and interaction works in one location the easier it is to coordinate with other locations. The internal interaction furthers a common understanding of plans, problems, expectations and opportunities. This is of great use when coordinating work with other development units. This leads to the conclusion that cooperation between development units works better when more units use the Pulse method.
If a company’s suppliers and clients also use Pulse it’s even better. If so it’s possible to easily coordinate in the same way with the as between development units.
A good video-link (meaning a clear picture and a minimal time-delay between image and sound) eases communication between units. Remember that it’s more important to film the participants of the meetings rather than the Pulse board. The information shown on the board and the one that groups wish to share between locations already exists digitally since it’s part of overarching shared plans and not small details on post-its.
As I mentioned previously, each group member will not participate in every Pulse meeting. However, since the meetings are frequent (daily to weekly) it’s not that important if a meeting or two is missed. It’s quick and easy to be updated on what happened in the last meeting by studying the Pulse board. Since the teams are self-organized the meetings will be held even if the project leader or chairperson is absent.
To sum it up, visualized management between several development units is easy with Pulse.