Agile in Practice
In Agile delivery, there’s a concept of an Agile Release Train where long-running teams incrementally and continually delivers. Typically, this also comes with fixed team capacity (supply) and a virtually infinite backlog (demand).
This means we need laser focus on a select few initiatives/tasks at any given time to effectively get things done.
A tool commonly used to support this is a Kanban board. It visually depicts the work in progressive stages, helping narrow focus by limiting the volume of in-flight work (aka work-in-progress limits). In summary: you get more of the important things done.
Here’s a simple classic Kanban board:
Life in Agile
I’ve used Kanbans for a decade to manage work within projects. Why not us a Kanban to manage projects in life?
There’s a parallel here. We all have limited time and energy (supply) and an endless list of stuff we want to do in life (demand). Attain that financial goal, buy that house, go on that trip, learn that skill, achieve that qualification, support a family member on their projects…endless.
It’s too easy to get distracted, and life’s too short for idle whims. Open up Facebook, TikTok or Youtube for a few minutes, and suddenly the whole day’s gone. It’s critical to ensure we focus on the “right” things first and foremost.
This is where a Kanban board can be an absolute game changer.
Like in Agile, a Kanban can be used to visualise each project in life, narrowing your focus on what really matters. And honestly, it also helps me feel less overwhelmed with “life”.
My Life Projects Kanban
Here’s my Life Projects Kanban I created for myself recently (and yes, it’s real!), using Trello:
Looks like there’s a lot going on, but it’s rather simple. Each card represents a life project, which needs to be a major and meaningful initiative (in my mind anyway) that can exist between 6 months to a few years.
The projects are then organised in stages and dimensions.
Project Stages
My Kanban’s broken down by 6 stages:
Bucket List 🗻: A wishlist of all the stuff I’d love to pursue, sorted roughly in a priority order. Basically, a life backlog. It’s also a great prompt to think ultra long term and ask yourself what you really want in your life.
Upcoming 🚆: A short-term holding bay for the next few projects I plan on tackling.
Active 🔥: Projects that I’m actively pursuing that I’m truly focused on. Limit this to 2 - 3, maybe max 4, to effectively maintain focus.
Passive ❄️: Projects that are on the radar, but are on autopilot. Either I have reliable and regular habits that sustain them, or I’ve outsourced them to someone else to look after. Limit this to 4 - 6 at a time.
Completed 🎯: The done pile. I know you should appreciate the journey, not just the destination, but this is still my happy space!
Cancelled 🛑: Sometimes I just have to say “no” to projects that I may have planned or started, but have found is no longer worth it. Letting go makes space for other things.
Life Dimensions
I also use colour-coded labels in Trello to designate each project to the different dimensions in my life. Also helpful to check that projects cover a balanced spread of dimensions.
Everyone perceives the facets of their life in their own way, but here are my 6 dimensions:
Family 👪
Finance💸
Career 💼
Skills 💪🏻
Quality of Life 🌞
Trips ✈️
Dream Quarterly, Review Weekly
In typical Agile PI planning fashion, I find it best to re-dream every 3 months where I re-evaluate whether my projects still hold their place in the Kanban. Quarterly is a good balance between regularly revisiting all the projects on the board (and pivoting when needed), but not too frequently. All projects need time to run their course.
And similar to Agile sprint planning/review fashion, I prefer to review every week how I’m going with each project. On a weekly basis, I quickly run through the active and passive projects and add a quick update on how I’m inching progress in each project. This weekly ritual only takes 5-10 minutes.
Also, at the subconsious level, reviewing weekly helps me become more observant of opportunities related to those projects. Some call it “Manifestation”, but I believe if you’re continually thinking about specific goals, you’ll notice more opportunites to progress those goals.
Habits to Support Passive Projects
Like passive income in your portfolio, habits and systems can greatly support projects. For example, the habit of preparing gym gear the previous night supports the habit of going to the gym 4x a week to support a fitness goal. A topic for another time, but a serious consideration that can shift a project to the coveted “Passive” stage where it’s on autopilot mode.
Why This Matters
Life often feels like it zips by so quickly. That goal you wanted to achieve, the adventure you wanted to take, or that skill you wanted to pursue - they can drift farther out of reach as time passes. That’s the reality.
The Life Projects Kanban reminds me to keep dreaming long-term and keeps me focused on the most important projects in my life right now.