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Thinking in systems

A business is a systemA business is easier to read when you stop listing its tasks and start watching what builds up, what moves, and how long things take to move. This part introduces five plain ideas from systems thinking: stocks (what accumulates), flows (the rates that fill or drain them), delay (the gap between a cause and what you see), feedback loops (results that circle back and change what happens next) and cadence (the rhythm at which recurring work happens).Seeing what holds you backMost of what slows a business down is not visible on a normal day. Work waits between steps.Systems dynamics applied to businessA business changes through a few patterns: things that feed on themselves, things that push back, waits that make both overshoot, and limits that stop growth. This part applies stocks, flows, delay and feedback to two small businesses: referrals and the morning rush at a bakery, and rework, steel lead time and a bottleneck at a fabrication shop.

Working with the map

Two clocks: work and waitingEvery job in your business runs on two clocks: the hours someone works on it, and the time it takes from start to finish. The gap between them is waiting, and waiting is what customers feel and task lists hide.Ceremonies: what the rhythm costsA ceremony is a gathering that comes back on a rhythm: the morning huddle, the Wednesday order review, the month-end look at the numbers, the yearly planning day. Each one is small on the day it happens and large over a year, because the rhythm accumulates.ChunkingA chunk is a group of things you treat as one thing, so you can think about the group instead of every piece. Chess players, climbers and everyone planning a week do it all the time.Discipline and disciplined processA process written on a wall is a hope. A process that is repeated, on a rhythm, by the same people, in roughly the same way, is something you can look at, discuss and change.Adding up: cost, working hours and elapsed timeWhen you map a process you end up with figures on many blocks: hours of work, costs, durations, waits. It is natural to add them all up, but they do not all add the same way.

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Calculate and read the figures

Figures are calculated when you ask, not as you type. This page is about asking, and about reading what comes back.

  • Step by step
  • 5 min read

Parse and Update

Two icon buttons sit above the canvas. Parse saves, then calculates this canvas and every canvas linked below it. Update applies the saved figures from linked canvases to this one without calculating; results become out of date until the next Parse. Hover either button for its description.

Parse walks the connections between blocks. Where one block leads to the next, their durations and delays add. Where two branches join, it takes the longer one. Blocks that are not connected run side by side. A block that opens into a child canvas uses the larger of its own figure and the child’s longest path. The result is the longest path through the work, which is why the whole canvas can take less time than its steps add up to. The Adding up lesson explains the arithmetic.

Illustration to come

The bar above the canvas with the Parse and Update buttons, their tooltips open, and the save state beside them.

The figures it produces

  • On each card, the rows you chose to show: Duration, Delay, and a Total duration once there is a path to add up.
  • In the right panel, with nothing selected, Whole canvas: the Overview tab with the Cost contributions panel (Fixed cost, Variable cost, Unclassified cost and a Total cost for the horizon you are viewing), the Flow tab, and the Capacity tab with the load on each resource.
  • In the strip at the bottom, Current canvas, the same headline figures as pills. Its Lead time is the whole canvas’s Total duration, the figure the Flow tab shows; the canvas cards and the Overview tab use the same name.
  • On the Resources page, Demand and Excess for every resource, across all canvases.

The horizon label near the top of the panel (Daily, Weekly, Monthly and so on) is the period the cost total is expressed in; per-period amounts are projected to it.

“Out of date” and “Stale”

As soon as you change a block after a Parse, the results no longer match the canvas and the app says so in several places: a small dot on cards, Input and Output blocks and the bottom strip (its tooltip reads “Some results are out of date — Parse to refresh”); the words Stale on editor rows and in the Total duration and Cost contributions panels; and, if a linked canvas failed to update, “Out of date” with the reason and a Retry button in the bar above the canvas. A bell in the header collects the same notice. None of it is an error. Parse again when you want current figures.

“Counted as 0” and “unknown”

A blank Duration or Delay, and several missing cost inputs (an amount, a rate, an assigned quantity), count as zero in a total, and the result lists what was counted that way. Read such a total as “at least what has been entered”. A value that is invalid, or that cannot be combined with the others (a different currency, a different basis), leaves the result unknown instead. A missing amount on an assignment makes that resource’s capacity comparison unknown. If blocks are connected in a loop, the returning line is drawn as a Loop, and the durations in and after the loop are unknown, because a repeated step has no single total.

Outputs, inputs and overrides

Add output places an Output block. Its field is Manual until you map it to Elapsed duration or Delay; after a Parse it carries that figure, and another canvas can read it. Add input places an Input block; Add from published output… lets you pick an Output from another canvas, and the field shows which canvas and field it came from.

You can override either. Type a value into a mapped Output and it takes priority, marked “override”, until you choose Clear override; later Parses leave it alone. An Input has an Override button for the same purpose. If the source’s unit or period changes, the app warns that the override was not converted. There is no override on custom metrics, forecast quantities or costs: edit those directly.