What is Kanban?
Kanban is a visual project management methodology designed to help teams organize, manage, and improve their workflows. Originating from Toyota's manufacturing process in the 1940s, Kanban has evolved into a popular framework in software development and IT. Its focus on visualizing tasks, limiting work in progress, and promoting continuous improvement makes it vital for managing complex projects efficiently.
How Kanban works
The core of Kanban is a visual board that represents the workflow. It typically includes columns that show different stages of a project or process. Each task is represented by a card that moves through these columns as the team progresses. Digital Kanban tools like Trello, Jira, or Monday.com offer virtual boards with drag-and-drop functionality.Common Columns:● To Do: Tasks that are planned but not yet started.● In Progress: Tasks currently being worked on.● Done: Completed tasks.
Each card represents a task or work item. It contains information such as● Task description● Assigned team member● Due date● Priority level
WIP (work-in-progress) limits restrict the number of tasks that can be worked on simultaneously in each column. It prevents team members from becoming overwhelmed and encourages focus on completing current tasks before starting new ones. This reduces context-switching and improves efficiency.
Kanban uses a “pull” system, meaning tasks are pulled into the workflow based on capacity rather than pushed by deadlines. When a team member completes a task, they pull the next task from the "To Do" column. This ensures that the team works at a sustainable pace, preventing task overload.
Kanban encourages teams to regularly review their workflows and make incremental improvements. This aligns with the Japanese concept of Kaizen (continuous improvement).
Kanban provides key performance indicators (KPIs) to assess and refine the process:Cycle Time: The time taken to complete a task once it’s started.Lead Time: The total time from task creation to completion.Throughput: The number of tasks completed in a specific period.
Example workflow
● New Task Creation:A software development team adds a feature request to the "To Do" column.● Task Assignment:A developer pulls the task into the "In Progress" column and begins work.● Task Review:Once development is complete, the task moves to a "Testing" column for quality assurance.● Completion:After passing tests, the task is moved to the "Done" column, ready for deployment.
Kanban vs. Scrum: key differences
1. Flexibility:Kanban:Kanban is very flexible. Tasks are pulled in and out of the system as needed. The team can quickly change priorities without affecting the overall flow of work. There are no set time limits for tasks.Scrum:Scrum works in fixed time periods called "sprints," usually two to four weeks. Once a sprint starts, the work is locked in, and no new tasks can be added until the next sprint. This makes Scrum less flexible.2. Roles and Responsibilities:Kanban doesn’t require specific roles. The team works together to move tasks through the workflow. There is no formal division of duties.Scrum has clearly defined roles:● Product Owner: Decides what work should be done.● Development Team: Does the work.● These roles help structure the team’s work.3. Planning and Process:Kanban doesn’t need a lot of upfront planning. Work is added continuously as the team has the capacity for it. The system is very responsive to changes.Scrum requires detailed planning before each sprint. The team commits to a set number of tasks for the sprint. Once the sprint begins, no new tasks are added.4. Focus on Delivery:Kanban focuses on completing tasks quickly and releasing them as soon as they are done. The team looks for ways to improve efficiency and reduce bottlenecks.Scrum delivers work at the end of each sprint. The team aims to complete a set list of tasks by the end of the sprint. Feedback is collected after each sprint to improve in the next one.5. Handling Changes:Kanban is good at handling sudden changes. The team can shift priorities easily without disrupting the workflow.Scrum is less flexible during a sprint. Once a sprint starts, the work is set, and new tasks are only added in the next sprint.
Benefits of Kanban
Drawbacks of Kanban
Best practices for Kanban
Use Visual Boards
A Kanban board is a great tool to visualize tasks. Use columns to show different stages of work (e.g., To Do, In Progress, Done). This makes it easy to track progress.
Prioritize Tasks
Make sure the most important tasks are worked on first. Prioritizing helps the team focus on high-impact work.
Collaborate
Encourage communication and collaboration among team members. This helps prevent misunderstandings and ensures tasks move forward.