The Kanban technique is a visual project management method that helps teams improve their workflow efficiency and productivity. It originated from the manufacturing industry, specifically from the Toyota Production System, but has since been adopted by various industries and teams worldwide.
The key principle of Kanban is to visualise work and limit work in progress (WIP). It uses a visual board with columns and cards to represent tasks or work items. Each column represents a stage in the workflow, such as “To Do,” “In Progress,” and “Done.” The cards represent individual tasks or work items.
Here’s a step-by-step overview of how the Kanban technique works:
1. Visualise the workflow
Create a Kanban board that represents the workflow of your project or team. Typically, the board consists of columns representing different stages of work, from the initial request to completion.
2. Define work items
Write each task or work item on a separate card. Include relevant details like a brief description, assignee, and any due dates or deadlines.
3. Set work in progress limits
Determine the maximum number of cards that can be in progress at each stage of the workflow. This helps prevent overloading team members and bottlenecks.
4. Move cards across the board
As work progresses, team members move cards from one column to the next. For example, when someone starts working on a task, they move the corresponding card from the “To Do” column to the “In Progress” column. When the task is completed, they move it to the “Done” column.
5. Visualise blockers and bottlenecks
If a card gets stuck or encounters any issues, it becomes a visual indicator of a problem. This allows the team to identify and address bottlenecks or blockers that may be impeding progress.
6. Continuously improve
Regularly review the Kanban board as a team to identify areas for improvement. This might involve optimising the workflow, adjusting WIP limits, or finding ways to increase efficiency and productivity.
The Kanban technique promotes a smooth flow of work, reduces idle time, and enables teams to focus on completing tasks rather than starting new ones. It provides transparency, encourages collaboration, and facilitates better project management.
There are also digital tools available that provide Kanban board functionality, making it easier for distributed teams to use the technique effectively. Examples of popular Kanban tools include Trello, Jira, Asana, and Kanbanize.