Contents
- What is the Kanban System
- How the Kanban System Works
- How to Implement the Kanban System
- Advantages and Disadvantages of the Approach
- Where the Kanban Approach Can Be Applied
What is the Kanban System
Kanban is a task management method where all stages of a project are visualized on a special board. This allows the team to see the current status of tasks at any moment and ensures complete transparency in work. The Kanban method is part of agile approaches designed for flexible software development.
How the Kanban System Works
The main goal of the Kanban system is to visually represent the project, track work readiness, and control the workload of specialists. To simplify this process, the workflow is visualized on a board divided into columns, each representing the current status of tasks. Tasks are represented as cards with descriptions, importance levels, and additional information. As tasks are completed, the cards are moved to the corresponding column, allowing for an immediate assessment of the current project situation.
Example Structure of a Kanban Board
Kanban boards can be either physical or electronic. Physical boards consist of ordinary boards with columns where tasks are written on sticky notes. Electronic versions, such as Trello and Asana, offer similar functions but with the added benefit of accessibility for remote employees.
- Trello: Allows you to create multiple projects and add labels, attachments, and comments. Basic features are available for free, while paid plans offer additional capabilities.
- Asana: A project management platform with advanced features, including integration with other applications.
Structure of Columns
In its simplest form, a Kanban board is divided into three columns:
- To Do
- Doing
- Done
This structure can be expanded depending on the specifics of the project. For example, in software development, additional columns such as Backlog, Development, Testing, and Ready may be added.
How to Implement the Kanban System
Implementing the Kanban system requires some preparation and adaptation of the team to new working methods. For the best results, changes should be introduced gradually, ensuring understanding of the rules and principles of work. Key steps for effective implementation include:
- Visualize the workflow: Write down all current and planned tasks, determine their status, and place them on the board.
- Limit the number of simultaneous tasks: Determine the optimal number of tasks for each status and set limits.
- Manage the flow of tasks: Change task statuses and track their movement to promptly address "bottlenecks."
- Discuss the work rules: Ensure that the entire team understands how to use the board and what rules apply.
- Analyze activities: Regularly gather the team to discuss successes and problems, as well as to optimize processes.
- Experiment and improve: Continuously seek ways to optimize and implement changes incrementally.
Advantages and Disadvantages of the Approach
Kanban offers numerous advantages, including flexibility, high team engagement, shorter iteration durations, and quick identification of problems. However, there are also disadvantages, such as limitations on team size and short-term planning, which can make it challenging to track task completion with a large number of employees.
Where the Kanban Approach Can Be Applied
The Kanban methodology was developed at Toyota in the 1950s and has since found wide application in various fields. It can be used in manufacturing, programming, as well as in personal and marketing tasks. For example, freelancers can use a Kanban board to manage their tasks, while marketing teams can use it for event preparation. This method allows for the visualization of workflows and effective management of them, regardless of the project's specifics.