The Ultimate Guide to Kanban Boards: Boost Productivity and Streamline Workflows
If you’ve ever struggled with managing tasks or projects because you couldn’t effectively monitor progress, you’re not alone. For project managers who require a visual tracking system, a kanban board can help.
Kanban is a physical or digital visual board designed to help teams manage work and optimize the flow of tasks in a process. The goal is to improve efficiency by seeing where tasks currently sit in the pipeline and limiting work-in-progress (WIP).
Whether you work in project management, software development, or content creation, a kanban board can help improve transparency and efficiency for your tasks.
In this comprehensive guide, I’ll explain everything you need to know about kanban boards, including their history, types, best practices, and how to get started.
History of the kanban board
Kanban (看板) is a Japanese term that means “signboard,” “visual sign,” or “card.” Its origins trace back to the Toyota Production System from the 1940s, where it was developed to improve manufacturing efficiency by creating a “just-in-time” inventory system.
Types of kanban boards
There are primarily two types of kanban boards: physical and digital. Both serve the same purpose but differ in how they are set up and used.
Physical kanban boards
A physical kanban board is a simple tool made from a whiteboard or cork board with sticky notes or index cards. Each card represents a task, and different columns represent stages of work. Teams can move cards across the board as tasks progress.
Digital kanban boards
The most common form of kanban board today is managed through digital platforms. Digital kanban boards are software-based solutions that teams can access remotely regardless of location.
Popular examples of digital kanban tools include Wrike, Monday.com, and Miro.
Examples of kanban boards
Simple kanban board
This board template shows a board with three columns—To-Do, In Progress, and Done. However, you can modify the layout based on your project and tasks. Here are some common scenarios where kanban boards are used:
Backlog management board
This style of kanban board is useful for managing a list of requests, bugs, or feature improvements, especially in software development.
Sales pipeline board
A sales pipeline board helps sales teams visualize and manage leads as they move through the sales funnel, from capturing new prospects to closing deals. It tracks leads through stages like qualification, evaluation, and negotiations, ultimately categorizing them as won or lost.
What are the 6 rules of kanban boards?
The six rules of kanban boards, often derived from lean manufacturing principles, help maintain workflow efficiency, prevent bottlenecks, and make sure that the process stays productive.
Kanban vs scrum
Both kanban and scrum are agile methodologies. While scrum requires planning for each sprint, kanban is more about constantly reviewing and adjusting workflow to optimize productivity.
| Kanban | Scrum | |
|---|---|---|
| Structure | Continuous, flexible workflow | Time-boxed sprints |
| Roles | None | Defined roles |
| Work limitations | WIP limits on tasks | Sprint backlog with set tasks |
| Planning | Ongoing task updates | Sprint planning, daily stand-ups |
| Metrics | Lead time and cycle time | Velocity, sprint burn-down charts |
| Changes | Tasks can be added at any time | Tasks locked once a sprint starts |
Benefits of kanban boards
Kanban gives you the flexibility to gain a sustainable competitive advantage and enables your team to achieve more faster. The top advantages of kanban for your business are:
- Preventing team burnout.
- Reducing waste.
- Better visibility.
- Enhanced collaboration.
- Increased productivity.
- Continuous delivery.
- Continuous improvement.
Best practices
To get the most out of your Kanban board, I recommend following these best practices.
- Start simple: If you are new to the kanban methodology, I advise you to use three main columns—To Do, In Progress, Done—and gradually add more complexity as needed.
- Limit work in progress: Keep WIP limits low to prevent task overload and support a smooth flow of work.
- Update regularly: Keep the board updated so that it’s always a true reflection of the current status.
- Analyze flow: Routinely check for jams and areas where tasks get stuck. This can help you adjust and optimize your work.
- Embrace feedback: Hold regular team meetings to review the board, discuss challenges, and make improvements.
How to get started
- Select your preferred board type: Decide whether you want a physical board with sticky notes or a digital tool.
- Define workflow stages: Create columns that represent different stages of your process.
- Add tasks: Include all your tasks on the board.
- Set WIP limits: Limit the number of tasks you can work on at once.
- Move tasks as they progress: Move tasks through the stages of your workflow.
- Review and improve: Periodically review the flow of tasks and implement changes.