Visual workflow management system using boards, columns, and cards to visualize work, limit work-in-progress, and optimize flow, with time tracking integrated to measure cycle time and throughput.
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Kanban is a visual workflow management method that uses boards, columns, and cards to help teams visualize work, limit work-in-progress (WIP), and maximize efficiency. Originally developed by Toyota for manufacturing, it has been adapted for knowledge work and software development.
A visual representation of work, typically divided into columns representing workflow stages.
Represent individual work items or tasks, moved across the board as they progress.
Represent stages in your workflow (e.g., To Do, In Progress, Review, Done).
Maximum number of items allowed in each column to prevent overload.
Horizontal divisions for different work types, priorities, or team members.
Making work visible is the foundation of Kanban and the most important aspect of the method. The human brain processes visuals 60,000 times faster than text, enabling faster comprehension.
Restricting concurrent work prevents context-switching, reduces cycle time, and improves focus.
Monitor how work moves through the system and optimize for smooth, predictable flow.
Clearly define how work enters the system, moves between stages, and exits.
Regular reviews (daily stand-ups, retrospectives) to inspect and adapt.
Continuous improvement based on team insights and metrics.
Combines workflow visualization (Kanban board with tasks) with time measurement (how long each task takes).
Benefits:
Cycle Time How long it takes a task to move from "In Progress" to "Done."
Lead Time Total time from task creation to completion.
Throughput Number of tasks completed in a given period.
WIP Number of tasks currently in progress.
Basic Flow:
Development Flow:
Content Creation:
Support/Operations:
Restricting work-in-progress:
Example: If "In Progress" column limited to 3 items, you must finish something before starting new work.
Workflow visualization provides complete transparency for teams and stakeholders.
WIP limits encourage finishing tasks before starting new ones.
Columns with accumulating work reveal process problems.
Historical metrics enable realistic forecasting.
Visualization makes improvement opportunities obvious.
Easily adapt to changing priorities without disrupting the system.
Popular Kanban time tracking tools:
Identify all stages work passes through from request to completion.
Set up columns matching your workflow stages.
Represent each work item as a card.
Establish maximum items per column (start conservatively).
As work progresses, move cards across the board.
Track time, identify bottlenecks, measure throughput.
Regularly review and refine the system.
Make Policies Visible Display WIP limits, definition of done, and workflow rules on the board.
Start Where You Are Begin with your current process, don't redesign everything immediately.
Respect Current Roles Kanban doesn't require organizational restructuring.
Regular Reviews Daily stand-ups to review flow, periodic retrospectives to improve system.
Focus on Flow Optimize for work moving smoothly, not starting lots of work.
Measure What Matters Track cycle time and throughput to inform decisions.
No WIP Limits Without limits, Kanban becomes just a to-do list.
Too Many Columns Overly complex boards confuse rather than clarify.
Ignoring Blockers Not addressing stuck items undermines the system.
No Metrics Not measuring flow prevents improvement.
Static Board Failing to evolve the system as needs change.
Kanban:
Scrum:
Many teams use "Scrumban," blending both approaches.
Physical Boards:
Digital Boards:
GTD Kanban board can visualize GTD's next actions and projects.
Pomodoro Use Pomodoro technique while working on Kanban cards.
Time Blocking Block time to work on specific Kanban cards.
Agile Kanban is an agile methodology complementing or replacing Scrum.
Kanban's power lies in making invisible knowledge work visible, enabling teams to see bottlenecks, manage capacity, and optimize flow. When combined with time tracking, it provides comprehensive insights into both what work is happening and how efficiently it flows through the system.