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Struggling With Project Management? Use Kanban Board to Handle Your Next Project

The Kanban board is a workflow visualization tool that can help you improve productivity by reducing work in progress and bringing clarity to your work process.

You’ll be able to rapidly identify troublesome work phases with this increased degree of transparency. Then, by fixing them, your team will be able to work more effectively in no time.

This article will explain what a Kanban board is, go over the basics, and highlight key points you should know, especially if you’re new to the concept.

What is the Kanban Board?

A kanban board is a seamless project management tool that helps in visualizing work, limiting work-in-progress, and accelerating productivity (or flow). In addition, it can assist agile and DevOps teams in establishing order in their day-to-day operations.

Kanban boards assist technology and service teams in committing to the proper amount of work and completing it using cards, columns, and continuous improvement.

The Japanese word “kanban” means “visual signal.” When you work in services or technology, your job is frequently unseen and unmeasurable. A kanban board allows you to make your work visible so that others can see it and everyone is on the same page.

A Brief History of the Kanban Board

Kanban began as a visual scheduling system in the Toyota manufacturing system. David Anderson expanded on the Kanban method’s concept and introduced the Kanban board a few decades later, in 2007.

Anderson’s colleague, Darren Davis, was the one who suggested that the workflow be depicted on a whiteboard. This is how the Kanban board evolved into one of the most useful agile project management tools for knowledge work as we know it today.

Kanban boards are now so widely used by Agile teams that they are frequently referred to as agile task boards.

Features and Components of the Kanban Board

Card, Column, Swimlanes, and WIP Limits are used in Kanban boards to help teams effectively view and manage their workflows. Let us take a closer look at the essential components:

  • Kanban Cards — This is a method of visualizing chores. Each card contains details about the task and its current status, such as the deadline, assignee, and description, among other things.
  • Kanban Columns — Each column represents a separate step of your operation on the board. The cards progress through the workflow until they are finished.
  • Work-in-Progress Limits — These limits set the maximum number of tasks that can be completed at each workflow step. Limiting work in progress (WIP) allows you to complete work items more quickly by allowing your team to focus solely on current projects.
  • Kanban Swimlanes — These are horizontal lanes that can be used to differentiate distinct activities, teams, service classes, and other things.
  • Commitment Point — A commitment denotes a point in the work process when a work item is ready to be entered into the system.
  • Delivery Point — The point in the process where work items are considered finished is known as the delivery point.

Kinds of Kanban Boards

Kanban boards can be divided into two types:-

Physical Kanban Board

A physical Kanban board is the most basic type of Kanban board, in which teams use sticky notes to represent tasks and a whiteboard to keep track of them (corkboard). Columns represent the stages of work, and sticky notes are moved from one stage to the next.

Digital Kanban Board

A digital Kanban board is a software solution far more accessible than traditional Kanban boards. These boards allow you to see how work is progressing from nearly anywhere while also facilitating team collaboration.

Some digital systems are highly adaptable, allowing managers to track diverse workflows and categorize their work. Kanban boards have been used successfully in various industries and by teams from varied backgrounds.

How To Use a Kanban Board?

Begin with creating a rudimentary structure for your Kanban board, then gradually improve it and transform it into a workflow management system by following these seven steps:-

Use a Kanban Board to Visualize Your Workflow

The Kanban board can be used to plan out all of the stages of your work process. You should understand how work is processed by glancing at the board. Begin by dividing a basic Kanban board into a few significant parts representing distinct work stages.

Spot Workflow Bottlenecks on the Kanban Board

The Kanban board is a great tool for mapping out potential issues that may arise. The idea is straightforward: if you see a column where tasks arrive quicker than they are leaving, work will pile up, and the problem will become evident to the entire team.

This could be due to a momentary problem or a hurdle in your workflow. To get a clear view of the problem, map your workflow as thoroughly as possible. Then, when you identify a problematic column or bottleneck, act quickly to fix it and avoid it from happening again.

Limit Work in Progress and Focus on the Kanban Board

Setting WIP limitations based on your capacity makes the Kanban board a terrific method to dissuade your staff from multitasking. You can either set a total number of tasks that can be active on your board simultaneously or set specific restrictions for each stage of your workflow.

If you want to increase the rate you give value to your consumers, keep each team focused on completing tasks rather than starting a new one.

Use the Kanban Dashboard to Cut Down on Time Spent in Meetings that aren’t necessary.

One of the most significant advantages of Kanban boards is that they save you time wasted on meetings, progress reports, and other unwanted interruptions.

As a dedicated information repository, use the Kanban board. It will disseminate information on who is doing what at any given time. In addition, the Kanban board will keep you and the rest of the team updated on the status of assignments.

Use Your Kanban Board to Visualize Work Blockers

The Kanban board allows you to see any issues preventing your team from completing a task. Blockers are commonly indicated with red magnets on a physical board (or pins if you are using a corkboard).

Automate Work Processes on Your Agile Kanban Board

Automating work processes is an excellent technique for developing a well-developed workflow management system. Frequently, teams must cope with recurring duties, promptly alert their colleagues of unexpected changes, establish deadline reminders, and seamlessly hand off work to one another.

When handled manually, all of these can consume a lot of time, result in waste, and cause confusion.

Collect and Improve Key Project Management Workflow Metrics

Modern digital Kanban boards can automatically collect data on your job’s cycle time, lead time, and other critical performance indicators. This will assist you in making data-driven decisions about any modifications to your process and will save you a lot of time that would otherwise be spent manually collecting measurements.


Kanban can help you organize work items, manage tasks, increase the effectiveness of your development team, and improve delivery time and quality. We hope you find this detailed, helpful guide as you adapt Kanban to your company’s specific demands.