Kanban is a visual system for managing work as it moves through a process. It visualizes the process (the workflow) and the actual work passing through that process.
Kanban aims to identify potential bottlenecks in your process and fix them so work can flow through it cost-effectively at an optimal speed or throughput.
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Definition of Kanban
Kanban is a Japanese term that translates to “signboard” or “billboard.”
In project management, Kanban is a method for visualizing work, limiting work-in-progress, and maximizing efficiency or flow.
Kanban uses cards, columns, and continuous improvement to help technology and service teams commit to the right amount of work and get it done!
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10 Ways to Introduce Kanban into Any Company
- Start with Education: Begin by educating the team about Kanban, its benefits, and how it works.
- Visualize the Workflow: Create a visual model of your workflow. This could be a simple board with columns representing different stages of the process.
- Use Kanban Cards: A card on the board represents each task or work item.
- Limit Work in Progress (WIP): Set a limit on the number of tasks simultaneously in a particular stage.
- Manage Flow: Monitor, measure, and report the workflow through each state.
- Implement Feedback Loops: Regular meetings such as daily stand-ups and retrospectives can provide valuable feedback.
- Collaborative Change: Encourage team members to suggest improvements to the process.
- Use a Kanban Tool: There are many digital tools available that can help manage your Kanban system.
- Continuous Improvement: Kanban is not a set-and-forget tool. Regularly review and adjust your system for better results.
- Get Expert Help: Consider bringing in a Kanban coach or expert to help set up the system and train the team.
Features, Benefits, and Challenges with Kanban
Features of Kanban
- Visual nature.
- Work-in-progress limits.
- Flexibility in prioritization.
- Emphasis on flow and efficiency.
Benefits of Kanban
- Increased productivity and efficiency.
- Reduced waste by limiting work-in-progress.
- Flexibility to change priorities quickly.
- Improved visibility and communication.
Challenges with Kanban
- Resistance to change.
- Misunderstanding or misuse of WIP limits.
- Overcomplicating the board.
- Lack of discipline and commitment.
Cues and Cards in Kanban
In Kanban, visual cues trigger actions. These cues often take the form of Kanban cards, each representing a task within the system.
The card’s position on the board shows the task’s progress.
Cards can contain information such as who is responsible for the task, how long it’s been in its current column, and any blockers it might have.
Evaluating Kanban in the Workplace
To evaluate the effectiveness of Kanban in the workplace, consider the following:
- Flow: Are tasks moving smoothly through the process?
- Blockers: Are there recurring bottlenecks or blockers?
- Lead Time: How long does it take for a task to move from start to finish?
- Throughput: How many tasks are completed within a specific timeframe?
- Work in Progress: Are WIP limits being respected?
10 Examples of Kanban in Practice
- Software Development: Kanban is widely used to manage work in progress and ensure smooth delivery.
- Marketing Teams: Kanban can help marketing teams visualize their workflow, from content creation to publication.
- HR Teams: HR teams can use Kanban to track recruitment processes or employee onboarding.
- Sales Teams: Sales teams can use Kanban to visualize their sales funnel and manage customer relationships.
- Manufacturing: Kanban originated in manufacturing (Toyota) and is still widely used in this sector.
- Event Planning: Event planners can use Kanban to manage all the tasks involved in planning and executing an event.
- Education: Teachers can use Kanban to manage classroom activities and assignments.
- Healthcare: Hospitals and clinics can use Kanban to manage patient flow and care processes.
- Construction: Construction teams can use Kanban to manage their projects and ensure all tasks are completed on time.
- Personal Use: Individuals can use Kanban to manage personal projects or tasks, such as home renovations or trip planning.
Conclusion
Kanban is a powerful tool for managing work and improving efficiency in many different contexts.
By visualizing work, limiting work in progress, and continuously improving, teams can achieve greater productivity and flexibility. We hear this from customers who regularly use our employee courses.
However, successful implementation requires the entire team’s understanding, commitment, and discipline.
With 30+ years of experience, Catherine Fitzgerald, B.A., M.A., PGDip, founded Oak Innovation in 1995. Catherine received her Bachelor’s degree and Master’s from University College Cork. She holds qualifications in Professional Development And Training from University College Galway. She is completing a second Master’s from University College Cork. Since 1995, clients include Apple, Time Warner, and Harvard University.