What is Kanban
Kanban is a popular project management method that began in the manufacturing sector but has since been adopted by many other industries. It was originally developed by Taiichi Ohno, an industrial engineer at Toyota.
The Japanese word 'kanban' translates to "visual signal," with the method relying heavily on visual aids to manage workflows. At its essence, Kanban is based on a few foundational concepts that help teams streamline their processes and continuously improve. It takes its name from the cards that track production within a factory, made famous by Toyota in the late 1940's. Back then, cards were placed with physical inventory giving a visual notification that signaled a depletion of product. With these signals, it was made obvious for production to know when more inventory. This approach to production is demand-driven system, or a pull system, as opposed to predictive supply chain models.
There is often confusion between Agile and other framework, Kanban included. Agile and Kanban are not the same thing. Instead, Kanban is a framework that helps with adopting and Agile way of working.
The Kanban board
The Kanban board typically consists of a physical or digital board divided into columns representing different stages of the workflow. Usually the columns these stages are "To Do", "In Progress", "Waiting" and "Done". Each work item is represented by a card often denoted by a sticky note. They are moved through the columns as they progress through the workflow. Each card includes information such as the title, summary of the task, the assigned team member or person responsible, and any other relevant details such as due date or priority.
Cards are a key element of a Kanban board because they provide a visual representation of the work that needs to be done, making it easier for team members to understand the current status of a project and identify bottlenecks where work is piling up and tasks are becoming stalled. They also make it easy to prioritize work and allocate resources, since team members can quickly see which tasks are most urgent.
Let’s explore the principles of Kanban and how they can be implemented in various projects.
Visualize the workflow
Visualizing the workflow is the primary and most fundamental principle of Kanban. The aim is to make the process plainly visible and easy to grasp, so everyone understands which tasks are in progress, which are waiting to start, and which have been completed. This visual representation is done using a Kanban board, which helps to create transparency and accountability, where anyone can see what tasks are in progress and who is responsible for them. This helps to ensure that tasks are not forgotten or overlooked, and that everyone is aware of what needs to be accomplished.
Limit work in progress
The second principle of Kanban is to limit work in progress (WIP). The goal is to prevent the team from taking on too much work at once, which can lead to inefficiencies, delays, and ultimately poor quality or rushed work.
To limit WIP, the team sets a maximum number of tasks (limit) that can be in progress at any given time. This number is based on the team's capacity and the size of the tasks they are working on. By limiting WIP, the team can focus on completing a smaller number of tasks at a time, which leads to better quality work and faster completion times.
Manage flow
Principle 3: manage flow. This means optimizing the flow of work through the process so that tasks move through the process as quickly and smoothly as possible. To manage flow, the team must identify and remove any bottlenecks or other obstacles that are slowing down the process.
One way to manage flow is to use a "pull" system, where work is only started when there is capacity to work on it. This helps to prevent overburdening the team and ensures that work is completed in a timely manner.
Make process policies explicit
The fourth principle of Kanban is to make process policies explicit. This means documenting the process policies that the team is using to manage the workflow. By making the policies explicit, the team can ensure that everyone is on the same page and that there is a shared understanding of how work should be done.
The policies should cover everything from how tasks are prioritized to how they are moved through the process. By making these policies explicit, the team can also identify areas for improvement and make changes to the process as needed.
Implement feedback loops
The fifth principle of Kanban is to implement feedback loops. This means regularly reviewing the process to identify areas for improvement and making changes as needed. The team should be continuously monitoring the process and looking for ways to improve efficiency, quality, and speed.
One way to implement feedback loops is to hold regular retrospective meetings, where the team discusses what went well, what didn't go well, and what changes can be made to improve the process. By implementing feedback loops, the team can ensure that the process is always evolving and improving.
In conclusion, the principles of Kanban are designed to help teams optimize their workflows and continuously improve their processes. By visualizing the workflow, limiting work in progress, managing flow, making process policies explicit, and implementing feedback loops, teams can improve efficiency, quality, and speed, and ultimately deliver better results.
