Kanban Essentials

What is Kanban

Kanban is a visual system for managing work as it moves through a process. It’s designed to help you visualise your work, limit work-in-progress (WIP), and maximise efficiency (or flow).

Why Use Kanban?

  1. Visualise workflows
  2. Identify bottlenecks in processes
  3. Improve team collaboration
  4. Increase productivity and efficiency
  5. Enhance adaptability to changing priorities

Core Principles of Kanban

  1. Visualise the workflow: Make work visible
  2. Limit Work in Progress (WIP): Focus on finishing, not starting
  3. Manage Flow: Ensure smooth, predictable work delivery
  4. Make Process Policies Explicit: Clear rules for how work is done
  5. Implement Feedback Loops: Regular review and adaptation
  6. Improve Collaboratively: Continuous, incremental improvement

Setting Up a Kanban Board

  1. Identify your workflow stages, e.g.:
    • Backlog
    • In Progress
    • Review
    • Done
  2. Create columns for each stage on a physical board or digital tool
  3. Write User Stories on cards, one story per card
  4. Add Tasks to stories, keeping the activity proportionate
  5. Move cards across the board as work progresses
  6. Set WIP limits for each column

Kanban: Practical Examples

  • Recruitment Process:
    Backlog > Screening > Interviewing > Offer > Onboarding

  • Employee Onboarding:
    New Hire > Paperwork > Training > Department Intro > Fully Onboarded

  • Learning & Development:
    Course Ideas > Design > Development > Delivery > Evaluation

  • Product Development:
    Setup > Discovery > Build > Release > Measure

Tips for Successful Kanban Implementation

  1. Start small: Begin with one process
  2. Involve the whole team in board design
  3. Use color-coding for different types of work
  4. Review and adjust your board regularly
  5. Use swim lanes for different projects or priorities
  6. Celebrate wins and learn from blockages

Kanban Metrics

  • Lead Time: Time from task creation to completion
  • Cycle Time: Time from starting work to completion
  • Throughput: Number of items completed in a given time period
  • WIP: Current number of items in progress

Common Pitfalls to Avoid

  • Overcomplicating the board
  • Ignoring WIP limits
  • Failing to update the board regularly
  • Not involving all team members
  • Resistance to process changes

Remember, Kanban is about continuous improvement. Start simple, adapt as you learn, and focus on delivering value to your employees and organisation.