At its core, Kanban is a visual management method that aims to optimize workflow and increase efficiency. Basically it is a simple board with columns, each representing a stage of a process. Cards move from one column to the next, showing progress in real-time.
Kanban is a technique drawn from Toyota’s successes in simplifying production and is now a staple of ‘lean’ production and ‘agile’ workflows. In perhaps its simplest form (shown on the left), it is regularly associated with ‘stand-up meetings’ sometimes called ‘scrum’ meetings.The premise is very simple, and reflects a responsive way of a team understanding what is needed and getting on and doing it.
Explanation
The Kanban technique reflected here is based on three buckets. Actions (in the form of sticky-notes) flow through the buckets from left to right.
- The first bucket is called the backlog. It is a prioritised set of actions reflecting about two weeks work for the team. It is loaded at a fortnightly meeting to decide the next set of actions to progress.
- The second bucket is called in-progress. It is the actions that are being worked on that day. If they take more than a day to complete (as many will) they stay in in-progress.
- The third bucket is called completed, and is the repository for all the actions that have been fulfilled.
The Kanban enables the team to see at a glance its progress and what is currently happening. This helps guide the daily stand-up meeting where team members briefly and succinctly report:
- What they worked on yesterday
- What they will be working on today
- Any blockages to their progress
Purpose of the Kanban approach
This last item is picked up by the team leader for resolution.
Originating from Japanese manufacturing, the term ‘Kanban’ means ‘signboard’ or ‘billboard’. It was first employed to manage inventory and production. Today, it’s widely used across industries, from software development to marketing.
The Kanban’s key function is to:
- Visualize Work: Using cards (physical or digital), all tasks are represented on the Kanban board. This provides a clear snapshot of work status.
- Limit Work-In-Progress (WIP): To prevent overloading and ensure quality, you only allow a certain number of tasks in a column simultaneously.
- Manage Flow: Monitor how smoothly tasks move from one stage to the next. If cards get stuck, it indicates bottlenecks, prompting teams to investigate and solve the issue.
- Drive Continuous Improvement: Regularly review the process and adjust accordingly, aiming for better efficiency and quality.
In essence, Kanban is about visualizing work, managing flow, and improving processes continuously. It’s a dynamic tool that fosters collaboration and delivers value faster.
Developing Kanban
For some the basic three columns can be too simplistic, particularly in cases where work needs to be validated in some way to test its completion, or where the team wants to see progress on resolving obstacles that hold up progress. In these cases it is possible to develop the basic design to meet your needs, and indicated by the diagram on the right.Track your progress to ensure the efficacy of this strategy.