Kanban is a visual workflow management method designed to help teams visualize their work, limit work in progress (WIP), and maximize efficiency (or flow). Originating from the Toyota Production System, Kanban is not a project management framework itself but a method for improving any existing process.
Core Practices of Kanban
- Visualize the Workflow – Use a Kanban board with columns and cards to create a visual model of all work items and their current status.
- Limit Work In Progress (WIP) – Set explicit limits on how many items can be in any one stage of the workflow at a time. This prevents bottlenecks and improves focus.
- Manage Flow – Monitor, measure, and report the flow of work through the system. The goal is to make the flow smooth and predictable.
- Make Policies Explicit – Clearly define the rules for the process (e.g., when a task is “Done,” how to prioritize work). This creates a shared understanding.
- Implement Feedback Loops – Use regular meetings and reviews (like daily stand-ups or service delivery reviews) to ensure communication and process alignment.
- Improve Collaboratively, Evolve Experimentally – Use a scientific approach (models and metrics) to implement continuous, incremental, and evolutionary changes.
The Kanban Board
A Kanban board is the primary tool for visualizing the workflow. It is typically divided into vertical columns representing stages of the process.
| Column | Description | Purpose |
|---|---|---|
| Backlog / To Do | A prioritized list of tasks or features waiting to be started. | Holds all upcoming work. |
| In Progress / Doing | The tasks that the team is actively working on. This column has a WIP limit. | Shows current focus and prevents multitasking. |
| Review / Testing | Work that is complete from a development standpoint but is awaiting review or quality assurance. | A handoff point to ensure quality before completion. |
| Done | Tasks that have been fully completed, reviewed, and meet the definition of done. | Tracks completed work and measures throughput. |
Example Scenarios
Software Development
A development team uses a digital Kanban board (like Jira or Trello) with WIP limits. A developer cannot pull a new task into the “In Progress” column if the limit of 3 tasks is already met, forcing them to help a teammate finish their task first to clear the bottleneck.
Marketing Team
A content marketing team visualizes their workflow from “Idea” → “Drafting” → “SEO Review” → “Published.” This helps them see where content pieces are getting stuck (e.g., waiting for review) and manage their publication schedule more effectively.
Personal Task Management
An individual uses a simple To Do, Doing, Done board to manage their weekly tasks, helping them focus on finishing one task before starting another.
Why Kanban Matters
- Increases Visibility & Transparency – Everyone can see the status of all work items at a glance.
- Improves Flow & Efficiency – WIP limits prevent bottlenecks and encourage a smooth, continuous delivery of value.
- Promotes Flexibility – It is an adaptive method that allows for changes in priorities without disrupting the entire workflow.
- Reduces Waste – By focusing on flow and limiting multitasking, it helps eliminate the waste of waiting and context-switching.
See also: Lean, Agile, WIP Limits, Scrum, Continuous Improvement.