PMP Notes+

Kanban Board

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A Kanban Board is a visual tool used to track work in progress, identify bottlenecks, and optimize workflow efficiency. It provides teams with a clear view of task progression, helping to balance workloads and ensure a steady flow of work.

Key Aspects of a Kanban Board

  • Visualizes Workflow – Displays tasks in different stages, improving clarity and coordination.
  • Limits Work in Progress (WIP) – Prevents teams from overloading by capping active tasks.
  • Enables Continuous Flow – Unlike timeboxed methods, Kanban allows tasks to move forward as capacity permits.
  • Highlights Bottlenecks – Shows where tasks are piling up, indicating process inefficiencies.
  • Pull-Based System – New tasks are only started when there is available capacity, preventing overload.

Example Scenarios

Software Development

  • Use Case: Tracks software feature development.
  • Bottleneck Identified: Too many tasks waiting for code review, causing slow releases.

Marketing Campaign

  • Use Case: Organizes tasks for content creation and approvals.
  • Bottleneck Identified: Delays in the design approval process slowing campaign rollout.

Manufacturing Process

  • Use Case: Visualizes production stages for a manufacturing line.
  • Bottleneck Identified: Supply chain delays holding up assembly work.

Mermaid Diagram: Kanban Workflow

---
config:
  kanban:
    ticketBaseUrl: 'https://mermaidchart.atlassian.net/browse/#TICKET#'
---
kanban
  Backlog
    id1[Research competitor analysis]@{ assigned: 'PM Team' }
    id2[Identify key project stakeholders]@{ assigned: 'Business Analyst' }
    id3[Gather initial requirements]@{ assigned: 'Product Owner' }

  Todo
    id4[Draft project charter]@{ ticket: PM-101, assigned: 'Project Manager', priority: 'High' }
    id5[Define success criteria]@{ ticket: PM-102, assigned: 'Stakeholders' }
    id6[Set up project repository]@{ ticket: DEV-201, assigned: 'DevOps' }

  In Progress
    id7[Develop sprint backlog]@{ assigned: 'Scrum Master' }
    id8[Schedule project kickoff meeting]@{ assigned: 'Project Manager' }

  Review
    id9[Validate user stories with stakeholders]@{ ticket: PM-103, assigned: 'Product Owner', priority: 'Medium' }
    id10[Review risk assessment document]@{ assigned: 'Risk Analyst', priority: 'High' }

  Done
    id11[Establish communication plan]@{ assigned: 'PM Team' }
    id12[Set up team collaboration tools]@{ assigned: 'IT Support' }

  Blocked
    id13[Approval delayed from legal team]@{ ticket: PM-104, assigned: 'Legal', priority: 'Critical' }

Why a Kanban Board Matters

  • Enhances Visibility – Ensures all team members and stakeholders have a clear view of progress.
  • Improves Efficiency – Helps teams identify and remove inefficiencies.
  • Supports Agile & Lean Practices – Encourages continuous delivery and flexibility.
  • Encourages Collaboration – Keeps teams aligned and focused on priorities.

See also: Work in Progress (WIP), Agile Development, Flow Efficiency, Process Optimization.

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