The Beginner’s Guide: How to Use Kanban for Project Management

76% of respondents reported that Kanban was “effective” or “much more effective” than other methods/frameworks that they have used.

Whether you are working on a small personal project or a large-scale team effort - Kanban is a highly effective method for managing projects. This visual approach to project management is widely used in agile software development but can be applied across industries for different types of projects.

In this blog post, we will explore how to use Kanban for project management and provide some tips on how to make the most of this approach.

What is Kanban?

Kanban is a Japanese word that translates to "visual signal" or "card." It is a project management methodology that uses a visual board to manage work in progress. The board is divided into columns that represent different stages of the project, and cards or sticky notes are used to represent individual tasks. The cards move from one column to the next as work progresses, giving team members a clear view of the project's status at all times.

Kanban project management is a visual system that helps teams improve their workflow, increase efficiency, and reduce waste. Here are some benefits of using Kanban project management:

• Visualize Work: Kanban allows teams to see their work in progress, making it easier to track progress, identify bottlenecks, and prioritize tasks.
• Continuous Improvement: With Kanban, teams can continuously improve their process by making small incremental changes to their workflow. This leads to a culture of continuous improvement and a more efficient and effective process.
• Flexibility: Kanban is a flexible approach that allows teams to adapt to changing circumstances quickly. This is especially useful in dynamic environments where priorities can change rapidly.
• Reduce Waste: Kanban helps teams identify and eliminate waste in their process, leading to a more streamlined and efficient workflow.
• Improved Communication: Kanban promotes better communication between team members, which can lead to improved collaboration and faster problem-solving.
• Better Customer Satisfaction: By streamlining workflows and reducing waste, Kanban can help teams deliver products and services faster and more efficiently, leading to higher customer satisfaction.

The benefits of Kanban are immense if you use it religiously and righteously. Now that you know the advantages of the Kanban board, let’s explore the elements of the Kanban board, and then see how you can use it to work more efficiently, reduce waste, and continuously improve their process.

Elements of Kanban Board

Kanban boards for workflow management are now used by 61% of respondents, steadily increasing from 6% in the first survey. To use the Kanban board to its best, it is important to be well aware of its elements.

• Columns: These are the vertical sections that represent the different stages of the workflow. Each column typically represents a different stage of the process, such as "To Do," "In Progress," and "Done."
• Cards: These are the individual tasks or work items that move through the workflow. Each card represents a specific task that needs to be completed.
• WIP (Work In Progress) Limits: These are limits placed on the number of cards that can be in progress at each stage of the workflow. The purpose of these limits is to prevent overloading and ensure that work is flowing smoothly.
• Swimlanes: These are horizontal sections that can be used to categorize cards or tasks based on different criteria, such as priority, department, or team.
• Labels: These are used to identify and categorize cards based on different attributes, such as the type of work, the priority level, or the person responsible for the task.
• Metrics: These are visual representations of data related to the workflow, such as lead time, cycle time, and throughput. These metrics can help teams to identify bottlenecks, track progress, and make improvements to their processes.

Now that you are familiar with the elements of the Kanban board, we will see how to use these elements to manage your projects.

Stepwise Approach to Using Kanban for Project Management?

If you want to avoid the overwhelming feeling of never-ending to-do lists, follow these steps to manage your projects in a clear and effective way.

Step 1: Set Up Your Kanban Board

To use Kanban for project management, you will need to set up a Kanban board. This can be done on a physical whiteboard or using a digital tool like Trello, Asana, or Jira. The board should be divided into columns that represent the stages of your project. For example, you might have columns for "Backlog," "In Progress," "Testing," and "Done."

Step 2: Add Tasks to the Backlog

Once you have your board set up, you can start adding tasks to the backlog column. These tasks should be broken down into small, manageable pieces that can be completed in a reasonable amount of time. Each task should be written on a separate card or sticky note.

Step 3: Move Tasks to the "In Progress" Column

As team members begin working on tasks, they should move the corresponding card to the "In Progress" column. This lets everyone on the team know that the task is being worked on and is no longer part of the backlog.

Step 4: Monitor Progress

As tasks are worked on, team members should update the status of each card to reflect the progress made. This could include notes on any obstacles or challenges encountered, as well as estimates of the time needed to complete the task.

Step 5: Move Completed Tasks to the "Done" Column

Once a task is completed, the corresponding card should be moved to the "Done" column. This lets everyone on the team know that the task is finished and can be checked off the list.

Additional Tips for Using Kanban for Project Management

Using the Kanban board initially feels like a massive task, but once you get a hang of it you will realize you have made one of the best decisions in life. It is a blessing in disguise to help you manage your projects efficiently.

We have already discussed the elements of the Kanban board and how to manage your project, but sometimes smart work can go a long way to escape from unnecessary hassle.

Keep it Simple

One of the strengths of Kanban is its simplicity. Avoid overcomplicating your board by adding too many columns or tasks. Instead, focus on breaking tasks down into small, manageable pieces and keeping the board easy to read and understand.

Use Color Coding

Color coding can be a helpful way to quickly identify different types of tasks or priority levels. For example, you might use red cards for high-priority tasks and green cards for low-priority tasks.

Use WIP Limits

WIP (work in progress) limits can help prevent team members from taking on too many tasks at once, which can lead to a bottleneck in the workflow. Set a limit for the number of tasks that can be in progress at any given time, and enforce this limit to ensure a smooth workflow.

Hold Regular Stand-Up Meetings

Regular stand-up meetings can help keep everyone on the same page and ensure that progress is being made. These meetings should be short and to the point, with team members providing updates on their progress and any challenges they are facing.

One of the most popular questions that we come across during training sessions is what is the difference between Kanban and Scrum — Are they the same or different?

Kanban and Scrum are both popular agile methodologies used in software development and project management. While they share some similarities, they also have some key differences.

That’s not all about it. If you want to learn more about the two, keep reading.

Kanban vs Scrum

The key similarity is that both Kanban and Scrum are project management frameworks and the key difference lies in their approach. The former is a framework that helps in visualizing tasks to manage workflows while the latter comprises a set of values, principles, and practices to help teams structure and manage their work.

Kanban is a lean method for managing and improving work across human systems. It emphasizes continuous delivery, visualization of work, and limiting work in progress (WIP). The goal of Kanban is to optimize the flow of work, reduce waste, and increase efficiency. Kanban does not prescribe specific roles or timeboxed iterations as Scrum does. Instead, it allows teams to work at a pace that suits them while continuously improving their processes.

Scrum, on the other hand, is an iterative and incremental agile framework for managing complex projects. It is designed to help teams develop and deliver high-quality products in short iterations called sprints. Scrum has specific roles, including a product owner, Scrum master, and development team. It also includes a set of events such as sprint planning, daily standups, sprint review, and retrospectives, which provide structure and accountability for the team.

In summary, Kanban is a flexible method that focuses on optimizing workflow, while Scrum is a more prescriptive framework that provides structure and guidance for team roles and events. Both methods have their own advantages and disadvantages, it all depends on the specific needs and goals of the team and project.

If you want to learn how to use Scrum and Kanban simultaneously, you must pursue PSK Certification training.

Kanban Tools and Software

The goal of Kanban is to improve workflow and increase efficiency by visualizing the work that needs to be done and managing the flow of tasks through various stages of completion.

There are many Kanban tools and software available to help you implement this methodology in your work environment. Here are some of the most popular options:

• Trello: Trello is a simple and easy-to-use Kanban tool that uses boards, lists, and cards to organize tasks and projects. It is a cloud-based software that allows teams to collaborate on tasks, assign tasks to team members, and track progress.
• Kanbanize: Kanbanize is a comprehensive Kanban software that allows you to visualize your workflow, track progress, and manage tasks. It offers advanced features such as automation, analytics, and project portfolio management.
• Asana: Asana is a project management software that offers Kanban boards as one of its many features. It allows you to organize tasks, assign them to team members, and track progress. Asana also offers collaboration tools, automation, and reporting features.
• Jira: Jira is a popular software for agile project management that offers Kanban boards as one of its many features. It is a powerful tool that allows you to manage tasks, track progress, and collaborate with your team. Jira also offers advanced features such as automation, custom workflows, and reporting.
• Monday.com: Monday.com is a project management software that offers customizable Kanban boards as one of its many features. It allows you to organize tasks, assign them to team members, and track progress. Monday.com also offers collaboration tools, automation, and reporting features.

These are just a few of the many Kanban tools and software available. When choosing a Kanban tool or software, consider factors such as ease of use, features offered, and pricing

Features You Must Look for in a Kanban Tool

When selecting a Kanban tool, it is important to consider the following features:

• Visual Board: The Kanban tool should provide a visual board where users can easily see the status of their tasks and work items. The board should be customizable and allow users to create and move cards between different columns to reflect the progress of their work.
• Task Management: The tool should provide features to manage tasks, such as creating, assigning, prioritizing, and tracking them. It should also allow users to set due dates and deadlines.
• Workflow Management: The tool should provide features to manage workflows, such as defining the stages of work, establishing rules for moving cards between stages, and setting up triggers to automate the flow of work.
• Collaboration: The tool should provide features to enable collaboration between team members, such as commenting, tagging, and mentioning team members, as well as the ability to share documents and files.
• Analytics and Reporting: The tool should provide features to track and report on team and individual performance, such as cycle time, lead time, and throughput.
• Integration: The tool should integrate with other tools and systems that are important to your team, such as project management tools, customer relationship management systems, and issue trackers.
• Customization: The tool should be customizable to meet your team's specific needs, such as the ability to create custom fields, card types, and workflows.
• Mobile Support: The tool should provide mobile support, allowing users to access the Kanban board and perform tasks from their mobile devices.

Overall, the Kanban tool you choose should be easy to use, flexible, and scalable to meet the needs of your team as it grows and evolves over time.

Implement Kanban Right Away!

If you have read this blog completely, you should have no second thoughts about executing Kanban to manage your projects. There is always a reluctance in teams to adapt to changes - but welcoming new technology is crucial to succeeding more than ever in this 21st century.

You might fail to implement it on the first attempt, or it might feel like too much work at first stance, or you might not see any results in the beginning – but eventually, you will achieve the results and realize how effective it is given you choose the right Kanban tool based on your requirements. Remember, it is a process, it is all about continuous improvement.