Kanban: Definition, Uses & Examples

What is Kanban?

Kanban is a workflow management method that visualizes task progression through defined stages, controls work-in-progress (WIP), and facilitates continuous improvement. Tasks are represented by cards placed in structured columns corresponding to distinct workflow phases, typically progressing horizontally from initiation toward completion.

Key Insights

• Kanban leverages visual management to enhance process transparency and identify inefficiencies.
• Implementing explicit WIP limits prevents task overload and surfaces process bottlenecks.
• Continuous flow enables incremental improvement, rapid feedback, and flexible reprioritization.

Teams implement Kanban by designing workflow-specific boards containing clearly defined columns such as "To Do," "In Progress," "Review," and "Done." Unlike frameworks that utilize fixed sprint cycles (e.g., Scrum), Kanban focuses on continuous task delivery and adaptable processes.

Integrating WIP limits into each stage enhances productivity by preventing task accumulation and promoting workflow stabilization. Regular monitoring of workflow metrics such as cycle time and throughput supports ongoing optimization, enabling teams to quickly identify blockers and adjust processes accordingly.

When it is used

Kanban is well-suited across various environments, from production lines to creative industries. Teams frequently adopt Kanban when seeking a simplified, less prescriptive methodology compared to full-scale agile frameworks like Scrum.

Common use cases

• Software maintenance teams: Kanban boards effectively manage incoming bug reports or minor enhancements, tracking their progress from reporting to resolution.
• Marketing campaigns: Marketers often utilize Kanban to move projects from initial ideas through writing and design, client evaluations, and publication processes.
• Personal productivity: Individuals adopt personal Kanban boards to organize daily tasks, set achievable task limits, and boost productivity.
• Mixed work types: Teams handling diverse projects or encountering spontaneous tasks benefit from Kanban’s adaptable workflow.

Kanban is particularly effective when team priorities shift frequently. High-priority tasks can be promptly added, yet adherence to WIP limits ensures a balanced workload, preventing task overload and promoting steady progress.

Electronic vs. physical boards

Teams adopt Kanban through physical boards (such as wall-mounted boards with sticky notes) or digital platforms including Trello, Jira, or Asana.

Pros and cons

• Physical boards: Tangible boards create immediate, engaging visuals that encourage team interaction and brief meetings. However, physicality restricts remote collaboration and detailed analytics.
• Digital boards: Digital tools enable seamless remote collaboration, automatically track metrics, and provide instant updates, yet may feel impersonal or disconnected.

Many teams strike a balance by utilizing both methods—boards in physical spaces for quick team discussions paired with digital boards for tracking analytics or remote collaboration. The key to success is clarity regarding how the team intends to utilize the chosen tools and ensuring regular reference.

Case 1 – Software maintenance team

Consider a mid-sized software development company with a dedicated maintenance team responsible for minor enhancements and debugging. Initially, they relied on scattered email threads and intermittent spreadsheets, often struggling with interruptions from urgent bug fixes and delayed tasks.

Upon adopting Kanban, the team:

1. Introduced a board with the columns “Inbox,” “In Progress,” “Review,” and “Done.”
2. Applied a WIP limit of two items in the “In Progress” column, promoting focused attention and workflow discipline.
3. Allowed individual developers to claim cards when they had availability. If "In Progress" reached capacity, team members collaborated to advance items through "Review."

This transition significantly reduced chaos. Developers efficiently identified blocked tasks. Finishing tasks led team members to either pick new items from the inbox or assist colleagues in reviewing. Over time, the team identified frequent bottlenecks in review phases, particularly towards week's end. They assigned a rotating "reviewer of the day," drastically reducing backlog and delays.

Case 2 – Design agency

A small design agency applied Kanban to manage diverse client projects—from concept ideation to final deliveries. Their workflow used columns such as “Backlog,” “Design,” “Client Feedback,” “Revisions,” and “Approved.”

Quickly noticing consistent delays related to client input, the agency started marking stalled tasks with identifiable red stickers. This simple visual made blocked tasks immediately evident during daily stand-up meetings, prompting timely client follow-ups.

Acknowledging operational limitations, the agency realized they rarely had bandwidth for more than two design projects simultaneously. Thus, they implemented a strict WIP limit of two active tasks in the "Design" column. This constraint facilitated realistic project scheduling, improved client communications, and set clear expectations regarding timelines.

Origins

Kanban originated from Toyota’s innovative manufacturing practices during the 1950s. The Japanese term “Kanban,” meaning “visual signal,” was integral in minimizing wasteful overproduction by aligning actual inventory levels with real-time manufacturing needs. Workers leveraged visual cards as signals, indicating when supplies or parts were required.

In the late 2000s, software-industry thought leaders like David J. Anderson adapted Kanban principles for knowledge-centric industries. Recognizing its potential beyond manufacturing, they introduced visual task management boards and WIP constraints, revolutionizing productivity practices. Today, Kanban is a leading methodology within agile project management circles, complementary to techniques like Scrum.

FAQ

Does Kanban require strict daily stand-ups like Scrum?

Kanban does not strictly mandate stand-up meetings. However, frequent brief check-ins are highly recommended. Teams typically discuss task progress, identify stumbling blocks, and plan capacity-aligned actions. Meetings can be daily or at intervals most fitting the team's collaborative needs.

Is it necessary to limit WIP in each column?

Yes. Establishing WIP limits is a cornerstone of Kanban methodology. These constraints spotlight bottlenecks, reveal inefficient workflows, and provoke essential dialogues about resource allocation, capacity planning, and workload balancing.

Can we combine Scrum and Kanban?

Absolutely. Some teams utilize a hybrid called "Scrumban." This method merges Scrum’s sprint-planning structure with Kanban's visual workflow representation and WIP limitations. Scrumban offers teams a blend of structured planning and ongoing flexibility.

How do we handle tasks that need multiple steps or belong to different projects?

Complex tasks should be segmented into smaller sub-tasks—each represented by a card—ensuring visibility and clarity. Teams managing multiple projects on a single board routinely use color-coding or distinct tags to differentiate tasks efficiently. Alternatively, separate boards for different projects can maintain clarity and streamline workflow management.

End note

Kanban’s strength lies in its flexible yet structured approach, empowering teams to identify workflow challenges swiftly, impose actionable limits, and re-prioritize efficiently. By making tasks visually transparent, teams can proactively address issues as they emerge, ensuring continuous improvement rather than reactive problem-solving.