One of the problems you can face as a project manager is losing track of your project progress or needing to know the milestones you have reached. This occurs more when managing a big project.

The Kanban method is one of the ways you can handle this by tracking your projects and their progress. However, you might wonder what the Kanban method is all about, how it began, and how it is used to track your project. You’ll find these out in this article.

What is the Kanban Method?

Kanban, which means “visual card” or “signal” in Japanese, is a method for visualizing and managing work processes. It originated in the manufacturing industry, particularly at Toyota, in the 1940s as part of the Toyota Production System (TPS). The primary purpose of Kanban was to control and optimize production by managing inventory levels and ensuring that the right amount of materials was available at the right time.

In its traditional form, Kanban uses physical cards or tokens to represent items in a production process. These cards are placed on a board, and as work progresses, the cards move through various stages of production.

How Does the Kanban Method Work?

Here’s how it functioned in its initial context:

1.   Kanban Cards

Each card represents a specific part or product that needs to be manufactured. Information on the card includes details about the item, such as its name, quantity, and production requirements.

2.   Kanban Board

A Kanban board is used to visualize the flow of work. It typically consists of columns representing different stages of the production process, from “To Do” (requiring production) to “In Progress” and finally “Done” (completed and ready for delivery).

3.     Pull System

The key concept of Kanban is the pull system, which means that work is only initiated when there’s demand for it. When a downstream process or station consumes parts and removes a Kanban card from the board, it signals the upstream process to produce more of that item.

4.   WIP Limits

Work-in-progress (WIP) limits are often set for each column on the Kanban board to prevent overproduction and ensure that resources are not wasted. Thus, work is pulled into a stage only when there is capacity to work on it.

Over time, Kanban has expanded its applications beyond manufacturing and found relevance in diverse fields, such as software development, service industries, and of course, project management. In these domains, Kanban functions as a visual management tool that aids in the monitoring and enhancement of workflows, task management, and efficiency improvement efforts.

Kanban in Project Management

Kanban is a project management methodology that originated from manufacturing but has since been adapted for various project management contexts. In project management, Kanban focuses on visualizing work, limiting work in progress, and optimizing workflow to efficiently manage and complete projects. Here’s how Kanban is applied in project management:

●     Visualize Work:

A Kanban board is created to visualize the project’s workflow. The board consists of columns that represent different stages of the project, from project initiation to completion.

●     Kanban Cards:

These cards contain essential information about the task, including its name, description, priority, and possibly the assigned team member and due date.

●     Limit Work in Progress (WIP):

To maintain control over the project and prevent bottlenecks, each column on the Kanban board typically has a WIP limit. This limit specifies the maximum number of tasks that can be in progress in that column at any given time.

●     Pull System:

This prevents overloading team members and helps maintain a steady flow of work.

●     Continuous Improvement:

Teams hold regular meetings, such as daily stand-ups, to discuss progress, identify obstacles, and make adjustments to improve workflow and overall project efficiency.

●     Visual Management:

The Kanban board provides a visual representation of the project’s status, making it easy for team members and stakeholders to understand the current state of work and identify any potential issues or delays.

●     Adaptability:

Kanban in project management is highly adaptable and can be applied to different types of projects, including software development, marketing campaigns, and product launches. The flexibility of Kanban allows teams to tailor the process to their specific project requirements.

●     Prioritization:

Teams can use techniques such as color-coding or swimlanes on the Kanban board to indicate task priorities. This helps ensure that critical tasks are given appropriate attention and are completed on time.

●     Metrics and Data-Driven Decisions:

Teams can track cycle times, lead times, and other relevant data to make informed decisions and further optimize their processes.

How to Track Your Project with Kanban

To track your project using the Kanban method, follow these steps:

1.     Set your Kanban board:

Use a physical board or a digital Kanban tool such as Trello, Asana, etc. Create columns on your board to show different stages of your project’s workflow.

2.     Visualize the work:

Create kanban cards to represent every task or work item and place these cards on the board, specifically in the to-do column.

3.     Set Work-in-Progress (WIP) limits:

Assign WIP limits to each column to control the number of tasks that can be in progress to prevent overloading team members and maintain a smooth workflow.

4.     Prioritize tasks:

Use techniques like color-coding, labels, or swimlanes to indicate task priorities if necessary.

5.     Have regular meetings:

Hold daily standup meetings with your project team, either virtually or in a physical workspace, to discuss progress and any obstacles.

6.     Continuously monitor and update:

Regularly update the Kanban board to ensure that it accurately reflects the project’s progress and ensure work is not getting stuck in any particular stage.

7.     Use metrics for insights:

Track relevant metrics, such as cycle time and lead time, and analyze these metrics to identify bottlenecks and areas for improvement in your project management process.

8.     Review and adjust:

Use the feedback and data collected to make continuous improvements to your project management process.

9.     Complete and evaluate:

When all tasks are moved to the “Done” column, the project is considered complete. Conduct a project retrospective to evaluate what went well, and what could be improved, and gather lessons learned for future projects.

Wrapping Up

Kanban is a project management approach that utilizes visual management, work constraints, and a pull system to boost efficiency, adaptability, and teamwork within project teams. It is especially beneficial when handling projects marked by changing requirements and a constant drive for improvement.

If you adhere to the steps in this article and maintain regular updates on your Kanban board, you can oversee and control your project. That way, you can guarantee a seamless workflow and the ability to address evolving circumstances and obstacles.