What is Kanban methodology?
Kanban helps you simplify and optimize work processes using visual representations of related tasks in a project. As a project manager, you can use Kanban to:
Divide projects into smaller color-coded tasks
Provide a more transparent overview of project performance
Allow all teammates to view the status of certain tasks
Help address any bottlenecks that hold up progress
Providing teammates with a transparent overview of the project is the secret sauce of the Kanban methodology. With all relevant information visible on the board – including task deadlines, assignees and priority status – your team can:
Focus on the most important tasks in a project first
Manage their time more efficiently and effectively
Help support teammates who are struggling with their tasks
Kanban is a simple solution for a more effective and collaborative workflow. It’s also extremely flexible, so you can tailor it to suit almost any industry and working style.
When to use the Kanban template?
The Kanban template is designed to help your team implement a Kanban project management workflow. There are 6 practices in Kanban that the template will help you implement:
Visualizing the entire project workflow
Providing an effective process for your team to follow
Identifying task dependencies and resourcing needs
Creating more collaborative workflows that boost team productivity
Implementing feedback loops that improve team communications
Suppose your team is tasked with implementing a new piece of software at your organization. You need to learn how the system works and determine the best way that it can complement your existing platforms and workflows. By using the Kanban Template, you’ll ensure this project achieves the desired result as you:
Juggle rapidly changing priorities
Adapt to new information
Continuously improve platform integrations
Remain open to flexible timelines and deliverables
The Kanban template is also helpful for evaluating existing project workflows. Part of the goal of a Kanban project management process is to find opportunities for continuous improvements. If you’re completing a new project that closely resembles a previous one, consider introducing changes to the previous workflow and evaluate the new results.
How to use the Kanban template
The Kanban template tags and organizes your project into five designated sections. You can assign whatever naming conventions you’d like, but each section should generally follow these outlines: backlog, to-do, doing, review, and done.
The purpose of these sections is to organize and prioritize various tasks involved in the project. You can assign those tasks to each member of your team and set flexible deadlines that are adjustable based on the success of the workflow.
Step 1: Break up your project into tasks
Begin by breaking down the master project into smaller tasks that each contribute to the end goal of the project. Ensure each task has a deliverable outcome so that you can check the task off as done when a tangible result is created. Assign the task to a member of your team who will be responsible for completing the task.
Step 2: Assign color-coded priority tags
One of the key benefits of the Kanban template is that you can color-code your tasks to easily distinguish them by order of priority. Red is used for high-priority tasks, orange or yellow for medium-priority tasks, and green for lower priority tasks.
Step 3: Assign tasks to each section
Once all your tasks are prioritized, you can organize them on your Kanban board. Drag the task cards to one of your five vertical sections and fill out your Kanban template. Largely speaking, lower priority tasks should be assigned to the Backlog section while your team focuses on completing higher priority tasks.
Step 4: Refine and optimize your template as needed
Remember that the purpose of a Kanban project management workflow is to remain flexible. If certain tasks are getting done faster than others, consider reassigning resources to help other high-priority tasks reach the completion stage.
