What is Kanban methodology?
Kanban is a workflow management method for tracking and managing tasks. It’s rooted in the Japanese automotive industry, having been established in the 1940s by Taiichi Ohno, an engineer at Toyota.
In Kanban, cards are added to a board, which is split into stages such as “to do”, “in progress” and “done” (Kanban actually means “visual board” or “card" in Japanese). The cards are moved across the board as work progresses, providing a visual overview of their status at a glance. Using this method, you can visualize the entire workflow of a project from start to finish.
What are the benefits of Kanban boards?
As a project manager, you can use Kanban to provide a more transparent overview of project performance. Team members can easily track the status of tasks and address dependencies or any bottlenecks that hold up progress.
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
Share and receive feedback on tasks centrally and transparently
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?
Let’s say 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.
Learn more about task management with MeisterTask.
What should be included in your Kanban tasks?
To give your team as much clarity as possible and ensure a smooth workflow, include the following in every task on your board:
Task description: Let your team know the task is about, clearly outlining requirements and deliverables.
Due date: Set a deadline so your team knows when the work should be completed. This will help them prioritize and manage their work effectively.
Task schedule: Include a start and end date so it’s clear when the task will be worked on. This will help you to allocate resources for tasks and identify dependencies.
Assignee: Assign the task to the team member who will be working on it. This way, everyone knows who is responsible for what.
Priority: Use tags to indicate urgent and important tasks so your team knows what to focus on first.
Relevant resources: Add links and upload supporting documents to provide extra context to the task. This might include your project plan, guidelines to follow, or examples of previous work.
