A Brief Guide to Kanban

Kanban, a method known for its simplicity and effectiveness, has become a popular framework in the realm of project management and software development. Originating from manufacturing, Kanban has evolved into a versatile tool that helps teams visualise work, improve efficiency, and continuously enhance processes.

The History of Kanban

The concept of Kanban dates back to the 1940s when Toyota introduced it as a scheduling system for lean manufacturing. The term "Kanban" is Japanese for "signboard" or "billboard," reflecting the method's core practice of visualising tasks on a board. This visual management system allowed workers to see the flow of work, identify bottlenecks, and optimise the production process. Over time, Kanban was adapted for knowledge work and project management, becoming a staple in Agile methodologies.

Key Roles in Kanban

Unlike some other project management frameworks, Kanban is known for its minimalistic approach to roles. There are no prescribed roles like Scrum Master or Product Owner. Instead, Kanban focuses on the existing roles within a team, encouraging everyone to contribute to the process. However, some teams may choose to have specific roles to facilitate the Kanban process, such as:

• Service Delivery Manager: Ensures the smooth flow of work and manages the Kanban board.
• Product Manager: Prioritises tasks and ensures the team is working on the most valuable items.

The Kanban Board

The Kanban board is the heart of the Kanban method. It typically consists of columns representing different stages of the workflow, such as "To Do," "In Progress," and "Done." Tasks, represented as cards, move across these columns as they progress through the workflow. This visual representation helps teams track the status of tasks and identify any impediments.

Meetings in Kanban

Kanban is flexible regarding meetings, but it often incorporates a few key types:

• Daily Stand-up: A short meeting where team members discuss what they did yesterday, what they plan to do today, and any obstacles they're facing.
• Replenishment Meeting: Held to decide which tasks should be moved to the "To Do" column next.
• Review/Retrospective: A periodic meeting to review the process, discuss what went well, what didn't, and how to improve.

Kanban in Action: A Two-Week Iteration Example

While Kanban doesn’t prescribe fixed iterations, many teams use two-week cycles to review and plan work. Here’s how a two-week Kanban iteration might look:

1. Week 1, Day 1: Start with a replenishment meeting to populate the "To Do" column with prioritised tasks.
2. Week 1, Daily: Conduct daily stand-ups to monitor progress and address any issues.
3. Week 2, Day 10: Hold a review meeting to evaluate completed tasks and gather feedback.
4. Week 2, Day 11: Conduct a retrospective to discuss improvements for the next cycle.
5. Week 2, Day 12: Replenishment meeting for the next iteration.

Key Metrics in Kanban

To measure and improve efficiency, Kanban teams often track the following metrics:

• Lead Time: The total time it takes for a task to move from the "To Do" column to "Done."
• Cycle Time: The time it takes for a task to move through the "In Progress" stages.
• Work In Progress (WIP): The number of tasks currently being worked on. Limiting WIP is crucial to preventing overload and ensuring a steady flow of work.
• Throughput: The number of tasks completed in a given period, providing insight into the team's capacity.

Conclusion

Kanban is a powerful yet straightforward framework that can transform how teams manage work. By visualising tasks, limiting WIP, and continuously improving processes, teams can achieve greater efficiency and deliver higher value. Whether you’re in software development, marketing, or any other field, Kanban offers a flexible approach to managing work and driving continuous improvement.