Kanban is a popular method in project management, particularly within Agile practices. It focuses on visualizing work, limiting work in progress (WIP), and maximizing workflow efficiency. Kanban originated from lean manufacturing, developed by Toyota, and is now widely used in various industries, including software development and project management.

• Visualize Work
  • The central aspect of Kanban is to visualize the workflow, typically through a Kanban board. The board is divided into columns representing different stages of work (e.g., To Do, In Progress, Done).
  • Each task or work item is represented by a card, and as the task progresses, it moves from one column to the next, giving a clear visual overview of the current project status.

• Limit Work in Progress (WIP)
  • Kanban emphasizes limiting the number of tasks in progress. Too many tasks in progress can lead to bottlenecks and reduced productivity.
  • WIP limits encourage the team to finish tasks before starting new ones, promoting a steady, continuous workflow.

• Manage Flow
  • Kanban focuses on optimizing workflow and ensuring a smooth process. Teams monitor the movement of tasks to identify and remove bottlenecks.
  • Key flow metrics, such as cycle time (the time it takes to complete a task), are tracked to enhance speed and efficiency.

• Make Process Policies Explicit
  • Teams should clearly define their process rules and make them visible. This ensures everyone understands how work is handled, and deviations from the process can be identified and improved.

• Implement Feedback Loops
  • Regular feedback loops, like daily stand-ups and retrospectives, are used to discuss progress, remove obstacles, and continuously improve the workflow.

• Collaborate for Continuous Improvement (Kaizen)
  • Kanban promotes Kaizen (continuous improvement). Small, incremental changes to the process are made to improve efficiency and productivity over time.

• Set Up the Kanban Board:
  • Create a board with columns representing the stages of the workflow, such as Backlog, To Do, In Progress, and Done.
  • Each task is represented by a card, starting in the Backlog or To Do column.

• Prioritize and Pull Tasks:
  • Team members “pull” tasks from the To Do column as they have capacity to work, respecting the WIP limits. They move the card to the In Progress column.
  • Members work on tasks until completion before pulling new ones.

• Monitor Workflow and Identify Bottlenecks:
  • As tasks move across the board, managers can visualize where bottlenecks occur, if team members are overloaded, or if there are inefficiencies.

• Review and Reflect:
  • Teams should hold regular review meetings to reflect on the workflow, identify issues, and discuss ways to improve the process.

• Flexibility: Kanban does not prescribe fixed iterations (like Scrum), making it adaptable and allowing for quick changes in priorities.
• Improved Efficiency: Limiting WIP ensures focus on task completion, reducing delays and increasing efficiency.
• Better Collaboration: A Kanban board enhances transparency, helping teams collaborate more effectively.
• Continuous Delivery: Kanban supports a continuous flow of work, allowing for more frequent and incremental project updates.
• Identifying Bottlenecks: The visual nature of Kanban makes it easier to identify delays and bottlenecks in the process.

Several digital tools can help implement Kanban boards, including:

• Trello
• Jira
• Asana
• Monday.com
• Microsoft Planner

While both Kanban and Scrum are Agile methodologies, they have key differences:

• Scrum: Uses fixed-length sprints, has defined roles (Scrum Master, Product Owner), and sets a fixed scope of work for each sprint.
• Kanban: Focuses on continuous delivery, with no fixed roles or time-boxed iterations. It allows flexibility in prioritization based on the flow of tasks.

In conclusion, Kanban is a flexible, efficient project management method that focuses on optimizing workflow and enabling continuous improvement, making it ideal for dynamic, fast-paced environments.