Kanban 101: The Ultimate Starter Kit for Workflow Mastery

This is my first post after I go back to writing. I want to write about something interesting and relevant to my writing routine. At the top of my mind is something about project management. Today, we are almost a part of different fast-paced work environments, so effectively managing tasks and projects is always crucial. I'm a typical example of procrastination, anytime I just miss something in my plans I easily throw away all of the rest of my to-do list. I learned and studied plenty of methods and tools relevant to project management. Most of those methods are incredible and valuable, but there is no one-size-fits-all. In my scenarios, I fell into Kanban, a visual project management method. I will share with you why it is more suitable for me than other methods. But I will not compare to or mention other methods in this post.

Understanding the Basics of Kanban

At its core, Kanban is a strategy for optimising the flow of value through a process that uses a visual and pull-based system.

• First, there are many ways to define the value in a Kanban system, including but not limited to the customer's needs, and the organisation's requirements.
• Second, the core concept of Kanban is flow. Flow is the movement of potential value through a system.

In Kanban, the term "optimisation" does not mean "maximisation", and I believe this is true not only in the Kanban system. We should consider that optimisation means finding a way to properly balance effectiveness, efficiency and predictability in how we get the works done. In other words, we make it more productibility by delivering more value with lesser resources rather than deliver maximum value.

Why I use Kanban?

By using Kanban, I'm following three practices:

1. Define and Visualise a workflow
2. Actively manage items in the workflow
3. Observe, Analyse and Improve the workflow

The participants in the value delivery of a Kanban system are called Kanban system members. The strategy of Kanban is to get the members to ask the right questions sooner as part of a continuous improvement effort in pursuit of the following goals:

• An EFFECTIVE workflow is one that delivers WHAT customers want WHEN they want it.
• An EFFICIENT workflow is one that allocates available resources as optimally as possible to deliver value.
• A PREDICTABLE workflow is one that allows the participants to accurately forecast value delivery within an acceptable degree of uncertainty.

The strategy of Kanban is to optimise value by optimise flow. Finding a sustainable balance among these three elements means the Kanban system members achieve value optimisation.

Kanban can work with almost any workflow, its application is not limited to any one context. So I could apply it to my daily routine or my work. As for my working style, I feel better with it because it draws on flow theory, including but not limited to systems thinking, lean principles, and quality control. In the next few posts, you will understand that I'm a practitioner of these.

How do I practice with Kanban?

There are many times I saw someone bring a whiteboard, draw a few vertical lines on the board, name each column such as to-do, doing, done and prepare a ton of stickers. Okay, and what's next? They called that Kanban board! Anyone could use any tool in any way they wanted, but later, they could not blame any failure because they thought it was useless. As I mentioned above, I'm following three practices when applying the Kanban system:

Define and Visual a workflow

The strategy of Kanban is to optimise value by optimising flow. So the first step is defining what flow means in a given context. The explicit shared understanding of flow among all of Kanban system members within the given context called "Definition of Workflow" (DoW). DoW is a fundamental concept of Kanban.

At MINIMUM, Kanban system members must create their DoW using all of the following elements:

• A definition of the individual units of value moving through the workflow. These units are referred to as work items (or items).
• A definition for when work items are started and finished within the workflow. Depending on the work items, your workflow may have more than one started or finished points.
• One or more defined states that the work items flow from the started to the finished points. Any work items between a started point and a finished point are considered work in progress (WIP).
• A definition of how WIP will be controlled from the started to the finished points.
• A list of explicit policies about how work items can flow through each state from the started to the finished points.
• A service level expectation (SLE), which is a forecast of how long it should take a work item to flow from started to finished points.

For sure, Kanban system members could add more other elements to the DoW, but above are six (6) essential elements we need to conduct a DoW. The Kanban board is the visualisation of the DoW, so if your whiteboard does not include enough of these essential elements, it is not enough to get started.

Actively manage items in the workflow

Once your Kanban board is set up, the next step is to actively manage the items within your workflow. This means moving work items from one column to the next as they progress through the stages of your project. Here are some tips for actively managing items in your Kanban workflow:

• Limit Work in Progress (WIP): One of the key principles of Kanban is to limit the amount of work in progress at any given time. This helps to prevent bottlenecks and ensures that tasks are completed efficiently. I do really recommend you stick to this principle, it's important to manage your workload effectively.
• Prioritise Work Items: Use your Kanban board to prioritize work items based on their importance or urgency. This will help you to focus on the most critical tasks first.
• Use Swimlanes or Labels: Consider using swimlanes (horizontal lanes on your board) or labels to categorise work items by project, team, or priority.
• Assign Tasks to Team Members: Assign tasks to specific team members so everyone knows who is responsible for what. Even when I'm the only person on the project, I still keep this process, it ensure I have the proper habits for the workflow. In other cases when I use a management tool, it also benefits me by the reminder feature.
• Regularly Update the Board: Keep your Kanban board up-to-date by moving work items as they progress and adding new items as needed. If you let everything be outdated, it means you let everything go out of your control.

Observe, Analyse and Improve the workflow

Kanban is not a static system but rather a continuous improvement process. To get the most out of Kanban, you need to regularly observe, analyse, and improve your workflow. I loved this because it made me need to regularly observe it, I spent a long time forming the habit of regularly observing everything and making it updated. Here are some tips:

• Track Metrics: Track key metrics such as cycle time (the time it takes for a work item to move through the entire workflow) and throughput (the number of work items completed in a given period). These metrics will help you identify bottlenecks and areas for improvement. Sometimes, you will figure out what wasted your time that you did not even notice before if you track and note properly.
• Hold Regular Retrospectives: Schedule regular retrospectives with your team to reflect on what is working well and what could be improved in your Kanban process. Again, even though I'm the only person on the project, I still make it happen by myself; I let me have time to review what I did, and what was wrong then write it down for my lessons learnt.
• Experiment with Changes: Don't be afraid to experiment with changes to your workflow. Try adjusting WIP limits, adding new columns, or changing the order of your columns.
• Continuous Learning: Kanban is a learning process. Continuously seek out new information and best practices to improve your Kanban implementation.

Why Kanban Works

Kanban's popularity isn't just hype; it delivers tangible benefits that have transformed how teams and organisations operate. I could list out a few of the pros of Kanban in my opinion below:

1. Enhanced Visibility and Transparency:

• Example: A software development team at a tech company was struggling with frequent delays and unclear task ownership. By implementing a Kanban board, they were able to visualise the entire workflow, from backlog to deployment. This transparency allowed them to quickly identify bottlenecks, reassign tasks as needed, and ultimately reduce their time-to-market.

2. Increased Efficiency and Productivity:

• Example: A marketing agency found themselves overwhelmed with multiple campaigns and tight deadlines. Adopting Kanban helped them prioritise tasks, limit work in progress, and focus on completing high-priority items first. This resulted in improved efficiency, reduced stress, and a higher rate of on-time project delivery.

3. Improved Collaboration and Communication:

• Example: A cross-functional team working on a new product launch often faced miscommunication and conflicting priorities. Using a Kanban board as a central hub for project information, they were able to align their efforts, track progress together, and address issues proactively, fostering a more collaborative and productive environment.

4. Flexibility and Adaptability:

• Example: A manufacturing company experienced unexpected changes in customer demand. Their Kanban system allowed them to quickly adjust production levels, re-prioritise orders, and minimise waste. This flexibility helped them maintain customer satisfaction even during unpredictable market conditions.

5. Continuous Improvement Culture:

• Example: A customer service team implemented Kanban to manage their incoming support tickets. By regularly analysing their workflow metrics and holding retrospectives, they identified areas for improvement, such as automating repetitive tasks and refining their escalation process. This commitment to continuous improvement led to faster resolution times and happier customers.

Kanban and Others

While Kanban offers numerous advantages, it's essential to understand how it compares to other popular methodologies. It focuses on high flexibility, continuous iterations, less prescriptive roles, ongoing planning and embraced change. And as is anything in this world, I also have a few cons below:

• Lack of Structure: The flexibility of Kanban can be a double-edged sword. Some teams may find it too loose and unstructured, lacking the clear deadlines and roles found in other methodologies.
• Overreliance on Visuals: While the visual aspect of Kanban is a strength, it can become overwhelming with too many work items or complex workflows.
• Difficulty with Large Projects: Kanban might not be the best fit for large, complex projects with intricate dependencies and fixed timelines.
• Requires Discipline: Kanban relies on team members adhering to WIP limits and actively managing the board. Without discipline, it can become ineffective. It's really important, so I will remind you again: DISCIPLINE. It's just a tool to support you, but you are the decision maker and you own it. Use it properly.

When to Choose Kanban:

• Unpredictable Work: When requirements change frequently, and priorities shift.
• Continuous Flow: When you need a steady stream of deliverables rather than fixed deadlines.
• Visual Management: When you value transparency and want to see the big picture of your work.
• Process Improvement: When you want to focus on optimising your workflow and eliminating waste.

Implementing Kanban: Key Considerations

To ensure a successful Kanban implementation, keep these factors in mind:

1. Start Small: Begin with a simple Kanban board for a single project or team. As you gain experience, you can expand to more complex workflows.
2. Define Clear Policies: Establish explicit policies for how work items move through the workflow, including WIP limits, criteria for moving items to the next stage, and how to handle blockers.
3. Train Your Team (or yourself): Ensure everyone on your team understands Kanban principles and how to use the board effectively.
4. Regularly Review and Adapt: Don't be afraid to experiment and make adjustments to your Kanban system based on your team's needs and feedback.
5. Use the Right Tools: Choose a Kanban board tool that fits your team's size and complexity. Many digital options offer features like automation, analytics, and integration with other project management tools. But sometimes, you do not need all of those features.

Bottom Line

Kanban is more than just a project management tool, it's a philosophy of continuous improvement and value delivery. Whether you're an individual looking to organise your personal tasks or a large organisation seeking to optimise complex workflows, Kanban offers a flexible and effective framework to achieve your goals. By understanding the benefits, limitations, and key considerations of Kanban, you can make an informed decision about whether it's the right methodology for your team and project.