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How can Agile teams prioritize their work using Kanban?

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Agile teams often face the challenge of managing multiple tasks, deadlines, and dependencies in a fast-paced and dynamic environment. How can they prioritize their work effectively and deliver value to their customers and stakeholders? One possible solution is to use Kanban, a visual and flexible system that helps teams organize, monitor, and improve their workflow. In this article, you will learn how Kanban works, what roles and responsibilities are involved, and how to apply some best practices to prioritize your work using Kanban.

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Wasim Akhter

Unit Head PMO @ Easypaisa Digital Bank | PRINCE2 Agile | Project Management | Product Management | Delivery Manager |…

1 What is Kanban?

Kanban is a Japanese word that means "signboard" or "card". It originated from the Toyota Production System, a lean manufacturing method that aimed to reduce waste and optimize efficiency. Kanban is based on the idea of visualizing the work process, limiting the work in progress, and implementing continuous improvement. Kanban uses a board with columns that represent different stages of the work cycle, such as "To Do", "In Progress", and "Done". Each work item is represented by a card that moves across the board as it progresses. The board provides a clear and shared view of the team's work status, capacity, and bottlenecks.

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Sagar Shah PMP? CSM?

LinkedIn Top Agile Voice | Technology Evangelist | IT Consultant | Agile Mentor | Digital Transformation | Prompt Engineering | SAFe - Scaled Agile Framework | Pre-Sales Consultant | RFP Specialist | 10K+ Followers
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Agile teams prioritize work using Kanban by visualizing tasks on a Kanban board, setting WIP (Work in Progress) limits, and dynamically adjusting priorities based on customer needs and project goals. The continuous flow and flexibility of Kanban allow teams to adapt quickly and focus on delivering high-priority items, ensuring alignment with business objectives.

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Annachiara Foschi

Management consultant | AI/ML Expert, Agile Methodologies, PM
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The most important aspects when prioritizing on a Kanban board are position and quantity. Position means that usually the most important tasks are placed on the top of the board, making it easier to see them. Quantity means that not too many tasks should be implemented at the same time. The team should decide together on the adequate number.

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Vivek Garg

LinkedIn Top Voice | Transformation Coach | SPC, KMP & PMP | Agile Delivery Expert | Product Management | RTE | Ex- Db, Ex-HCL,TCS | Blogger | Helping business & IT in digital transformation
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Using Visualization - Kanban Board (Team Kanban Board or Program Board) Board having columns or states like "TO DO", "In Progress" and "Done" All items will be part of Backlog Items which need to be work upon can be part of In Progress based on Team Capacity (WIP) - how many items they can complete In Progress can have different stages like Analyzing, "In Development", "Code Complete", "Code Review", "In QA", "In UAT", "Ready for Deployment" These items will be ordered based on their priorities like Top items would be Higher priority than bottom items Priority can be based on business value (business benefits in terms of $ value), efforts, risk reduction and cost of delay, accordingly decide whether need to be done now or later

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2 What are Kanban roles?

Unlike other Agile frameworks, Kanban does not prescribe specific roles or ceremonies for the team. However, some common roles that can be found in Kanban teams include the customer, who requests and receives the work output and defines the value and quality criteria; the service delivery manager, who oversees the delivery of the work to the customer and manages the flow of work; the service request manager, who manages the intake and prioritization of work requests from the customer; and team members, who collaborate and self-organize to deliver the work. All of these roles help ensure that the work is aligned with strategic goals and expectations.

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Wasim Akhter

Unit Head PMO @ Easypaisa Digital Bank | PRINCE2 Agile | Project Management | Product Management | Delivery Manager | Fintech | Digital Financial Services | Streaming Platform | E-Commerce | Telecom
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So, with Kanban, Agile teams basically create a visual to-do list on a board, and they limit the number of tasks they work on at once to stay sane and efficient. They chat every day to keep everyone on the same page and fix any problems. Plus, they're always moving stuff around on the board to make sure they're tackling the most important things. It's like teamwork and flexible planning in action!

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3 How to prioritize work using Kanban?

Kanban is a key principle that encourages limiting work in progress (WIP) to avoid overloading the system and creating waste. By setting a maximum number of cards per column, teams can focus on finishing existing work instead of starting something new. This also helps identify and resolve issues or impediments that slow down the workflow. To prioritize work using Kanban, teams can use value stream mapping as a tool to map out steps and activities from the customer's perspective. It identifies value-added and non-value-added tasks, cycle time, lead time, and sources of waste and inefficiency. Additionally, classes of service categorize work items according to urgency, risk, or importance with different colors or symbols to indicate if it's standard, fixed date, expedite, or intangible. Cost of delay is a metric that measures impact of delaying delivery on customer value or satisfaction by taking urgency, duration, and rate of value decay into account. Lastly, weighted shortest job first is a formula that calculates priority by dividing cost of delay by duration of work to select the one that delivers most value in shortest time.

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4 How to improve work using Kanban?

Kanban encourages continuous improvement, or kaizen, to optimize the work process and increase the value delivery. This is done by collecting and analyzing data from the Kanban board and other sources. To improve the work using Kanban, regular retrospectives should be conducted, the PDCA cycle applied, feedback loops used, and experimentation and learning encouraged. Retrospectives are meetings where the team reflects on what went well, what went wrong, and what can be improved in the work process. The PDCA cycle consists of four steps: Plan, Do, Check, and Act. Feedback loops enable the team to receive and respond to feedback from the customer, stakeholders, and themselves. Experimenting and learning is a mindset that encourages trying new ideas, learning from failures, and adapting to changes. Hypotheses, prototypes, and pilots can be used to test ideas and measure outcomes.

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Wasim Akhter

Unit Head PMO @ Easypaisa Digital Bank | PRINCE2 Agile | Project Management | Product Management | Delivery Manager | Fintech | Digital Financial Services | Streaming Platform | E-Commerce | Telecom
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Improving work with Kanban is like creating a super-smooth work process. You start by making your tasks visible on a cool Kanban board. Then, you set limits to avoid juggling too many things at once, and you make sure you always focus on the most important stuff. Every day, you have a quick team chat to keep everyone in sync and tackle any issues. It's all about working together, getting better every day, and having the freedom to change things up for the best results.

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5 How to get started with Kanban?

If you're interested in using Kanban to prioritize and improve your work, here are some steps to get started. Begin by defining your goal and scope, such as the purpose and value of your work, the customer's needs and expectations, and the scope and boundary of the process. Then, visualize your workflow by mapping out the steps and activities involved, as well as the inputs and outputs for each step. Create a Kanban board to represent your workflow visually with columns, cards, rules, and limits on WIP. Manage and improve your flow by monitoring performance metrics, identifying impediments, collecting feedback, implementing changes, and evaluating results. Finally, regularly review and revise your system to adapt to changing customer needs, market conditions, and team dynamics. This will help you continuously learn and improve.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can Agile teams prioritize their work using Kanban?

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1 What is Kanban?

2 What are Kanban roles?

3 How to prioritize work using Kanban?

4 How to improve work using Kanban?

5 How to get started with Kanban?

6 Here’s what else to consider

Agile Methodologies

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How can Agile teams prioritize their work using Kanban?

1

2

3

4

5

6

1 What is Kanban?

2 What are Kanban roles?

3 How to prioritize work using Kanban?

4 How to improve work using Kanban?

5 How to get started with Kanban?

6 Here’s what else to consider

Agile Methodologies

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