How do you design and optimize kanban cards for a pull system?

1 Define your process

The first step to design and optimize kanban cards is to define your process and identify the value stream. The value stream is the sequence of activities that deliver value to the customer, from the initial request to the final delivery. You can map your value stream using a flowchart or a value stream map, and identify the main steps, inputs, outputs, resources, and dependencies. You should also define the roles and responsibilities of the people involved in the process, and the customer requirements and expectations.

2 Determine your kanban board

The next step is to determine your kanban board, which is a visual representation of your process and the kanban cards. A kanban board can be physical or digital, depending on your preference and context. A typical kanban board has three columns: to do, doing, and done. However, you can customize your kanban board to match your process and value stream, and add more columns or sub-columns as needed. For example, you can have a backlog column for work items that are not yet ready to start, or a review column for work items that need approval or feedback.

3 Design your kanban cards

The third step is to design your kanban cards, which are the units of work that move across the kanban board. A kanban card should contain the essential information about the work item, such as the title, description, priority, deadline, owner, and customer. You can also add other details that are relevant to your process, such as the type, category, size, or status of the work item. You should use clear and consistent language, colors, symbols, and formats for your kanban cards, and make them easy to read and understand.

5 Implement your pull system

The fifth step is to implement your pull system, which is the mechanism that regulates the flow of work based on the kanban cards and the WIP limits. A pull system works by following these simple rules: 1) start a new work item only when there is an empty slot in the to do column; 2) move a work item to the next column only when there is an empty slot in that column; 3) pull a work item from the previous column only when there is a demand from the customer or the next column; 4) complete a work item only when it meets the customer requirements and expectations.

6 Monitor and improve your system

The sixth and final step is to monitor and improve your system, which is the process of measuring and analyzing the performance and efficiency of your pull system using the kanban cards and the kanban board. You should track and visualize key metrics, such as cycle time, throughput, lead time, quality, and customer satisfaction, and use them to identify problems, opportunities, and trends. You should also use feedback loops, such as daily stand-ups, retrospectives, and customer reviews, to communicate and collaborate with your team and your customers, and to implement changes and improvements based on data and learning.