How do you run a successful Kanban review?

1 Set a clear agenda

A Kanban review should have a clear and concise agenda that covers the following points: the purpose and goals of the meeting, the time frame and scope of the work items to be reviewed, the roles and responsibilities of the participants, and the expected outcomes and actions. You should share the agenda with your team before the meeting and ask for their feedback and input. A clear agenda will help you keep the meeting focused, organized, and on track.

2 Invite the right people

A Kanban review should involve the people who are directly involved in or affected by the work items on the Kanban board. This may include your team members, stakeholders, customers, or other collaborators. You should invite them in advance and confirm their attendance and availability. You should also clarify their expectations and objectives for the meeting and how they can contribute to the review. Inviting the right people will help you get diverse perspectives, insights, and feedback on your work.

3 Prepare the Kanban board

A Kanban board is a visual tool that shows the status and flow of your work items across different stages or columns. You should prepare your Kanban board before the meeting and make sure it is up to date, accurate, and accessible to all participants. You should also highlight any changes, issues, or achievements that occurred since the last review. Preparing the Kanban board will help you present your work clearly, comprehensively, and transparently.

4 Facilitate the discussion

A Kanban review should be a collaborative and constructive discussion where you and your team share your observations, insights, and feedback on your work items. You should facilitate the discussion by asking open-ended questions, encouraging participation, acknowledging contributions, resolving conflicts, and summarizing key points. You should also use data, metrics, and evidence to support your analysis and evaluation. Facilitating the discussion will help you foster a culture of learning, improvement, and trust.

5 Define the next steps

A Kanban review should result in actionable and measurable next steps that will help you improve your work process and deliver value to your customers. You should define the next steps by identifying the work items that need to be completed, moved, or removed from the Kanban board, the tasks that need to be assigned, prioritized, or delegated, and the resources that need to be allocated, requested, or acquired. You should also document and communicate the next steps to all participants and stakeholders. Defining the next steps will help you align your actions with your goals.

6 Follow up and follow through

A Kanban review should not end when the meeting is over. You should follow up and follow through on the next steps that you defined and agreed on. You should monitor the progress and quality of your work items, track the impact and results of your actions, and report any issues or challenges that arise. You should also solicit and provide feedback, recognition, and support to your team and collaborators. Following up and following through will help you sustain and enhance your performance and outcomes.

7 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?