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Last updated on 2024年7月24日

How do you use Kanban to manage multiple projects or portfolios simultaneously?

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Kanban is a popular agile method for visualizing and managing work in progress. It helps you prioritize tasks, limit bottlenecks, and deliver value faster. But how do you use Kanban to manage multiple projects or portfolios simultaneously? In this article, you'll learn some tips and best practices for applying Kanban to complex and dynamic scenarios.

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1 Choose the right level of granularity

One of the first steps to use Kanban for multiple projects or portfolios is to decide how detailed you want your Kanban boards to be. You can create separate boards for each project, each team, each feature, or each phase of the project lifecycle. Alternatively, you can create a single board that shows all the projects or portfolios at a high level. The choice depends on your goals, your stakeholders, and your workflow. Generally, you want to balance visibility, simplicity, and alignment.

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Flávia Moura

Engenheira de Produ??o | Planejamento e Controle Industrial | Melhoria Contínua | Projetos e Processos
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Crio um quadro Kanban p/ cada projeto ou portfólio; Identifico as colunas do quadro q/ represento por: "A Fazer", "Fazendo" e "Feito"; Utilizo cart?es/post-its p/ representar as tarefas, c/ informa??es essenciais , c/ a descri??o da tarefa, responsáveis, prazos; Priorizo as tarefas da mais importante e nos prazos; Estabele?o limites para o número de post-its permitidos em cada coluna p/ evitar confus?o; Reuni?es periódicas de revis?o p/ cada quadro; Analiso o progresso e fa?o ajustes conforme necessário; Motivo a equipe a participar e propor melhorias no processo durante as reuni?es, aberto a ajustar e evoluir os quadros conforme a necessidade; P/trabalho remoto ou híbrido, sugiro ferramentas online, como o Trello e Jira.

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??Andre Andre

Director North America - Chief Sales Officer - Chief Revenue Officer - VP Sales-
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Kanban, an agile methodology, can effectively manage multiple projects or portfolios. Start by choosing the level of granularity you need on your Kanban boards. For complex scenarios, you could have separate boards for each project, team, feature, or phase. Alternatively, a high-level single board showing all projects could be used. This depends on your goals, stakeholders, and workflow. Balancing visibility, simplicity, and alignment is key. Regularly review and adjust the boards to reflect current priorities. Harness technology for scaling, utilizing tools like Trello or Jira. This method fosters transparency, responsiveness, and continuous improvement.

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2 Define your workflow and policies

The next step is to define your workflow and policies for each Kanban board. Your workflow is the sequence of stages that your work items go through, such as backlog, in progress, testing, and done. Your policies are the rules and criteria that govern how work items move from one stage to another, such as the definition of done, the maximum work in progress limit, and the prioritization method. You should make your workflow and policies clear, consistent, and transparent for everyone involved.

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Ronnie Matton

Internal Consultant at Superior Supply & Steel | Project Management, Risk Mitigation, Operations Development
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At the multiple project level, the workflow and policies actually shared by each project will likely only be loosely related. Keeping in mind the most natural and simplistic elements of projects, project phases, can be useful here. Don't muddy the waters by trying to look too deeply into individual projects here. The point of this board is, likely, to give a program level overview; it is not to manage any individual project.

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3 Use swimlanes and subtasks

One of the ways to organize your Kanban boards for multiple projects or portfolios is to use swimlanes and subtasks. Swimlanes are horizontal rows that group work items by a certain attribute, such as project, team, customer, or urgency. Subtasks are smaller work items that break down a larger work item into manageable chunks. By using swimlanes and subtasks, you can create a hierarchical structure that shows the relationships and dependencies between different work items.

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4 Monitor and optimize your flow

Another way to use Kanban for multiple projects or portfolios is to monitor and optimize your flow. Your flow is the speed and efficiency of your work items moving from start to finish. You can use various metrics and tools to measure and improve your flow, such as lead time, cycle time, throughput, flow efficiency, and cumulative flow diagrams. By monitoring and optimizing your flow, you can identify and eliminate waste, reduce variability, and increase predictability.

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Dharam Singh PfMP, PgMP, PMP, PMI-ACP, SP, PBA, RMP, DASM, DASSM, PMI-ATP

Global Award-Winning Leading PgMP, PfMP, PMP Mentor | Influential Voice in Project, Program & Portfolio Management | Transforming Organizations with Strategic Leadership and Innovation
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Using Kanban to manage multiple projects or portfolios involves continuous monitoring and optimizing the flow of tasks. Begin by visualizing all tasks on a Kanban board, categorizing them by project and stage of completion. Establish clear Work In Progress (WIP) limits to prevent bottlenecks and ensure a steady workflow. Regularly review the board to identify inefficiencies and areas for improvement. Use cycle time and throughput metrics to assess performance and adjust processes accordingly. Encourage team collaboration and regular feedback to refine workflows. By systematically monitoring and optimizing your flow, you can effectively manage multiple projects and enhance overall productivity and efficiency.

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5 Communicate and collaborate

The final way to use Kanban for multiple projects or portfolios is to communicate and collaborate. Kanban is not only a visual tool, but also a collaborative tool. You should use your Kanban boards as a platform for sharing information, feedback, and ideas with your team members, stakeholders, and customers. You should also use regular meetings, such as daily stand-ups, retrospectives, and reviews, to synchronize, inspect, and adapt your work. By communicating and collaborating, you can foster a culture of transparency, trust, and continuous improvement.

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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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Sara Gallagher

Empowering C-Suite leaders to “unstick” sluggish PMO’s, transform misaligned teams, and accelerate progress | PMO Advisor, Project Management Expert, Executive Coach | President, The Persimmon Group
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If you're considering using Kanban for multiple projects or portfolios, a word of caution. Agile approaches (including Kanban) work best when they minimize "context switching," or the productivity drag that comes when people rapidly cycle between different types of tasks. In my experience as a PMO consultant, I've seen that while it's possible to use Kanban for multiple projects, it works best if the projects are all closely related and deal with a similar group of stakeholders.

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How do you use Kanban to manage multiple projects or portfolios simultaneously?

1

2

3

4

5

6

1 Choose the right level of granularity

2 Define your workflow and policies

3 Use swimlanes and subtasks

4 Monitor and optimize your flow

5 Communicate and collaborate

6 Here’s what else to consider

Project Management

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How do you use Kanban to manage multiple projects or portfolios simultaneously?

1

2

3

4

5

6

1 Choose the right level of granularity

2 Define your workflow and policies

3 Use swimlanes and subtasks

4 Monitor and optimize your flow

5 Communicate and collaborate

6 Here’s what else to consider

Project Management

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