What are the most effective ways to implement the Kanban project planning framework?

1 Define your process

The first step to implement Kanban is to define your process and map it out on your board. You need to identify the main stages or phases that your project goes through, from start to finish, and create a column for each one. For example, you might have columns for backlog, to-do, in progress, review, and done. You can also add sub-columns for more details, such as priority, category, or team. The important thing is to make your process clear and consistent, so that everyone knows what to do and where to look.

2 Create your cards

The next step is to create your cards and populate your board. Each card represents a single task or item that needs to be done for your project, and it should contain relevant information, such as title, description, deadline, assignee, and attachments. You can also use colors, labels, or icons to categorize your cards by type, status, or urgency. The goal is to make your cards easy to read and understand, so that you can quickly see what needs your attention and what is the progress of your project.

3 Limit your work in progress

One of the key principles of Kanban is to limit your work in progress (WIP), which means to restrict the number of cards that can be in each column at any given time. This helps you avoid multitasking, reduce waste, and focus on the most important tasks. To limit your WIP, you need to set a maximum number of cards that can be in each column, and stick to it. You can use a simple rule, such as one card per person, or a more complex formula, based on your capacity and demand. The point is to find the optimal balance between too much and too little work.

4 Manage your flow

Another essential principle of Kanban is to manage your flow, which means to monitor and optimize how your cards move from one column to another. This helps you identify and eliminate bottlenecks, improve quality, and deliver faster. To manage your flow, you need to measure and track some key metrics, such as cycle time, lead time, throughput, and work in progress. You can use charts, graphs, or reports to visualize your data and spot trends or patterns. The idea is to use the data to make informed decisions and adjust your process accordingly.

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?