You Data Stat - Edi??o #01: Kanban in Action - The Path to Task Freedom and Maximum Productivity!

You Data Stat - Edi??o #01: Kanban in Action - The Path to Task Freedom and Maximum Productivity!

Introduction

In an increasingly fast-paced world, the ability to manage tasks efficiently is crucial to ensuring we don’t feel overwhelmed. Have you ever found yourself lost in an endless list of commitments and responsibilities? If the answer is yes, you are not alone! More and more people in various sectors are seeking methods that help simplify and organize their workflow. One of these approaches is Kanban, a visual system that not only improves efficiency but also provides a sense of control over our daily activities.

In this article, we will explore the origin of Kanban, its main features, benefits, and how it can be applied in our daily lives. Additionally, we will see how tools like Notion make this method even more accessible and practical, transforming the way we manage not only work tasks but also personal commitments and everyday activities.


I. Origin and Concept

Origin: Kanban was developed in Japan, initially for lean manufacturing and Just-in-Time (JIT) production. JIT is a management approach that aims to reduce waste by producing only what is necessary, when it is needed, and in the required quantity. This philosophy allows companies to improve efficiency, minimize storage costs, and respond quickly to market demands.

"The original Kanban system, Source: TOYOTA Global Website."

Central Concept: Kanban is a visual work management system that uses cards and a board to track task progress. The goal is to optimize workflow and improve efficiency by limiting work in progress (WIP) and avoiding overload.


II. Key Features

Kanban Board: The board is divided into columns that represent different stages of the workflow. Tasks are represented by cards that move from one column to another as they are completed. Let’s analyze an example of a Kanban board for better understanding:

WIP Board

In the image, the "Team Backlog" column stores the tasks to be done. As tasks progress, they are pulled into the "Analyze," "Review," "Build," "Integrate and Test," and finally, "Accepted" columns. The WIP limit is shown at the bottom, indicating the maximum number of tasks that can be in progress in each column.

  • Pull System: Team members "pull" work for themselves when they have available capacity, rather than being "pushed" with tasks.
  • WIP Limits: Defines the maximum number of tasks allowed in each column to prevent the team from becoming overloaded and to identify bottlenecks in the workflow.


III. Benefits

  • Clear Visualization: The Kanban board provides a clear visualization of the status of tasks and workflow, facilitating tracking and communication.
  • Continuous Workflow: Improves efficiency by ensuring that work flows smoothly between stages, reducing waiting time and increasing productivity.
  • Flexibility: Kanban is more flexible and less prescriptive compared to methodologies like Scrum. It does not require specific roles or mandatory events, allowing the team to define its own structure and processes.


IV. Objectives of WIP Limits

  • Create a Sustainable Workflow: Limiting WIP helps avoid team overload and ensures that tasks are completed before starting new ones.
  • Avoid Bottlenecks: Limits the amount of work in each stage to identify and resolve bottlenecks in the process, improving overall efficiency.
  • Capacity Agreement: WIP limits reflect the team's working capacity and are defined collaboratively between the team and the organization.


V. Application

  • Work Environments: Kanban can be applied in various work environments, from software development to non-technical areas like marketing and customer support.
  • Mature Teams: Often more suitable for teams that already have a good understanding of their workflow and wish to improve continuously without a rigid structure.


VI. Comparison with Scrum

  • Sprints: Unlike Scrum, Kanban does not use sprints. Work is done continuously.
  • Roles and Events: Does not require specific roles like Scrum Master or regular events like daily meetings and retrospectives. The team defines its own structure and processes as needed.
  • Flexibility: Kanban is more flexible in terms of structure and can be adapted according to the team’s needs and preferences.


VII. Kanban in My Personal Use: Organizing Daily Tasks with Notion

Kanban is not only useful for programming and work environments but also a powerful tool for organizing personal tasks. In my daily life, I use Kanban to manage everything from small activities, like grocery lists, to larger projects, like studying for exams or planning commitments.

A tool that greatly facilitates this organization is Notion. It is an application that allows you to create customized Kanban boards adaptable to your daily needs. Here are some reasons why Notion works so well with Kanban:

  • Visual and Flexible Board: In Notion, you can create Kanban boards with columns like "To Do," "In Progress," and "Done," and add cards for each task. This gives me a clear view of what needs to be done and at what stage I am with each task, making planning easier.
  • Integration of Information: Each card in Notion's Kanban can contain not just a simple task but also details like deadlines, checklists, links, or related documents. This is extremely useful when organizing larger projects, such as studying for an exam or planning a trip.
  • Total Customization: In Notion, Kanban can be shaped according to your preferences. I can create extra columns, like “Priorities” or “Awaiting Response,” and adapt everything to my workflow. Moreover, I can categorize personal and work tasks in the same place without mixing them.
  • Continuous Tracking: With Notion, I track my task progress daily. This helps maintain motivation and ensures that nothing important is forgotten. If necessary, I can even add reminders or deadlines to stay on track.

Example in Daily Life: In Notion, I use Kanban to manage daily activities like "Studying," "Grocery Shopping," "Work Projects," and even "Physical Exercises." For example, when I'm studying for an exam, I put each topic or subject as a card, moving it from "To Study" to "Studied" as soon as I finish. This gives me a sense of progress and keeps everything organized without overwhelming my mind with all the tasks at once.


VIII. Example Table: Kanban Application

Here is an example of a Kanban table to demonstrate how you can organize your daily tasks using columns like "To Do," "In Progress," and "Done":

Kanban Board

Explanation:

  • To Do: This column contains all tasks that still need to be started. Each task is represented by a card, such as "Study for the exam" or "Organize finances."
  • In Progress: When a task is being worked on, it is moved to this column. For example, "Prepare presentation at work" or "Fix project code" are tasks that are actively underway.
  • Done: When a task is completed, it is moved to the "Done" column, such as "Buy groceries" and "Do exercises," which have already been completed.





Who Am I?

I'm Gabriel Lopes de Albuquerque, a student in the 3rd semester of Software Engineering at the University of Pernambuco (UPE). Focused on sharing the knowledge acquired during my course and implementing best practices in software development projects, I am always exploring new methodologies and technologies to enhance my skills. Here, I share my experiences and learnings on my academic journey.

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