Kanban Boards
Visual workflow management tools that help teams visualize work, limit work-in-progress, and optimize flow
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What is a Kanban Board?
A Kanban board is a visual project management tool that helps teams visualize their workflow, track progress, and optimize the flow of work. It provides a clear, real-time view of work items as they move through different stages of the process.
Visual Workflow
Provides a clear visual representation of work items and their current status in the workflow.
Work-in-Progress Limits
Helps teams limit the number of items being worked on simultaneously to prevent bottlenecks.
Flow Optimization
Enables teams to identify and resolve bottlenecks, improving overall workflow efficiency.
Real-time Updates
Provides immediate visibility into work progress and team capacity for better decision-making.
Key Components of a Kanban Board
Columns (Swimlanes)
Represent different stages of the workflow, such as "To Do," "In Progress," "Review," and "Done." Each column shows work items at that specific stage of the process.
- Backlog/To Do
- In Progress
- Review/Testing
- Done/Complete
Cards (Work Items)
Individual work items represented as cards that move through the columns. Each card contains information about the task, assignee, priority, and other relevant details.
- Task description and requirements
- Assignee and due date
- Priority level and labels
- Progress indicators and checklists
Work-in-Progress (WIP) Limits
Maximum number of cards allowed in each column to prevent overloading and maintain smooth workflow. These limits help identify bottlenecks and optimize team capacity.
- Prevents team overload
- Identifies bottlenecks
- Encourages completion focus
- Improves flow efficiency
Pull System
Team members pull work from upstream columns when they have capacity, rather than having work pushed to them. This ensures work is pulled based on actual capacity and readiness.
- Capacity-based work allocation
- Reduces work pressure
- Improves quality focus
- Enhances team autonomy
Visual Signals
Color coding, labels, and other visual indicators that help quickly identify work item types, priorities, blockers, and status information at a glance.
- Color-coded priority levels
- Type indicators (bug, feature, task)
- Blocker and dependency markers
- Progress and status indicators
Kanban Board Setup Video
Kanban - What is Kanban? | Agile Project Management
This video explains the Kanban board concept, columns, cards, and workflow in a tool-agnostic, easy-to-understand way—no company or product references.
Types of Kanban Boards
Physical Boards
Traditional whiteboards or wall-mounted boards with sticky notes or cards. Ideal for co-located teams and provides immediate visual impact and team collaboration.
Digital Boards
Software-based boards like Jira, Trello, or Asana. Perfect for remote teams, provide automation, analytics, and integration with other tools.
Personal Kanban
Individual boards for personal task management and productivity. Helps individuals visualize and manage their own work effectively.
Portfolio Kanban
High-level boards for managing multiple projects or initiatives. Provides strategic overview and helps with resource allocation and prioritization.
Kanban Board Best Practices
Keep It Simple
Start with a simple board structure and add complexity only when needed. Too many columns or rules can create confusion.
Set Appropriate WIP Limits
Set realistic work-in-progress limits based on team capacity and workflow characteristics. Start conservative and adjust based on performance.
Regular Board Maintenance
Regularly review and clean up the board, remove completed items, and update work item information to maintain accuracy.
Use Visual Indicators
Implement color coding, labels, and other visual signals to quickly identify work item types, priorities, and status.
Ready to Implement Kanban Boards?
Learn how to design, implement, and optimize Kanban boards for your team and organization.
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