Kanban

(A Lean Approach to Workflow Management)

Welcome to our presentation on Kanban, a powerful methodology for

streamlining and optimizing workflow processes. Kanban, meaning
"signboard" in Japanese, emphasizes visual management and continuous
improvement.

By Subhransu Sekhar Mohanty

 What is Kanban?
Kanban is a visual workflow management method that helps
teams track and manage tasks efficiently. Its core principle is
to visualize work in progress and prioritize tasks based on their
urgency and value.

The word "Kanban" comes from the Japanese words "Kan"

(visual) and "Ban" (card or board). It was first introduced by
Toyota in the late 1940s to improve manufacturing efficiency
by visualizing work stages and controlling inventory levels.
Today, Kanban is a popular tool in Agile project management
for visualizing workflows, identifying bottlenecks, and ensuring
smooth task progression.

By Subhransu Sekhar Mohanty

 Key Kanban Principles
1 Visualize Work 3 Limit Work in 5 Make Process
❑ Kanban boards are used to visually Progress (WIP) Policies Explicit:
represent tasks and their progress. ❑ By restricting the number of ❑ Clear rules for how work is
Common stages include columns like tasks in each stage, Kanban helps handled at each stage are
"To Do," "In Progress," and "Done," teams focus on completing established. This
though boards can be customized to current work before starting new transparency ensures
fit specific workflows. tasks. everyone understands
❑ Each task or work item is represented ❑ This minimizes multitasking, how the system operates.
as a card, making it easy to track its reduces delays, and improves
status. overall flow.
2 Manage Flow 4 Continuous 6 Implement
❑ Kanban emphasizes the smooth Improvement Feedback Loops:
movement of tasks through the workflow. ❑ Regular reviews and stand-up
Teams aim to identify and remove ❑ Regularly analyze the
meetings allow teams to reflect on
bottlenecks that slow progress. system, identify areas for
❑ Metrics like lead time (time from start to progress, address issues, and
improvement, and adapt
finish) and cycle time (time spent in continuously improve their
progress) are often tracked. the process.
workflow.

By Subhransu Sekhar Mohanty

 Step-by-Step Procedure for
Kanban Card Management
Managing Kanban cards effectively is crucial for maintaining an organized and efficient workflow. Below is a detailed step-
by-step guide:
1. Setting Up the Kanban System
• Define Workflow Stages:
o Identify the stages of your workflow and create corresponding columns on your Kanban board. Examples:
▪ Backlog: Tasks to be done.
▪ To Do: Tasks ready to be started.
▪ In Progress: Tasks currently being worked on.
▪ Done: Completed tasks.
• Establish Policies:
o Define explicit rules for moving cards between stages, e.g., "Testing must be completed before a card can move to
'Done.'"
• Set Work-in-Progress (WIP) Limits:
o Specify the maximum number of tasks allowed in each column to prevent overload and ensure focus.

By Subhransu Sekhar Mohanty

 Step-by-Step Procedure for
Kanban Card Management
2. Creating and Structuring Kanban Cards
• Add Task Details:
o Create a card for each task, ensuring it includes:
▪ Title: Brief description of the task.
▪ Description: Detailed information about the task requirements.
▪ Assignee(s): Person or team responsible for the task.
▪ Priority Level: High, Medium, Low, or Critical.
▪ Due Date: Deadline for task completion (if applicable).
▪ Tags/Labels: To categorize or indicate special attributes like "Urgent" or "Bug."
• Customize Cards (Optional):
• Add checklists for subtasks, attachments for reference documents, and comments for communication.

By Subhransu Sekhar Mohanty

 Step-by-Step Procedure for
Kanban Card Management
3. Managing the Workflow
• Backlog Management:
o Regularly review and prioritize tasks in the backlog column. Ensure the most critical tasks are prepared to move into the
"To Do" column.
• Task Pulling:
o Pull tasks into the "To Do" column when resources are available, adhering to WIP limits.
• Progress Tracking:
o Move cards across columns as work progresses, ensuring team members update the status promptly.
• Highlight Blocked Tasks:
o Use tags or visual indicators (e.g., red labels) for tasks that are delayed or waiting on dependencies.

By Subhransu Sekhar Mohanty`

 Step-by-Step Procedure for
Kanban Card Management
4. Monitoring and Optimizing the System
• Daily Stand-Up Meetings:
o Review the Kanban board as a team to discuss:
▪ Progress updates.
▪ Challenges or blockers.
▪ Plans for the day.
• Analyze Metrics:
o Use key metrics like:
▪ Lead Time: Time taken for a task from start to finish.
▪ Cycle Time: Time taken to complete a task in the "In Progress" stage.
▪ Throughput: Number of tasks completed over a given period.
• Resolve Bottlenecks:
o Identify columns where cards accumulate and investigate the root causes.
• Feedback Loops:
• Conduct regular retrospectives to review what’s working and what can be improved.
By Subhransu Sekhar Mohanty
 Step-by-Step Procedure for
Kanban Card Management
5. Advanced Card Management Practices
• Automate Repetitive Actions:
o Use automation tools (e.g., rules in Trello, Jira, or Monday.com) to:
▪ Notify team members when a card is moved.
▪ Update due dates or assignees based on task progression.
• Use Swimlanes:
o Add swimlanes to categorize tasks by project, priority, or type.
• Archive Completed Cards:
o Periodically move completed tasks to an archive or separate board to keep the main board uncluttered.
• Integrate with Other Tools:
o Sync Kanban cards with other systems like CRM, project management, or communication tools for better collaboration.

By Subhransu Sekhar Mohanty

 Step-by-Step Procedure for
Kanban Card Management
6. Scaling and Continuous 7. Common Challenges and
Improvement Solutions
1. Expand Columns and Swimlanes: 1. Challenge: Overcrowded Backlog
o As projects grow, add more specific workflow stages or o Solution: Regularly prioritize and prune tasks.
swimlanes for greater granularity. 2. Challenge: Cards Stuck in "In Progress"
2. Regularly Review WIP Limits: o Solution: Investigate bottlenecks and allocate
o Adjust WIP limits based on team capacity and resources to unblock tasks.
changing workloads. 3. Challenge: Lack of Updates on Cards
3. Incorporate Feedback: o Solution: Assign ownership and hold team
o Use team and stakeholder feedback to refine members accountable for keeping the board
processes and board design. updated.
4. Focus on Kaizen (Continuous Improvement): 4. Challenge: Cluttered Board
o Analyze past performance to implement incremental o Solution: Use tags, filters, or separate boards for
improvements. unrelated tasks.

By Subhransu Sekhar Mohanty

 Step-by-Step Procedure for
Kanban Card Management
8. Review and Retrospective
• Conduct Reviews:
o At regular intervals, assess the effectiveness of the board and
workflow.
• Celebrate Wins:
o Recognize team achievements for completed tasks.
• Document Lessons Learned:
• Use insights to refine processes and avoid repeating mistakes.

By following this structured procedure, teams can ensure that their Kanban system remains a robust tool for task management,
productivity, and continuous improvement.

By Subhransu Sekhar Mohanty

 Key Components of Kanban
1. Kanban Board: 3. Swimlanes:
o The board is divided into columns representing workflow • Horizontal rows on the board categorize tasks by
stages. Tasks move from left to right as they progress. priority, project, or team.
o Example Columns:
▪ Backlog 4. Work-in-Progress Limits:
▪ To Do • These are caps on the number of tasks allowed in any
▪ In Progress stage at a given time.
▪ Testing
▪ Done

2. Kanban Cards:
o Each card represents a task or work item and typically
includes details like task description, assignee, deadline,
and status.

By Subhransu Sekhar Mohanty

 Visualizing Your Workflow

Transparency Collaboration
Everyone can see the progress of work, The visual nature encourages team
promoting visibility and accountability. communication and facilitates seamless
task handoffs.

Bottleneck Identification
Visualizing workflow reveals bottlenecks
and areas for improvement, leading to
better resource allocation.

By Subhransu Sekhar Mohanty

 Managing
Work-in-Progress (WIP)
Reduce Multitasking
Focus on finishing tasks rather than starting new ones, minimizing context
switching.

Improve Efficiency
By limiting WIP, teams can focus on completing tasks faster and with
higher quality.

Prioritize Tasks
WIP limits help teams prioritize tasks based on their value
and urgency.

By Subhransu Sekhar Mohanty

 Continuous Improvement
with Kanban
Regular Reviews
1
Teams regularly review the board, identifying areas for process optimization.

Data Analysis
2 Track metrics like lead time, cycle time, and WIP to identify trends and make data-
driven decisions.

Process Adjustments
3 Adapt the kanban system based on insights gathered,
ensuring continuous improvement.

By Subhransu Sekhar Mohanty

 Implementing Kanban in
Your Organization

1 2
Start Small Define Workflows
Choose a small team or project to Identify the different stages of work and
implement kanban, gathering feedback define clear columns for each stage.
and learning.

3 4
Set WIP Limits Continuous Improvement
Determine the appropriate number of
tasks allowed in each stage to manage Regularly review and refine the process,
workload. adapting to team needs and learnings.

By Subhransu Sekhar Mohanty

 Benefits of Kanban
1. Improved Transparency:
o Everyone on the team has a clear understanding of what is being
worked on, what’s completed, and what’s delayed.
2. Enhanced Focus and Productivity:
o WIP limits help teams concentrate on finishing tasks rather than
starting new ones.
3. Faster Delivery Times:
o By optimizing flow and reducing delays, tasks are completed and
delivered faster.
4. Better Collaboration:
o The visual nature of Kanban fosters team collaboration and
communication.
5. Adaptability:
o Kanban is highly flexible and can be scaled or customized to suit
different teams, industries, and workflows.
6. Reduced Waste:
o Inspired by Lean principles, Kanban minimizes waste by focusing only
on tasks that add value.
By Subhransu Sekhar Mohanty
 Applications of Kanban

Software Development:
o Teams use Kanban to track tasks such as feature development, bug
fixes, and testing.
IT Operations:
o Kanban helps IT teams manage incident resolution, service requests,
and infrastructure updates.
Marketing:
o Marketing teams use Kanban to plan campaigns, track content
creation, and manage deliverables.
Manufacturing:
o Kanban systems ensure efficient inventory management and reduce
overproduction.
Personal Productivity:
o Individuals use tools like Trello to organize personal tasks and goals.
By Subhransu Sekhar Mohanty
 Kanban Metrics and Tools

1. Metrics:
o Lead Time: Time taken for a task to move from start to finish.
o Cycle Time: Time taken for a task to complete the "In Progress" stage.
o Throughput: Number of tasks completed in a specific time frame.
2. Tools:
o Popular digital tools for implementing Kanban include:
▪ Trello
▪ Jira
▪ Asana
▪ Monday.com
▪ Microsoft Planner

By Subhransu Sekhar Mohanty

 Challenges of Kanban

1.Requires Discipline:
• Teams must adhere to WIP limits and explicitly defined policies, which
can be challenging without buy-in.
2.Risk of Over-Simplification:
• Without regular reviews, teams may oversimplify workflows, missing
opportunities for optimization.
3.Dependency Management:
• Managing interdependencies between tasks or teams can be complex in
larger projects.
4.Overloading Swimlanes:
• Poor categorization or prioritization can lead to cluttered boards,
reducing clarity.

By Subhransu Sekhar Mohanty

 The Evolution of Kanban
While Kanban began as a manufacturing tool, it has since evolved into a universal
methodology for process optimization. Modern Kanban integrates seamlessly with
AI, IoT, and data analytics to create intelligent, adaptive workflows. This evolution
enables organizations to address challenges in complex and fast-paced
environments.

1. AI-Driven Kanban Boards:

o Advanced tools now incorporate AI to predict bottlenecks, suggest task
priorities, and optimize resource allocation in real time.

2. Kanban in Industry 4.0:

o In smart manufacturing, IoT devices communicate directly with Kanban
systems to automatically trigger replenishment of materials or highlight
delays.

3. Data-Driven Decision-Making:
o By integrating with analytics platforms, Kanban systems provide insights
into trends, resource usage, and efficiency metrics.

By Subhransu Sekhar Mohanty

 Kanban for Service-Oriented
Industries
While traditionally associated with tangible products, Kanban's principles also benefit service-
oriented sectors:

1. Healthcare:
o Managing patient flow in emergency departments.
o Coordinating multi-department treatments and surgical schedules.

2. Education:
o Tracking curriculum progress, grading, and assignments.
o Coordinating events, workshops, and continuous learning programs.

3. Finance and Banking:

o Monitoring compliance workflows, loan approvals, and customer service tickets.
o Streamlining investment portfolio management.

4. HR and Recruitment:
o Organizing recruitment pipelines, onboarding processes, and employee training
programs.
By Subhransu Sekhar Mohanty
 Integration with Other
Frameworks
Kanban doesn’t operate in isolation. Its principles can complement and
integrate with other methodologies for hybrid solutions:
1. Kanban and Scrum (Scrumban):
o A hybrid approach combining Kanban’s continuous flow with
Scrum’s iterative sprints. Ideal for teams transitioning to Agile or
handling unpredictable workloads.
2. Kanban and Six Sigma:
o Using Kanban to visualize and streamline processes while
applying Six Sigma techniques for quality improvement and
defect reduction.
3. Kanban and DevOps:
• Automating deployment pipelines while managing
development and operational tasks on Kanban boards. This
ensures alignment across teams.

By Subhransu Sekhar Mohanty

 Cultural Impact of Kanban
Kanban isn’t just about tools; it’s also about cultivating a mindset. Its implementation
often leads to cultural shifts within organizations:

1. Promotes Transparency:

1. Teams develop a shared understanding of tasks and priorities,

breaking down silos.

2. Empowers Teams:

1. By visualizing their contributions, team members feel more engaged

and accountable.

3. Encourages Collaboration:
o Cross-functional teams work together more effectively as dependencies
become visible.

4. Drives Innovation:

• Focused workflows free up time for creative problem-solving and

innovation.
By Subhransu Sekhar Mohanty
 Future Trends in Kanban

1. Digital Twins in Kanban:

o Creating virtual representations of workflows that simulate and predict
the impact of changes before implementing them in real systems.

2. Blockchain Integration:
o Enhancing transparency and security in task tracking, especially in
industries like supply chain and finance.

3. Hyperautomation:
o Leveraging automation technologies to create self-updating Kanban
boards that respond to changes in real-time environments.

4. Adaptive Kanban:
o Boards that dynamically adjust workflows based on external factors like
demand surges or resource constraints.

By Subhransu Sekhar Mohanty

 Common Misconceptions
About Kanban
Despite its simplicity, Kanban is often misunderstood. Here are some common
myths:

1. Kanban Is Only for Manufacturing:

o While it originated in manufacturing, Kanban is now used across
virtually every industry, including creative and service-based sectors.

2. Kanban Requires High-Tech Tools:

o Physical boards with sticky notes work just as effectively as digital tools,
especially for smaller teams.

3. Kanban Is Only for Small Teams:

o It scales seamlessly for enterprise-level operations with thousands of
interdependent tasks.

4. Kanban Doesn’t Support Deadlines:

o Although it emphasizes flow, deadlines and milestones can be
incorporated into Kanban workflows for time-sensitive projects.

By Subhransu Sekhar Mohanty

 Tips for Advanced Kanban
Implementation
1. Use Conditional WIP Limits:
o Adjust WIP limits dynamically based on workload or team capacity.

2. Incorporate Risk Management:

o Use swimlanes or tags to highlight high-risk or critical tasks.

3. Integrate with CRM and ERP Systems:

o Link Kanban boards with enterprise tools to provide a holistic view of
operations.

4. Experiment with Cadences:

o Introduce regular cadences like delivery planning or operations reviews
to align long-term goals with day-to-day workflows.

5. Custom Automation Rules:

o Use tools like Zapier or in-app automation features to set triggers for
task assignments or status updates.
By Subhransu Sekhar Mohanty
 Examples of Global
Kanban Success Stories
1. Spotify:
o Uses Kanban to manage product development, ensuring
smooth cross-functional collaboration.

2. Netflix:
o Employs Kanban to track content production workflows, from
scripting to post-production.

3. Amazon:
o Utilizes Kanban in warehouse operations to ensure Just-In-Time
inventory management.

4. SpaceX:
• Relies on Kanban to manage engineering tasks and ensure the
timely delivery of mission-critical components.

By Subhransu Sekhar Mohanty

 Kanban for Personal
Mastery
Kanban isn’t just for organizations; it’s a valuable tool for personal
productivity and self-management:

1. Daily Task Organization:

o Visualize personal tasks in categories like “Today,” “This Week,”
and “Completed.”

2. Habit Tracking:
o Use Kanban boards to monitor progress in building new habits,
such as exercise or reading.

3. Goal Achievement:
o Break down larger goals into smaller, actionable steps using
cards.

By Subhransu Sekhar Mohanty

 Conclusion
Kanban is more than just a workflow visualization tool—it’s a
transformative approach to managing complexity, fostering
collaboration, and driving continuous improvement. Its
simplicity belies its power, making it adaptable to any team,
project, or individual looking to optimize efficiency and
outcomes.

By Subhransu Sekhar Mohanty

Thank
You
By Subhransu Sekhar Mohanty