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What is Kanban?

The Kanban technique was initiated by Toyota under the leadership of Taiichi Ohno, known as the creator of the Toyota Production System. Ohno noticed inefficiencies on his production line and sought ways to improve his processes. Given that a car is a complex product to build, managing the vast number of components ineffectively can be highly inefficient.

Ohno observed unnecessary inventory and low productivity in their operations and decided to take action. Inspired by a technique used in supermarkets (where an employee restocks an item if it runs out), he decided to implement a similar system on the production line.

To visualize which products were needed, Ohno used visual signals in the form of cards to indicate the demand for a component. Today, Kanban is a fundamental technique used in countless projects in offices worldwide.

Kanban is based on two fundamental principles: visualizing the workflow and limiting the amount of work in progress at any given time. The foundation of any Kanban system involves dividing the workflow into at least three categories:

• Backlog column – things to do in an unspecified future,
• In Progress column – containing only items that we are currently working on, with a limit applied,
• Done column, which contains completed items..

There can be more columns. Kanban is a very flexible method, allowing the process to be adapted to the requirements of a given project or the needs of the organization. As the process evolves, the board can expand or shrink by adding additional columns such as “to be done in the next 2 weeks” or “testing,” etc.

What is Kanban and what are the benefits of using the system?

The results of working with Kanban make the system, first of all, very efficient and, most importantly, simple. Introducing employees or stakeholders to the process does not require a lot of effort. What else do we gain from working with Kanban?

• Simplification of communication processes,
• Better focus among team members (limited number of items they can work on at any given time),
• Reduction of waste – it’s easy to prevent the team from doing unnecessary work, duplicating efforts, or focusing on things that aren’t important. The Project Manager sets the tasks in “To Do,” thus gaining control over the process,
• Ongoing task replenishment – since the number of tasks is limited, the Project Manager can see the workload of each person and can easily add new tasks or ‘disable’ those with lower priority,
• Process flexibility – the ability to adapt the process to a specific project or organization. At squares.agency, we work with the client to tailor and establish the process to meet the needs of the specific project. This maximizes efficiency and reduces the risk of failure.

Examples of online tools featuring Kanban boards.

Below is a list of tools that I use or have used for working on projects:

• Trello
• Asana
• Notion
• Jira
• Airtable

See also: selected Marketing Tools that will streamline your team’s work.

Source: https://kanbantool.com/kanban-guide/kanban-history