Kanban: Principles and Practices

Introduction

This article continues a series of articles on Agile. In previous articles, we covered Agile principles, as well as the Scrum and Extreme Programming (XP) methodologies, which help teams work flexibly, improve processes, and achieve high performance. In this article, we will focus on another key methodology — Kanban. We will explore how Kanban helps optimize workflows, enhancing transparency and the manageability of team operations.

Understanding Kanban

Kanban is a task management method designed to improve the efficiency and predictability of work execution. Kanban helps teams adapt to change, minimize bottlenecks, and enhance control over task flow. Kanban is widely used not only in IT and software development but also in other fields where flexibility and process transparency are essential.

What is Kanban?

Kanban is a process management methodology that relies on visualization and limiting Work in Progress (WIP). The primary tool in Kanban is a board with cards, where each task progresses through stages such as “To Do,” “In Progress,” and “Done.” This visualization allows the team to see the status of each task and identify potential bottlenecks. Kanban emphasizes flow management and continuous improvement, enabling teams to enhance performance without the need for radical changes to existing processes.

Origins of Kanban

The Kanban methodology was developed by Taiichi Ono in the 1940s at Toyota as a tool to improve the efficiency of production processes. In Japanese, “kanban” means “sign” or “signboard,” and the system was originally used to manage inventory and coordinate tasks along the production line. Kanban cards moved along the line, signaling the current status of tasks and helping to optimize resource utilization. Later, Kanban was adapted for project management across various industries, finding widespread use in IT due to its flexibility.

Since the late 2000s, through the efforts of David Anderson, Kanban has been applied to project management, especially in knowledge work and IT. Anderson adapted the original Kanban concept for “knowledge work,” making it suitable for managing intangible tasks and information flow. This adaptation proved successful at companies such as Microsoft and Corbis, where Kanban was used to improve processes and achieve flexibility and transparency without extensive reorganizations.

Kanban Principles

Kanban as a task management methodology is built on four key principles that guide the approach to work and help teams continuously improve without the need for drastic changes. These principles provide flexibility and allow Kanban to be customized to suit the needs of any team, making it a user-friendly and easily integrated method for managing processes.

1. Start with what you’re already doing: Kanban suggests beginning with the existing process without making drastic changes. This principle simplifies implementation, as the team doesn’t need to completely overhaul current practices. By visualizing the established steps on a Kanban board, the team can clearly see current workflows and identify bottlenecks. This approach enables gradual improvement based on real data, reducing risks and avoiding unnecessary stress from abrupt changes.

2. Agreement on gradual, evolutionary change: This principle encourages the team to agree that improvements should be gradual, implemented through small, incremental changes to avoid disruption and resistance. Gradual changes help the team adjust to the new process and make adjustments based on feedback and real outcomes. This ensures smooth and sustainable improvement without destabilizing ongoing work.

3. Respect for current roles, responsibilities, and processes: Kanban does not require the team to radically change existing roles or responsibilities. This principle helps reduce resistance from team members, making the transition to Kanban more seamless. The team continues to work within familiar processes, which promotes stability and resilience. Respecting current roles also fosters an environment where members feel that their expertise is valued, supporting an improvement process that aligns with the existing structure.

4. Encourage leadership at all levels: Kanban emphasizes the importance of leadership that is accessible to all team members, regardless of their roles. Each team member can take the initiative to suggest improvements, increasing engagement and ownership of outcomes. This allows the team to quickly identify and address issues. Such an environment motivates all members to actively participate in process improvements, fostering collaboration and mutual support.

These principles form the foundation for effective and adaptable Kanban implementation, allowing the team to work by tailoring the method to their needs and gradually enhancing the process based on current conditions and opportunities.

Kanban Core Practices

Kanban includes six interrelated key practices that help teams organize and optimize workflows. These practices focus on visualizing work, improving task flow, and maintaining a steady pace, making Kanban an effective tool for managing tasks in the face of changing demands.

1. Workflow Visualization: Creating a visual representation of all steps in the task process using a Kanban board. This practice allows the team to see work progress and track tasks at each stage, making it easier to identify bottlenecks.

2. Limit Work In Progress (WIP): Setting limits on the number of tasks that can be actively worked on at each stage. Limiting WIP helps prevent overload, focuses on completing tasks, and improves the overall flow of work.

3. Flow Management: Continuously monitoring the movement of tasks through the process and optimizing execution time. Flow management enables the team to assess and improve the stability and predictability of task completion.

4. Ensuring Clarity and Transparency of Rules: Clearly defining and documenting all workflow rules ensures that all team members have a common understanding of how tasks should move through phases. This increases transparency and consistency in the process.

5. Implement Feedback: Regular discussions about task status and process performance allow the team to receive feedback and make improvements by adapting the process based on real data.

6. Collaborative Improvement: Ongoing process improvement through experimentation and the collaborative participation of the entire team. This practice promotes agility and sustainability by incrementally implementing changes based on lessons learned.

These practices help Kanban teams improve workflow and predictability, fostering high-quality product delivery and continuous improvement.

Workflow Visualization

Workflow visualization is one of the key Kanban practices aimed at creating a visual representation of all stages of task completion. It helps teams understand where tasks stand, track their progress, and identify bottlenecks. The primary tool for visualization in Kanban is the Kanban board, which displays the current status of all tasks and allows team members to manage the process at each stage.

Key elements of workflow visualization:

1. Kanban Board: A Kanban board serves as a workflow map that displays all task stages. The board is typically divided into several columns, each representing a different step in the process, such as “To Do,” “In Progress,” “In Review,” and “Done.” This layout makes it easier for the team to understand the current status of each task and track progress, allowing them to see clearly where each task is in the workflow.

2. Task Cards: Each task is represented on the board by a card that moves from one column to another as work progresses. These cards may contain information such as the task name, description, priority, due date, and the team member responsible for the task. Using cards allows the team to easily track task progress and quickly identify any delays or issues at each stage.

3. Swimlanes: To better organize the board and highlight different categories of tasks, the Kanban board can be divided into horizontal lines (swimlanes) that help classify tasks. For example, swimlanes may be used to separate tasks by priority, deadlines, or categories, such as urgent tasks or tasks with fixed deadlines. This allows the team to effectively manage different types of tasks without causing overload.

4. Defining Workflow States: Each workflow stage on the Kanban board should have clear criteria that define when a task can be considered complete at that stage and ready to move to the next column. These criteria might include internal code reviews or test completion, for instance. Defining states provides the team with clear rules for task completion, reducing confusion — especially important when working on large projects.

5. Policies for Task Transitions: Workflow policies include rules and criteria for task transitions between columns on the board. These could be requirements for completing a stage, such as a “Definition of Done,” or task prioritization policies that help assign tasks by importance. Clear rules make task transitions more understandable and help prevent bottlenecks.

Workflow visualization enables the team to:

• Quickly visualize task status and respond promptly to changes.
• Coordinate efforts more easily and maintain consistency among team members.
• Identify bottlenecks and delays at each stage, which helps eliminate them and improve workflow.
• Provide process transparency to both the team and stakeholders, making the workflow predictable and understandable.

Workflow visualization using a Kanban board and task cards is a powerful tool that helps the team improve task management, control workflow, and achieve high performance through a clear and efficient process.

Limiting Work in Progress (WIP)

Limiting Work in Progress (WIP) is a key Kanban practice aimed at setting limits on the number of tasks a team can handle simultaneously at each stage. This practice helps the team avoid overload, enhance focus, and speed up task completion, thereby creating a sustainable and predictable workflow.

Key elements of the WIP limitation practice:

1. Setting WIP Limits for Each Stage: On the Kanban board, a maximum number of tasks is set for each column to define how many tasks can be actively worked on at that stage. For example, if the “Coding” column has a WIP limit of 3, then no more than three tasks can be in that column at the same time. When the limit is reached, new tasks are not added until one of the current tasks is completed.

2. Preventing Overload and Context Switching: WIP limits help the team avoid situations where they are forced to work on multiple tasks simultaneously. This reduces stress and minimizes context switching, allowing the team to concentrate on completing current tasks.

3. Identifying Bottlenecks: Limiting WIP enables the team to identify where delays are occurring. If tasks begin to pile up in a particular column, it signals a bottleneck in the process. This may indicate the need to re-evaluate the step, reallocate resources, or optimize activities to improve workflow.

4. Creating a “Pull” System: WIP limits support a “Pull” system, where new tasks are only “pulled” into work after previous tasks are completed. This prevents system overload and ensures smooth movement of tasks through the stages, enhancing predictability and efficiency.

5. Reducing Task Completion Time or Cycle Time: Limiting the number of tasks allows the team to focus on completing active tasks, thereby reducing overall task completion time, or Cycle Time, and making the workflow more predictable and stable.

Limiting work in progress allows the team to:

• Increase productivity by focusing on completing current tasks.
• Reduce task completion time by preventing system overload.
• Enhance workflow visibility by making it easier to identify bottlenecks.
• Maintain a consistent work pace by avoiding overload.

WIP practices help teams improve work quality and manage the task flow, creating a sustainable and efficient task management process, even in resource-constrained environments.

Flow Management

Flow management is one of the central practices in Kanban, focused on keeping tasks moving steadily and efficiently throughout the workflow. This practice helps minimize delays, speed up task completion, and increase predictability at every stage. A systematic approach to flow management allows the team to identify bottlenecks and make improvements in a timely manner, ensuring a stable and predictable workflow.

Key elements of flow management practice:

1. Tracking Task Completion Time or Cycle Time: Flow management involves measuring the time it takes to complete a task — from when it starts to when it is completed. Analyzing Cycle Time allows the team to identify stages where tasks encounter delays and optimize the process to accelerate task movement.

2. Cumulative Flow Diagram (CFD): CFD is a visual tool that displays the number of tasks at each stage of the process as color-coded layers, helping the team see task accumulation and identify bottlenecks. For instance, if there is a noticeable increase in tasks in the “Testing” phase, it indicates a possible issue that needs to be addressed.

3. Flow Metrics:

   • Throughput: The number of tasks completed within a given time frame. Throughput helps assess how efficiently tasks move through the process and establish realistic expectations.
   • Flow Load: The number of tasks being worked on at each stage. Managing flow load prevents overload and helps maintain a steady work pace.
   • Flow Efficiency: The ratio of time spent on active work versus the total time a task is in the process. High flow efficiency shows that tasks are moving swiftly with minimal waiting times.

4. Regular Bottleneck Analysis: Flow management includes ongoing tracking and analysis of stages where tasks may experience delays. If tasks start piling up at a particular stage, it may signal the need for resource reallocation or process optimization at that step.

5. Process Adaptation for Improved Flow: Based on flow data, the team can make process adjustments to improve task flow. This may involve changing WIP limits, optimizing interactions between steps, or removing obstacles that hinder progress.

Flow management enables the team to:

• Increase predictability in task execution, minimizing delays and enhancing process stability.
• Reduce task completion time by addressing bottlenecks and optimizing each stage.
• Maintain a consistent work rhythm by ensuring balanced task distribution.

These practices help Kanban teams achieve high transparency and predictability and provide a framework for continuous improvement, supporting a smooth and efficient task flow.

Ensuring Clarity and Transparency of Rules

Ensuring clarity and transparency of rules in Kanban aims to create clear and accessible instructions for the entire team on how tasks move through each stage of the process. This practice helps the team share a common understanding of all workflow aspects, minimizing ambiguity and increasing the predictability of task completion. Transparent rules establish a clear structure that makes the task management process organized and understandable for all participants.

Key elements of the clarity and transparency of rules practice:

1. Defining Conditions for Task Transitions Between Stages: For each column on the Kanban board, specific completion criteria are set for tasks to move to the next stage. For instance, the “Testing” phase may have Definition of Done criteria indicating when a task can be considered complete in that phase. These conditions enable team members to manage tasks in a coordinated manner, reducing confusion and delays.

2. Establishing Rules for Task Management: Explicit rules can include guidelines on who is authorized to modify, add, or move tasks. For example, it might be determined that only the product owner manages task prioritization or that tasks can only move to the “Done” column after all validation steps have been completed. These rules help the team clearly understand who is responsible for what and how tasks should be completed.

3. Managing Blocked and Urgent Tasks: Workflow policies may outline procedures for handling tasks that are temporarily blocked or require urgent completion. For instance, blocked tasks may be marked with a special color, and urgent tasks flagged for priority movement through the process. This allows the team to manage deviations effectively and minimize their impact on overall workflow.

4. Regular Rule Updates: Rules should be periodically reviewed to adapt to changes in the workflow. The team can adjust or add rules as necessary, thereby enhancing task flow management and keeping processes current. This regular review allows the team to evolve and improve process efficiency.

Ensuring rule clarity and transparency allows the team to:

• Increase process consistency and predictability by establishing a clear structure that all team members follow uniformly.
• Reduce conflicts and improve communication by removing ambiguities in task flow.
• Provide process transparency for stakeholders by granting access to the rules and task statuses at any time.

In this way, clarity and transparency of rules support a streamlined and transparent workflow in which all participants understand their roles and shared rules, contributing to high performance.

Implementing Feedback

Implementing feedback is a key Kanban practice aimed at creating a constant channel for information sharing within the team to maintain process stability and identify opportunities for improvement. Feedback allows the team to regularly assess task progress, adjust the process, and ensure high performance at every stage of work.

Key elements of the feedback implementation practice:

1. Regular Discussions on Task Progress: Daily meetings or standups help the team discuss the current status of tasks, share relevant information, and promptly address any arising issues. This keeps participants aware of the work’s progress and allows adjustments to be made if deviations from the plan are identified.

2. Retrospectives and Process Analysis: Periodic retrospectives provide the team with an opportunity to evaluate work outcomes, discuss successes, and identify areas for improvement. Retrospectives offer regular feedback that helps uncover systemic issues and create plans for resolution. These meetings enable the team to capture successful solutions and learn from mistakes, fostering growth and adaptability.

3. Metrics for Flow Assessment and Analysis: Using data on task or Cycle Time, Throughput, and other flow metrics allows the team to objectively evaluate performance and identify bottlenecks in the process. Such metrics provide an accurate foundation for analyzing and improving the workflow, serving as an essential feedback mechanism for informed decision-making.

4. Integrating Feedback into the Planning Process: Kanban encourages the team to consider feedback data when planning and determining next steps. For example, based on delay data for specific stages, the team may decide to adjust WIP limits or reallocate resources to improve task flow.

Implementing feedback enables the team to:

• Continuously improve processes through regular analysis and resolution of problem areas.
• Easily adapt to changes by incorporating feedback into planning and workflow adjustments.
• Strengthen collaboration and trust within the team through regular discussions and shared analysis.

The practice of implementing feedback establishes a foundation for systematic analysis and process improvement, supporting team resilience and ensuring high work quality.

Collaborative Improvement

Collaborative improvement in Kanban is a practice focused on continuous improvement of team processes through experimentation and active involvement of all members. It helps build a culture open to change, providing the team with the flexibility and readiness to adapt, allowing them to find the most efficient ways to work and improve task quality.

Key elements of the collaborative improvement practice:

1. Evolutionary Change through Experimentation: The team treats any changes as hypotheses to be tested and analyzed for their impact on task flow. Each experiment measures outcomes such as Cycle Time or Throughput to evaluate its effectiveness. This approach enables the team to introduce improvements gradually, avoiding abrupt changes and maintaining process stability.

2. Collaborative Participation of All Team Members: Kanban encourages each team member’s active participation in discussing and planning improvements. All members are involved in decision-making, fostering a collaborative environment and increasing motivation, as everyone knows their input is valued and considered in enhancing the workflow.

3. Data-Driven, Objective Evaluation: Decisions about improvements are made based on objective data. Metrics such as Cycle Time, Flow Efficiency, and Throughput help the team avoid subjectivity and make data-driven decisions. This makes the improvement process more reliable and predictable.

4. Continuous Learning and Adaptation: Collaborative improvement involves regular retrospectives and performance analysis, promoting ongoing learning and knowledge building. The team reviews successful solutions and identified mistakes, refining the process based on insights gained.

Collaborative improvement allows the team to:

• Maintain flexibility and adaptability by continually discovering more effective ways to work.
• Enhance team engagement and accountability as everyone can participate in decisions on process improvement.
• Make informed, data-driven decisions that keep process improvement transparent and sustainable.

This practice enables Kanban teams to continuously adapt and improve performance, fostering a stable environment for high-quality task execution.

The Relationship Between Scrum and Kanban

Scrum and Kanban can be successfully combined to increase flexibility and efficiency in the workflow. Both frameworks share values of transparency, inspection, and adaptation, and Kanban is often used in addition to Scrum to improve task flow manageability. The combined use of Kanban and Scrum allows a Scrum team to apply principles of visualization and flow control without altering the structure of iterative work, supporting the core approaches and values of both methods.

The application of Kanban in Scrum may include the following aspects:

1. Workflow Visualization: Adding a Kanban board allows the Scrum team to see the current stage of tasks, enhancing transparency and enabling task tracking throughout the sprint.

2. Work-In-Progress (WIP) Limits: Applying WIP limits helps the Scrum team focus on completing tasks before starting new ones. This improves work quality, reduces overload risks, and promotes a smoother task flow.

3. Managing Task Flow: Kanban principles help the Scrum team monitor and enhance task flow. This includes analyzing and optimizing lead time or Cycle Time and throughput, making task flow more predictable.

4. Regular Inspection and Adaptation: Kanban encourages inspection and adaptation through regular analysis of task flow metrics. This supports Scrum principles and helps the Scrum team gather data to improve sprint planning, ensuring predictability and process sustainability.

Thus, integrating Kanban into Scrum enhances team flexibility and task management while maintaining the structure and rhythm inherent to Scrum.

Agile Learning and Practice

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Conclusion

Kanban is an effective task management method that emphasizes process visualization, flow control, and continuous improvement. Through practices such as limiting work-in-progress (WIP), managing task flow, and implementing feedback, Kanban helps teams better control workflow, improve predictability, and increase resilience to change.

Mastering Kanban allows teams not only to enhance task flow but also to foster a culture of continuous improvement, accountability, and transparency. Applying Kanban principles helps create a sustainable and flexible workflow, ensuring consistent results even in highly dynamic environments.

In future articles, we will begin to explore the details of applying agile methodologies, examining specific aspects and practices that will help you more effectively apply agile approaches to improve work quality and achieve goals when working in Agile teams.