Kanban Meaning
Kanban is a work management method that originated in Japanese industry. The term ‘kanban’ means ‘board’ or ‘sign’ and refers to a visual task management system.
Where Does It Come From?
The Kanban method was developed by Taiichi Ohno in the 1940s at Toyota. The system was designed to improve production efficiency by optimising workflow.
Basic Principles
Kanban is based on several key principles to help manage work. These principles are: visualisation of work, reduction of work in progress (Doing), flow management, process transparency and continuous improvement.
Visualising work involves presenting tasks on a whiteboard so that progress can be easily tracked. Reducing work-in-progress (Doing) helps you avoid over-tasking, allowing you to manage your resources more efficiently.
Flow management is the monitoring and optimisation of the work process to ensure fluidity and increased productivity. Process transparency and continuous improvement are key elements that promote transparency and continuous development in the organisation.
How Does the Kanban System Work?
A Kanban board is a tool that allows you to visualise your work by dividing it into columns representing different stages of the process. Each column on the Kanban board reflects the status of the work, from tasks to be completed, to those in progress and completed.
Cards as a Task Management Tool
Kanban cards are used to represent individual tasks on the board. Each card contains information about the task, such as a description, due date and person responsible.
Kanban Flow and Reduction of Work in Progress (doing)
The workflow in the Kanban system is optimised by limiting the number of tasks in progress (Work In Progress / Doing). Reducing Doing allows you to focus on current tasks and avoid overloading the team.
Monitoring the workflow helps to identify and eliminate bottlenecks that can delay tasks. This enables continuous process improvement and increased work efficiency.
Reducing work in progress (Doing) is key to ensuring that the team is not overwhelmed by excess tasks. This approach also allows for faster response to change and better management of priorities.
Kanban for Different Sectors
Kanban is widely used in project management, where it helps to visualise and monitor progress. Thanks to the transparency of the process, project teams can more easily identify blockages and bottlenecks.
With Kanban, managers can better allocate resources and prioritise tasks.
Visualising work on Kanban boards enables teams to react quickly to changes and adjust plans in real time.
Kanban in Manufacturing and Industry
In the manufacturing sector, Kanban is used to manage inventory and optimise production processes. Toyota, which pioneered the method, uses Kanban to minimise downtime and increase efficiency.
The Kanban system helps to synchronise material deliveries with actual demand, thus reducing inventory and storage costs.
Kanban in IT
In the IT industry, it is often used to manage the software development process. Companies such as Microsoft and Spotify use Kanban to manage tasks and monitor the progress of work.
The boards allow development teams to better coordinate their work and identify issues quickly, resulting in higher quality software.
Kanban is also used in IT operations management, where it helps to monitor and optimise processes. This enables teams to better manage emergency firefighting and change management, leading to more stable and reliable IT services.
Kanban is also used in other areas such as marketing, sales and HR, where it helps to organise work and make teams more efficient. In each of these areas, it is crucial to optimise workflows and be more efficient.
Kanban Support Tools
Kanban boards can come in both physical and electronic form. Physical Kanban boards are often found in offices, where teams can update tasks in real time using sticky notes.
Electronic boards are gaining popularity with tools such as Trello, Jira and Asana. These platforms allow remote teams to effectively manage tasks and monitor progress in real time.
Trello and Jira
Trello is one of the most popular tools for managing projects using Kanban, offering a simple and intuitive platform. Jira, on the other hand, is a more advanced tool often used in the IT industry to manage projects and tasks.
Asana is another tool that supports the method, allowing teams to create boards, assign tasks and track the progress of projects. With these tools, even the most complex projects can be managed effectively.
Who Is Using Kanban?
In the manufacturing sector, Toyota has pioneered the use of Kanban to manage production processes. This method has allowed the company to significantly increase efficiency and optimise its supply chain.
Microsoft is an example of a company that has successfully implemented the system in its development teams. This has led to a significant increase in work efficiency and reduced project delivery times.
Spotify, the well-known streaming platform, also uses Kanban to manage its software development process. By using this method, Spotify is able to respond more quickly to changing user needs and introduce new features.
Another example is Pixar, which uses Kanban to manage its animation production process. Thanks to this method, Pixar can better coordinate the work of the creative and technical teams, resulting in higher production quality.
Step by Step
Implementing Kanban in an organisation starts with understanding and training the team on the basic principles of the method. Then, create a board that visualises the entire work process, breaking it down into individual steps.
It is also an important step to define work-in-progress (Doing) limits for each column, which allows you to control the number of tasks running simultaneously. Regular team meetings, although not long, help to monitor progress and identify problems.
Regular reviews of the Kanban board are key to identifying bottlenecks and optimising the work process.
Resistance to Change
One of the main challenges in implementing Kanban is resistance to change, which can arise from habits to previous working methods. It is important that the team understands the benefits of Kanban and is committed to its implementation.
Another barrier may be the lack of appropriate tools to visualise and monitor work. Investing in tools that are well optimised for your business, such as Trello or Jira, can ease the Kanban implementation process.
What Else Improves Kanban Implementation?
Training and workshops for teams are key to successful Kanban implementation. They enable employees to better understand the principles and benefits of the method.
Example and support from management is essential for the team to feel motivated to implement new practices. Regular reviews help to continuously improve the work process.
It is also useful to learn from the experiences of other companies that have successfully implemented Kanban. Case studies and good practices can provide valuable tips and inspiration.
As organizations continue to embrace the kanban methodology for project management, they find that the key to success lies in its simplicity and adaptability. The kanban meaning, rooted in visual workflow management, has transcended its manufacturing origins and now aids teams across a multitude of industries in organizing tasks and enhancing productivity.
With the right kanban system, companies can define and continually refine their processes, ensuring a kanban flow that aligns with their strategic goals. As projects evolve and demands shift, the flexibility inherent in kanban allows teams to adjust quickly and efficiently, proving that this time-tested approach remains relevant in today’s dynamic work environment.
