Agile Kanban Boards for Project & Task Management

What is Kanban methodology?

Kanban project management methodology is a system for managing work using a board with cards that indicate what work needs to be done and when it is due.

The Kanban method is used to visualize the work process and help manage workflow by indicating when a task is started, in progress, and completed.

This visual control mechanism uses visual cues to prompt people when it is time to pick up the next task. At its core, the Kanban process advocates for limiting the number of tasks in progress to improve efficiency.

Kanban Boards can be used for individual task management or for managing projects.

Why do organizations use Kanban?

Many organizations are adopting Kanban for project management because it is a simple way to manage project workflow.

The core Kanban benefit of limiting “work in progress” helps to prevent overload and improve efficiency. The visual nature of the Kanban board makes it easy for everyone in the organization to see what work is being done, what work is in progress, and where bottlenecks are occurring.

What are some common ways to use Kanban?

Kanban project boards can be used to manage individual tasks or projects.

For managing individual tasks, Kanban cards can be used to track the tasks that need to be done and to have a clear overview of when they are due.

For managing projects, a Kanban project board can be used to track the different stages of the project and to see what tasks are in progress and what tasks need to be completed.

How do I get started with Kanban?

To get started, try the following steps:

Decide on a Kanban board size and layout. Think about how many tasks need to be displayed at once and how much space you will have to dedicate to your various tasks. Both digital and physical boards can be used.

Identify the different stages of the workflow that will be represented by the cards on the board. The stages will depend on the individual project or task.

Start by adding a card for the “starting” stage. This could be the initial idea for the project or task.

Add cards for each stage of the workflow as you progress through the task or project.

When tasks are completed, move them to the “completed” section. This will help you visualize the progress that was made toward completing a project or task.

As your processes evolve, add more detailed labels to each of the cards and/or add more information about what tasks need to be done in each stage.

What are the steps of the Kanban cycle?

The steps of the Kanban cycle are:

Visualize – Create a board and cards to represent the tasks that need to be done.

Limit “work in progress” – Place a limit on the number of cards that can be in each stage at once.

Start with an empty board – Begin by adding cards for the starting stage and then add cards as you progress through your task or project.

Make it work – Implement the Kanban board and begin moving cards as tasks are started, worked on, and completed.

Check results – Check to see if limiting “work in progress” has been effective at preventing overloads. If not, experiment with different ways of limiting your workflow.

What are some best practices for using Kanban?

Here are a few tips for using Kanban:

Use a digital or physical board – A digital board can be accessed from any device, while a physical board can be used to track tasks in person.

Include all stages of the workflow – The different stages of the workflow will depend on the task or project, but typically include “starting,” “in progress,” and “completed.”

Limit the number of tasks in each stage – Limit the number of cards in each stage to help manage workflow.

Visualize tasks – Create a visual representation for different types of work. This will help team members see where they are most productive and what needs attention.

Move tasks as they are completed – This will help you see the progress that was made on a project or task.

Update the board as processes change – As your processes change, you may need to add more detailed labels or information about what tasks need to be done in each stage.

How to use a Kanban board with a team?

If you are using a Kanban board with a team, there are a few things to keep in mind:

The team should be able to see the board – The Kanban board should be visible to everyone on the team.

Everyone should understand the workflow – The different stages of the workflow and what tasks need to be done in each stage should be clearly labeled.

Knowledge should be shared – The different tasks that need to be completed in each stage of the workflow should be shared across all team members.

How to use a Kanban board with Scrum?

Scrum can work well with Kanban boards because both approaches focus on limiting “work in progress” and visualizing workflow.

However, you should keep the following points in mind:

Scrum focuses on completing one type of task at a time – Scrum breaks tasks down into “sprints,” which focus on moving through the different stages of the workflow one type of task at a time.

Kanban limits overall work – Kanban limits the overall number of tasks in each stage (i.e., there can only be a certain number of cards for “in progress” or “completed.”)

Scrum teams typically work together – Scrum teams typically work together to complete all stages of their workflow and all types of tasks rather than splitting up different types of tasks among team members.

Kanban boards can be helpful for project managers who want to improve their workflow and keep track of the progress that has been made on a project or task. By using a board, you can visualize the tasks that need to be done and limit the number of tasks that are in each stage at once. This will help you prevent overloads and complete tasks in a timely manner.

Where is Kanban applied?

Kanban can be implemented in any industry, but it is most commonly used by businesses that are looking to improve their project management processes.

Some examples include:

• Software development
• Healthcare management
• Construction/architecture

How is Kanban used in software development?

Kanban is often used by software developers and programmers to help improve their workflow and the time it takes them to complete different tasks. For example, programmers can use a Kanban board as a reminder of the different tasks that need to be completed for a given project.

Some common ways that Kanban is used in software development include:

• Tracking the progress of a project
• Tracking the progress of individual tasks
• Planning and estimating future work

How is Kanban used in healthcare management?

Healthcare management professionals can use Kanban boards to track the progress of different patients and keep track of the different tasks that need to be completed for each patient.

This can include:

• Tracking the status of a patient
• Tracking the medications a patient is taking
• Tracking the results of lab tests

How is Kanban used in construction?

Kanban boards can be used by construction professionals to track the progress of a project and the different tasks that need to be completed.

This can include:

• Tracking the progress of a project
• Tracking the progress of individual tasks
• Planning future work

When to use Kanban?

Kanban is a good project management tool to use when you want to improve your workflow and decrease bottlenecks. For example, if a task takes a long time because a single team member is responsible for completing it, using Kanban will help you limit the number of tasks that are in progress at once so this bottleneck doesn’t happen.

Kanban can also be used if you want to improve your workflow by visualizing it. This is especially true for businesses that have a lot of different types of tasks or projects that need to be completed. For example, keeping track of the status and progress of a project on a Kanban board can help you better understand where your project is at and what still needs to be done.

When not to use Kanban?

Kanban doesn’t work as well for businesses that need a high level of control or individual tasks that are completed at different times. For example, Kanban is not the best project management tool to use for a business that wants specific employees to be responsible for completing certain types of tasks or has a lot of different projects going on at once. In these cases, you may be better off using Scrum or another project management tool.

Can Kanban system be used as a to-do list?

Yes. Kanban boards can be used much like a to-do list in that they allow you to visualize your tasks and mark them off when they are complete. However, Kanban is not the same as a to-do list because it uses three different columns to organize tasks instead of one.

What is the difference between Kanban and Agile?

Kanban and Agile are two different project management methods that can be used together. Kanban is a more laid-back approach to project management that uses visual cues to help you track the progress of a project, while Agile is a more structured approach that uses time-boxed sprints to help you complete tasks in a timely manner.

In general, Agile project management is most useful when you have a limited amount of time to complete a project, while Kanban can be used at any point during a project.

Is there a project manager in Kanban?

Yes, there is a project manager in Kanban. Although Kanban boards are designed to help you track the progress of different tasks and projects on your own, there is usually one person who takes on the role of project manager. This person does not have to be a specific team member – it could be anyone in the business who wants to take on the role.

What is the difference between a Kanban board and a whiteboard?

A Kanban board is a digital tool that helps you track the progress of different tasks and projects, while a whiteboard is an analog tool that you can use to write down your tasks and track their status. Kanban boards are often used in tandem with whiteboards, especially when it comes to visualizing tasks.

Is Kanban the same as lean project management?

No, Kanban is not the same as Lean project management. Lean is a business concept that has helped companies reduce waste and increase customer satisfaction. While some aspects of lean are useful for making team members more efficient, you don’t need to adopt the lean methodology in order to use Kanban.

Benefits of using Kanban software?

Some benefits of using Kanban software include:

– Increased efficiency – Kanban can help you and your team become more efficient by visualizing your workflow and understanding where bottlenecks are occurring.

– Improved collaboration – The Kanban methodology makes it easier to see what tasks other team members are working on, which can help you collaborate more effectively.

– Better task tracking – Since a Kanban board is used to track different tasks, this can help you get a better idea of where your project is at.

Disadvantages of using Kanban software?

Some possible disadvantages to using Kanban include:

– The risk of being overwhelmed by the amount of tasks on a board – This can be especially true when you are just getting started with using the Kanban method, since there are usually more tasks than you are used to seeing at once.

– The need for a dedicated team member – In order to get the most out of Kanban, you need someone who is willing to take on the role of Kanban project manager and manage the board.

– Limited functionality – Kanban software can only do so much, which means that it may not be enough for more complex projects.

Must-have Kanban software features?

Some must-have features for Kanban software include:

– The ability to create multiple boards – This is important because it allows you to track the progress of different tasks and projects.

– The ability to add tasks and subtasks – This allows you to break down tasks into smaller, more manageable chunks.

– The ability to add notes to tasks – This can help you provide more detail about a task and its status.

– The ability to assign tasks to team members – This helps you ensure that everyone knows what they are responsible for.

– The ability to track the progress of tasks – This allows you to see what has been completed and what still needs to be done.

– The ability to add and remove columns on a board – This lets you customize the information that is displayed on your board.

– The ability to export data – This allows you to save your data in a format that can be used elsewhere.

– The ability to import data – This lets you use different software on different occasions.

10 Best Online Kanban Software Solutions

Armadill

Armadill is a very lightweight Kanban solution that limits your daily tasks to only 3. It’s mindlessly easy to use either alone or with a small team.

Perfect for: small remote teams (up to 10 people)

Armadill pricing: free

Basecamp

A very popular project management suite with an optional Kanban board, Basecamp lets you create boards for different projects. It’s easy to use and also has a chat feature that is great for collaboration.

Perfect for: medium-sized teams with up to 30 members

Basecamp pricing: $99/month

Kanban Tool

This cloud-based Kanban software offers a great way to visualize your workflow and track your progress. It even has some additional features that can be extremely helpful for team collaboration, such as the ability to create personal tasks and subtasks.

Perfect for: small to medium businesses

Kanban Tool pricing: $5 user/month (billed annually)

FogBugz

This popular solution has both Kanban boards and scrum boards that you can use to track your progress. It also features extensive task management tools, including the ability to tag specific tasks and keywords.

Perfect for: small and medium-sized teams

FogBugz pricing: $15 user/month (billed annually)

Trello

Featuring both Kanban boards and scrum boards, Trello can be used for small teams to visualize the workflow. Its integrations with Slack and Github make it even more useful for remote companies.

Perfect for: small teams

Trello pricing: free or $5-17.50 user/month for premium features

LeanKit

This cloud-based software offers a great way to visualize your workflow and track your progress. It even has some additional features that can be extremely helpful for team collaboration, such as the ability to create personal tasks and subtasks.

Perfect for: small to medium businesses

LeanKit pricing: $20 user/month (billed annually)

Freedcamp

A very popular solution for teams of all sizes, Freedcamp has both Kanban project management boards and scrum boards that you can use to track your progress. It even comes with some extensive reporting tools.

Perfect for: small to medium-sized companies

Freedcamp pricing: free (limited), $2.50-20 user/month for premium features

Pivotal Tracker

This agile project management tool is specifically designed for software development teams. Pivotal Tracker offers both Kanban and scrum boards to help you track your progress and to promote continuous improvement. It also comes with a wide variety of integrations, such as Github and JIRA.

Perfect for: software development teams

Pivotal Tracker pricing: free for up to 5 members, $6.50 user/month for premium features

Taiga

This popular solution has both Kanban project boards and scrum boards that you can use to track your progress. It also features extensive task management tools, including the ability to tag specific tasks and keywords.

Perfect for: small teams

Taiga pricing: free (limited), $7 user/month for premium features

Pipefy

This lean solution for agile teams features both Kanban project boards and scrum boards that you can use to track your progress. It also comes with an extensive list of integrations, including JIRA, Zendesk, Slack and more.

Perfect for: small companies

Pipefy pricing: free (limited), $18-30 user/month for premium features