Methods of Lean Production (3/4): Kanban (Visual Cards)

Kanban (Visual Cards) is one of the ways of monitoring and managing workflow.

Kanban, a Japanese term translating to ‘visual card’, is a workflow management method that originated within the walls of Toyota’s production system. Developed by Taiichi Ohno, Kanban emphasizes continuous improvement and prioritizes visualizing work processes.

Unlike traditional methods reliant on complex schedules, Kanban (Visual Cards) utilizes a physical or digital board with designated stages (columns) that represent the various steps a task progresses through. Tasks, represented by cards, move across these columns, providing a clear and transparent view of workflow progress for all team members.

This emphasis on visualization empowers teams to identify bottlenecks, optimize workflow efficiency, and continuously iterate on their processes.

Core tenets of Kanban (Visual Cards)

Here is a list of core principles behind Kanban (Visual Cards):

Pull System: Kanban (Visual Cards) embraces a pull system, where work progresses based on actual demand rather than forecasts. Tasks are pulled from a prioritized backlog only when capacity becomes available. This approach prevents overproduction and reduces waste associated with holding excess inventory in a manufacturing setting or unfinished work piling up in knowledge work environments.
Focus on Flow: A core principle of Kanban (Visual Cards) is maintaining a smooth flow of work. This is achieved by limiting the number of tasks in progress (work-in-progress limits) within each workflow stage. Work-in-progress limits prevent team members from getting overloaded and ensure timely completion of tasks. By focusing on flow, Kanban (Visual Cards) promotes faster delivery times and increased team responsiveness.
Continuous Improvement: Kanban (Visual Cards) is an iterative and adaptable methodology. The system encourages regular team meetings to review workflow efficiency, identify areas for improvement, and refine the Kanban board itself. This ongoing cycle of evaluation and adaptation fosters a culture of continuous improvement within teams.

Benefits of Kanban (Visual Cards)

The benefits of Kanban (Visual Cards) extend far beyond just increased efficiency and productivity. Let’s take a look at the main ones:

Enhanced Efficiency: By visualizing work and identifying bottlenecks, teams can streamline processes and improve overall throughput. Work-in-progress limits prevent multitasking overload, allowing team members to focus on completing tasks efficiently.
Improved Collaboration: Transparency is a cornerstone of Kanban (Visual Cards). The visual nature of the Kanban board fosters better communication and collaboration within teams. Everyone has a clear understanding of team priorities, workloads, and project progress, facilitating discussions and problem-solving efforts.
Increased Flexibility: Kanban (Visual Cards) is designed to be adaptable. The system easily accommodates changing priorities and allows for quick adjustments in work processes. New tasks can be readily integrated into the workflow, and work-in-progress limits can be adjusted to reflect changing team capacity. This flexibility empowers teams to react effectively to dynamic project requirements.

How to implement Kanban (Visual Cards) in a business organization?

The adaptable nature of Kanban (Visual Cards) makes it a valuable tool for any team seeking to improve workflow efficiency, foster collaboration, and achieve continuous improvement in their work processes.

Here is a breakdown of how to set up and utilize Kanban (Visual Cards) in your company:

Define Your Workflow. Gather your team and collaboratively map out the current workflow for your chosen process. This could be product development, marketing campaign execution, or customer service issue resolution. Identify the distinct stages a task goes through from start to finish.
Create a Kanban Board. This can be a physical whiteboard with sticky notes or a digital platform offering Kanban board functionalities. Designate columns representing each stage of your workflow, e.g., To Do, In Progress, Done.
Visualize Your Work. Create cards (physical or digital) for each task within the workflow. Include relevant details on the card, such as a brief description, assigned team member, and any deadlines.
Implement the Pull System. Kanban (Visual Cards) operates on a pull principle. Tasks are pulled from a prioritized backlog (a queue of tasks) only when there’s available capacity in the current workflow stage, as defined by work-in-progress limits. These limits restrict the number of tasks team members can work on simultaneously, preventing them from getting overloaded.
Manage work-in-progress Limits. Establish work-in-progress limits for each workflow stage. This ensures smooth flow and timely task completion. Regularly monitor work-in-progress and adjust limits as needed based on team capacity and project demands.
Prioritize Tasks. Employ a clear prioritization system for tasks within the backlog. This could be based on urgency, importance, or deadlines.
Conduct Regular Reviews. Schedule regular team meetings to review the Kanban board. Discuss workflow bottlenecks, identify areas for improvement, and adapt the board or work-in-progress limits as needed. This fosters continuous improvement within the team.

While Kanban (Visual Cards) originated in the manufacturing sector, its principles can be applied to a wide range of industries and knowledge work activities. Software development teams leverage Kanban boards to manage sprints and track bug fixes. Marketing teams can utilize Kanban (Visual Cards) to visualize campaign development stages and monitor content creation progress. Human Resources (HR) departments can implement Kanban (Visual Cards) to manage the recruitment process, tracking applications and interview stages for each candidate.

Kanban (Visual Cards) – Evaluation

Advantages of Kanban (Visual Cards) include the following:

Enhanced Visibility: The core strength of Kanban (Visual Cards) lies in its visual nature. The Kanban board provides a clear picture of ongoing tasks (work-in-progress), completed tasks, and upcoming ones. This transparency empowers team members to understand their workload, identify bottlenecks, and collaborate effectively.
Improved Flow: Work-in-progress limits are a cornerstone of Kanban (Visual Cards). By restricting the number of tasks in progress at any given stage, Kanban (Visual Cards) ensures a smooth workflow. Team members focus on completing current tasks before taking on new ones, minimizing context switching and boosting efficiency.
Reduced Waste: Work-in-progress limits prevent overproduction and rework, which are common sources of waste. With a focus on completing what has begun, Kanban (Visual Cards) minimizes wasted time and resources.
Bottleneck Identification: The visual nature of the Kanban board readily exposes bottlenecks in the workflow. When tasks pile up in a particular stage, it indicates a potential bottleneck that the team can address collaboratively.
Adaptability: Kanban (Visual Cards) is a flexible system. New tasks can be readily integrated into the workflow, and work-in-progress limits can be adjusted based on changing team capacity or project demands. This adaptability allows teams to respond effectively to dynamic work environments.

Disadvantages of Kanban (Visual Cards) include the following:

Limited Scheduling: Unlike some project management methods, Kanban (Visual Cards) does not inherently provide detailed task schedules. While deadlines can be incorporated on Kanban cards, the overall focus is on continuous flow rather than rigid scheduling.
Complexity Management: Kanban boards can become cluttered if not managed effectively. With an influx of tasks, maintaining a clear and organized board becomes crucial to avoid confusion and hinder the system’s effectiveness.
Potential for Oversimplification: While Kanban (Visual Cards) excels at streamlining workflows, it might not be suitable for highly complex projects with intricate dependencies. In such cases, a more structured project management approach might be necessary.

In conclusion, Kanban (Visual Cards) offers a valuable tool for managing workflow, particularly in environments that benefit from visual communication, work flexibility, and a focus on continuous improvement. However, it is essential to consider the trade-offs, particularly the lack of detailed scheduling and potential for complexity, to determine, if Kanban (Visual Cards) aligns with your specific project needs.