Kanban is a visual workflow management method that helps teams improve efficiency, focus on flow, and deliver work continuously. It originated from Toyota's lean manufacturing process and is widely used in software development, support teams, and business operations.
What Is Kanban?
At its core, Kanban is a visual board (physical or digital) where work items are represented as cards that move through different stages of a workflow. The goal is to optimize the flow of work, limit work in progress (WIP), and continuously deliver value.
⚙️ How Kanban Works
1. Visualize the Workflow
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Create columns on a board for each step of your process (e.g., To Do → In Progress → Review → Done).
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Each task or item is represented by a card that moves across the board as it progresses.
2. Limit Work in Progress (WIP)
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Set WIP limits for each column to avoid bottlenecks.
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This encourages focus, reduces context switching, and exposes workflow issues.
3. Manage Flow
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Track how items move through the board.
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Aim for steady flow, not just high output — reduce blockers or delays.
4. Make Process Policies Explicit
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Define clear rules (e.g., "Code must be peer-reviewed before moving to QA").
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This creates shared understanding and consistency.
5. Use Feedback Loops
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Hold daily stand-ups (optional) to discuss flow.
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Regularly review flow metrics like cycle time or lead time.
6. Improve Continuously
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Identify bottlenecks or repetitive blockers.
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Adjust processes or WIP limits to optimize delivery.
🔍 Example Kanban Board
| To Do | In Progress | In Review | Done |
|---|---|---|---|
| ✏️ Write blog post | 🛠️ Design landing page | 🔍 QA new feature | ✅ Deploy to prod |
📈 Key Kanban Metrics
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Lead Time: Time from task creation to completion
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Cycle Time: Time from “In Progress” to “Done”
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Throughput: Number of tasks completed in a given period
💡 Kanban Is Best For:
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Teams with frequent incoming requests (e.g., support, DevOps)
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Work that doesn’t fit into time-boxed sprints
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Teams looking for continuous delivery and process visibility
📋 Sample Kanban Board Template
| To Do | In Progress | In Review / QA | Done |
|---|---|---|---|
| ✅ Write product copy | 🛠️ Code checkout feature | 🔍 Test user registration | 🚀 Launch landing page |
| 🧠 Plan ad campaign | 🎨 Design product mockup | ||
| 📈 Research keywords |
🔑 Tips:
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Set WIP limits (e.g., only 2 tasks allowed in "In Progress").
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Add tags or labels for task types (e.g., bug, feature, content).
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Prioritize tasks using colored labels or card ordering.
🛠️ Top Kanban Tools (Free & Paid)
1. Trello (Free & Easy)
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🧩 Drag-and-drop interface
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🏷️ Labels, checklists, and due dates
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🔌 Power-Ups for automation and integrations
2. Jira Software (For Agile & Dev Teams)
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⚙️ Advanced workflows, sprint & backlog integration
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📊 Detailed reporting & Kanban boards
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🧩 Good for scaling teams with dependencies
🔗 https://www.atlassian.com/software/jira
3. ClickUp
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📋 Combines Kanban, list view, calendar, and docs
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🔄 Task dependencies, automation, time tracking
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Great for project + personal task management
4. Asana
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🎯 Visual project tracking with Kanban boards
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🔄 Integrates well with Slack, Google Drive
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Great for marketing and business teams
5. Notion
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🧱 Customizable workspace with Kanban, databases, docs
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Best for teams that want everything in one place
🛠️ Kanban Board Template for Software Development
| Backlog | Ready (To Do) | In Progress | Code Review / QA | Ready for Release | Done |
|---|---|---|---|---|---|
| - Feature: Dark Mode | ✅ Feature: Login Flow | 🔧 Bug: Profile image not loading | 🧪 QA: Forgot password flow | 🚀 Release v1.1 Hotfix | ✅ Feature: Signup form |
| - Tech Debt: Clean legacy code | 🧠 Refactor: Auth module | 🛠️ Feature: Payment gateway integration | 🔍 Review: Payment API code | 🐛 Bug: Fixed dropdown glitch |
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