What is Kanban? How Kanban Works?

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

• Create columns on a board for each step of your process (e.g., To Do → In Progress → Review → Done).

• Each task or item is represented by a card that moves across the board as it progresses.

2. Limit Work in Progress (WIP)

• Set WIP limits for each column to avoid bottlenecks.

• This encourages focus, reduces context switching, and exposes workflow issues.

3. Manage Flow

• Track how items move through the board.

• Aim for steady flow, not just high output — reduce blockers or delays.

4. Make Process Policies Explicit

• Define clear rules (e.g., "Code must be peer-reviewed before moving to QA").

• This creates shared understanding and consistency.

5. Use Feedback Loops

• Hold daily stand-ups (optional) to discuss flow.

• Regularly review flow metrics like cycle time or lead time.

6. Improve Continuously

• Identify bottlenecks or repetitive blockers.

• Adjust processes or WIP limits to optimize delivery.

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🔍 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

• Lead Time: Time from task creation to completion

• Cycle Time: Time from “In Progress” to “Done”

• Throughput: Number of tasks completed in a given period

💡 Kanban Is Best For:

• Teams with frequent incoming requests (e.g., support, DevOps)

• Work that doesn’t fit into time-boxed sprints

• 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:

• Set WIP limits (e.g., only 2 tasks allowed in "In Progress").

• Add tags or labels for task types (e.g., bug, feature, content).

• Prioritize tasks using colored labels or card ordering.

🛠️ Top Kanban Tools (Free & Paid)

1. Trello (Free & Easy)

• 🧩 Drag-and-drop interface

• 🏷️ Labels, checklists, and due dates

• 🔌 Power-Ups for automation and integrations

🔗 https://trello.com

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2. Jira Software (For Agile & Dev Teams)

• ⚙️ Advanced workflows, sprint & backlog integration

• 📊 Detailed reporting & Kanban boards

• 🧩 Good for scaling teams with dependencies

🔗 https://www.atlassian.com/software/jira

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3. ClickUp

• 📋 Combines Kanban, list view, calendar, and docs

• 🔄 Task dependencies, automation, time tracking

• Great for project + personal task management

🔗 https://www.clickup.com

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4. Asana

• 🎯 Visual project tracking with Kanban boards

• 🔄 Integrates well with Slack, Google Drive

• Great for marketing and business teams

🔗 https://www.asana.com

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5. Notion

• 🧱 Customizable workspace with Kanban, databases, docs

• Best for teams that want everything in one place

🔗 https://www.notion.so

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🛠️ 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

What is the difference between Scrum and Kanban?

 Scrum and Kanban are both popular frameworks under the Agile umbrella, but they differ in how they structure work, roles, and processes.

Aspect	Scrum	Kanban
Type	A prescriptive Agile framework	A flexible workflow management method
Work Structure	Time-boxed Sprints (usually 2–4 weeks)	Continuous flow – work is pulled as capacity allows
Roles	Defined roles: Scrum Master, Product Owner, Dev Team	No required roles, but teams often define their own
Planning	Sprint Planning, Backlog Grooming, Reviews	No formal planning events required
Work Limitation	Sprint backlog limits work during a sprint	Uses WIP limits (Work In Progress limits)
Meetings	Daily Scrum, Sprint Review, Sprint Retrospective	Daily stand-ups (optional), and flow reviews
Metrics	Velocity, Burndown chart	Lead time, Cycle time, Cumulative flow diagram
Best For	Teams working in iterations, with evolving requirements	Teams needing flexibility and continuous delivery
Change During Cycle	Not allowed during a sprint	Allowed anytime – very adaptive
Delivery	At the end of the sprint	Delivered as soon as it's ready

🎯 Summary

• Scrum is structured, ideal for teams that benefit from a regular cadence and clear roles.

• Kanban is lightweight and more flexible, great for teams needing continuous delivery and fewer constraints.

🧠 Think of Scrum as working in "sprints," while Kanban is like a "relay race" – keep things flowing.

What is the difference between Product Owner and Technical Project Manager?

 

Aspect	Product Owner (PO)	Technical Project Manager (TPM)
Primary Focus	Maximizing product value for users and business	Delivering the project on time, within scope and budget
Owns	The Product Backlog and feature priorities	The Project Plan, schedule, and technical execution
Key Responsibilities	- Define product vision - Prioritize backlog - Write user stories - Accept/reject features - Gather feedback from users/stakeholders	- Manage timelines, risks, and dependencies - Coordinate across tech teams - Report progress - Align technical architecture with delivery goals
Decision-Making	Decides what gets built and why (based on value)	Oversees how and when it gets delivered (based on feasibility)
Technical Involvement	Low to medium	High – often understands system architecture, APIs, dev ops
Stakeholder Focus	Internal users, customers, and business leaders	Engineers, QA, infrastructure, external partners, and leadership
Reporting Line	Often reports to a Product Manager or business unit	Often reports to Engineering, PMO, or operations leadership
Agile Role	Official Scrum role	Not defined in Scrum – typically used in hybrid or scaled Agile environments

🧠 Summary

• The Product Owner is the voice of the customer and decides what should be built based on business value.

• The Technical Project Manager ensures that the product gets delivered on time and correctly, often handling the complex coordination of technical work.

💡 Think of the Product Owner as defining the “what and why,” while the TPM manages the “how and when.”