It’s 2024, and there are some truths project management (PM) – the field – needs to contend with:
- Workflow burdens have escalated (like crazy: a good thing…macroeconomy!) dramatically
- People’s, including project managers, attention spans continue to tank rapidly (thanks to the influx of variety and constant digital media stimulation)
- Competition – keeping on top of the market pie – is only getting fiercer (it doesn’t matter if you’re a small-town shop or enterprise brand: everyone’s powered by data and the latest tools these days)
So, what can businesses do to stay afloat?
Better yet, ride the current proactively and stay on top of the wave.
Well, say hello to the Kanban Board (or the ‘Kanban Methodology’ if you want to use the technical lingo)...if you aren’t already acquainted.
A work optimization strategy long before Agile was a roaring thing, project management software fitted with Kanban Boards fix our above three concerns for all types of organizations, including software development.
Their signature, overarching characteristics that enable their magic are simple (even humble) and brilliant: visual cues and continuous flow.
Don’t worry if this reads cryptic right now.
We’ve explained everything below – covering such concerns as:
Guide Contents
- The History of Kanban Boards and Their Current Iterations
- A Glossary of (Other) Key Kanban Methodology Terms and Concepts
- Kanban Project Management Tools 101: What to Know and Expect
- Our Top 5 Kanban Board Tool Picks This Year
- Some Expert – Software Finder Special – Onboarding Advice
Let’s begin.
Kanban Board: History & Evolution
The evolution of Kanban Boards is a fascinating journey that stretches over several decades, and it has revolutionized the way businesses manage their workflows and processes.
The term ‘Kanban’ originates from the Japanese language, where ‘Kan’ means sign and ‘Ban’ denotes a board.
The first iteration of this system was developed in the 1940s by Taiichi Ohno, an industrial engineer working for Toyota in Japan. He noticed that supermarkets used a simple yet effective system to control inventory and decided to implement a similar concept in the automobile production process.
The initial Kanban system was designed to visually manage inventory and work in progress. It was meant to be a scheduling system for lean manufacturing that improved efficiency. The primary goal was to minimize waste, specifically in terms of time and resources, thereby optimizing productivity.
However, it wasn't until the 2000s that a significant breakthrough occurred in the evolution of Kanban boards. David J. Anderson, a software industry professional, was instrumental in this development. He applied the principles of Kanban to IT and software development, demonstrating that this methodology had applications beyond manufacturing.
Anderson's application of Kanban within the IT industry marked the beginning of digital Kanban boards. These digital versions offered more flexibility and scalability than their physical counterparts. They also made it possible to manage complex projects involving geographically dispersed teams and remote workflows.
Today, Kanban boards are widely adopted across various industries for agile development. They are used as a workflow management method, helping teams visualize their work, limit work-in-progress, and maximize efficiency (we'll unpack these terms in the following section).
Modern Kanban boards, whether physical or digital, typically feature columns representing different workflow stages and cards denoting tasks. As tasks progress, they are moved across the columns, clearly representing the project's status.
Kanban Methodology Terms & Concepts List
When working with the Kanban method in project management, whether you’re a newbie or an old-timer, it helps to keep a handy reference for the times when some concept becomes confusing.
A glossary of key terms and concepts is also useful as a checklist: to ensure you’re not missing tapping into any available functionality.
So, here’s our brief (but comprehensive: no, not an oxymoron) list – starting with the obvious.
Kanban Board
A visual tool that enables you to optimize the flow of your work. It's divided into several columns, each representing a stage in the workflow.
Card
A task or a piece of work that needs to be done. Each card moves from one column to another as it progresses through the workflow operated by Kanban teams.
Column
Represents a specific stage in the workflow. Common columns include 'To Do', 'In Progress', and 'Done'.
Classes of Service
Different categories or priority levels assigned to tasks based on their importance or urgency.
Cadence
A regular schedule for certain activities, such as daily stand-up meetings, backlog grooming sessions, and retrospective meetings. Cadence adds structure and rhythm to the Kanban process.
Exit Criteria
Specific conditions or requirements that must be met before a task can move from one workflow stage to another – per Kanban principles. Exit criteria help ensure that tasks are of acceptable quality before progressing.
Blocking Reason
An explanation for why a task is blocked, providing valuable context to understand the impediment and facilitating resolution (crucial for Agile teams).
Cumulative Flow Diagram (CFD)
A graphical representation of the Kanban framework that shows the flow of tasks through various workflow stages over time. It provides insights into work distribution and helps identify bottlenecks and trends.
Work In Progress (WIP)
The tasks that are currently being worked on. WIP limits help teams manage their capacity and prevent overburdening.
Backlog
This is where all new tasks start. It contains everything that needs to be done but hasn't been started yet.
Swimlanes
Horizontal rows on a Kanban board used to separate different types of work or different teams working on the same project.
Lead Time
The time from when a new task is added to the backlog until it is completed.
Cycle Time
The time it takes to complete a task after work has begun on it.
Throughput
The number of tasks completed in a certain period.
Service Level Agreement (SLA)
An agreement that specifies the expected lead time or cycle time for completing tasks. SLAs help maintain predictability and meet customer expectations.
Blocker
Anything that prevents a task from moving forward in the workflow.
Pull System
A core principle of Kanban where work is ‘pulled’ into the next stage when there is available capacity, rather than being "pushed" by the previous stage.
Pull Signal
A visual or automated signal that indicates when it's appropriate to pull new work into a workflow stage. It ensures that work is only introduced when there's capacity to handle it.
Continuous Improvement (Kaizen)
A fundamental aspect of Kanban, which involves regularly reviewing and improving the process to increase efficiency and effectiveness – hinged on team collaboration.
Flow
The smooth and efficient movement of tasks from the beginning to the end of the workflow.
Bottleneck
A point in the project workflow where the work gets stuck or slows down, impacting the overall flow.
Visual Signals
Physical or digital Kanban cards used to trigger actions within the workflow, such as starting a new task or reordering materials.
Metrics and Analytics
Quantitative measurements used to analyze the performance of the Kanban system, including lead time, cycle time, throughput, and WIP. These metrics provide insights for process improvement.
Policies
Guidelines and rules that define how work should flow through the system. Clear policies help in making consistent decisions and managing the workflow effectively.
Little's Law
A mathematical formula that relates the average number of tasks in a system (WIP), the average time a task spends in the system (cycle time), and the average arrival rate of tasks. It helps in understanding the relationship between these variables.
Waste (Muda)
Any activity or resource that does not add value to the end product. Identifying and reducing waste is a key principle in Kanban to improve efficiency.
Service Delivery Manager (SDM)
The person responsible for overseeing the implementation of the Kanban process, ensuring adherence to policies, managing the flow of individual tasks, and facilitating continuous improvement.
Kanban Software: Intro & What to Expect
Kanban software has gained significant popularity as a tool for project management in recent years. Its visual nature and emphasis on workflow efficiency make it an ideal choice for teams looking to streamline their processes and improve productivity.
These Agile tools create an online Kanban board where tasks are represented as cards that move from one column (or stage) to another as they progress through the workflow. This provides teams with a clear visualization of work status, progress, and potential bottlenecks. Overall, the approach allows team members to see the 'big picture' at a glance, promoting transparency, collaboration, and effective task management.
Numerous Kanban software options are available, each offering unique features tailored to different project management needs.
Some of the top-rated tools in this category include ProjectManager, Kanbanize, and Kanban Tool (covered in the following section), boasting features such as project portfolio management, real-time communication, workflow visualization, and advanced analytics.
Moreover, some of these interfaces, like Wrike and Trello, offer a Kanban view as part of a larger project management software suite, providing flexibility for teams that may need to switch between different project management methodologies.
Features to Look for When Scouting Kanban for PM
Now, since we’re discussing the latest Kanban tool offers available under business-to-business (B2B)/software as a service (SaaS) subscription models – meaning you can run them straight off your internet browser – here’s our expert advice.
To get the most bang for your buck, you want to ensure your Kanban project management software provides:
- Visualization of Workflow
- WIP Limits
- Drag-and-Drop Functionality
- Automated Processes
- Collaboration Tools
Let’s unpack each.
Workflow Visualization
The primary feature of any Kanban software is its ability to visualize the workflow. It should provide an intuitive interface where tasks, represented as cards, can be moved across different columns representing various stages of the project. This helps teams understand the progress of tasks and identify potential bottlenecks.
WIP Limits/Caps
Another crucial function, these limits prevent teams from overcommitting and help identify blockages in the process. By controlling the number of tasks within each stage of the workflow, teams can ensure a smoother flow of work and avoid overloading any single stage.
Drag-and-Drop
A Kanban tool cannot do without an easy-to-use, drag-and-drop interface. This allows for easy movement of tasks between different stages of the project. The simplicity of this feature makes it easy for all team members to actively participate in managing their work.
Automated Processes
This can include automatic notifications when tasks are moved to new stages, due dates are approaching, or when WIP limits are reached. Automation can also extend to recurring tasks, thereby saving time and ensuring nothing falls through the cracks.
Collaboration Tools
Effective communication is key to successful project management, so Kanban software should incorporate features that facilitate team collaboration. This could include commenting on cards, attaching files, tagging team members, and integrating with other communication tools. This ensures transparency and keeps everyone on the same page.
If your software pick misses even one of these service attributes, don’t go for it! Because if you do, you’ll be missing out on the full project management streamlining scope that Kanban has to offer.
Instead, check out our handpicked selection of the best Kanban tools suited for every organizational backdrop and budget – options that will not disappoint.
Our Top 5 To Get Your Workflow Running…in the right direction
We’re sure you’ve guessed by now which Kanban subscription suites we tend to favor: the ones we’ve already mentioned.
Here, we’re going to be diving a bit deeper, exploring what each has to offer for stellar project management.
This is where you want to make mental ‘ticks’ against every feature that seems to satisfy your bill. Afterward, go for the Kanban board tool with the highest score.
Our last guide section details the quickest, zero-cost way to secure your new subscription – so don’t miss it.
So, without any further ado…not listing in any order of priority.
ProjectManager
ProjectManager software provides a comprehensive suite of features designed to streamline project management tasks. It offers multiple work views for task management, including Kanban boards, task lists, calendars, sheets, and dashboard views, catering to a variety of PM needs.
The platform's Kanban boards are customizable, enabling teams to visualize their workflow effectively and track progress in real-time. A standout feature is its capability to automate aspects of the workflow, which helps agile teams focus more on their core activities and less on administrative tasks. Furthermore, the software allows for the easy breakdown and tracking of multiple projects, enhancing efficiency and productivity.
Kanbanize
Kanbanize is a robust software solution designed for Agile project management, leveraging Kanban principles. It offers highly customizable Kanban boards where workflows can be mapped and tasks tracked in real time. This gives teams comprehensive visibility into task progress and assignments, making identifying and alleviating bottlenecks easier. Beyond its core Kanban features, Kanbanize is also enterprise-ready, offering visibility across all teams and projects, which makes it suitable for product and portfolio management.
Kanban Tool
Kanban Tool offers interactive online Kanban boards that allow for efficient visual management of project tasks. The software supports customizing columns, applying filters, and sorting cards to tailor the board to specific workflow needs. A standout feature is the ability to add swimlanes, which helps better categorize and manage tasks across different teams or project aspects. Additionally, it supports seamless time tracking, enabling teams to accurately track the time spent on each task. Users can also attach files, further facilitating collaboration and information sharing.
Wrike
Wrike software is a versatile project management tool that offers a holistic set of Kanban features. It provides an online Kanban board that gives organization-wide visibility, enabling users to instantly check project status. The Kanban board includes columns representing different stages of a workflow process and uses cards to visualize and manage them.
The platform also stands out with its custom statuses feature, which allows the creation of workflows tailor-made for your team. Furthermore, it supports various project views besides Kanban, including Gantt and Task view, catering to diverse project management needs.
Trello
Trello is a web-based project management application that provides digital Kanban boards which are highly configurable to match your process and offer visibility across the team. These boards include lists and cards that map directly onto the stages of a workflow, making it an ideal tool for managing tasks and tracking their progress. Beyond these, the platform offers additional functionalities such as unlimited automation, calendar timelines, maps, dashboard and table views, workspace templates, and admin and security tools.
Getting Onboarded
So, by this point, we’re assuming you have a pretty good idea of what Kanban software is all about and which option fits your operational criteria.
The next obvious step is to get onboarded quickly – and with no cost (totally possible on this platform).
Here’s what you need to do:
- Simply head over to your favorite Kanban project management tool’s profile page by using the search field at the top of this page (also on our homepage).
- Here, you want to click on the ‘Get Pricing’ and ‘Watch Demo’ buttons for fast, updated pricing info and snap product screenings!
- Do the same for all your shortlisted tool picks.
And remember:
If you hit any snags on the way, our helpline reps are here to help.
We bid you a productive and enjoyable Kanban run.