Kanban in Excel: Tips and Tricks To Boost Your Productivity

Kanban boards are a powerful yet simple way to organize tasks and manage workflows. Originally developed by Toyota, this visual management system has proven effective for teams across industries.

A Kanban board in Excel can be an easy, accessible way to start using this method without investing in specialized software. This guide will walk you through creating a Kanban board in Excel, discussing its advantages and limitations. What’s more, you will explore other tools like Wondershare EdrawMind to enhance your productivity. Start with this comprehensive guide now!

What Is Kanban?

Kanban is a task management methodology developed in the 1940s by Toyota to improve manufacturing efficiency. The term “Kanban” means “visual sign” in Japanese and emphasizes tracking tasks in real-time.

Today, Kanban is widely used in industries from software development to marketing. Its core principle is visualizing work, making it ideal for teams looking to streamline their workflows.

With a Kanban board, tasks are organized into columns, usually:

To-Do. Lists tasks that are ready to be started but haven’t been worked on yet.
In Progress. Contains tasks that are actively being worked on.
Done. Shows completed tasks, indicating they’re finished and need no further action.

These help teams see task statuses at a glance. Whether you’re managing a project or your daily tasks, a Kanban board can boost productivity and ensure focus.

How To Make a Kanban Board in Excel

Creating a Kanban board in Excel is a straightforward process. Follow this step-by-step guide to set up your own Kanban board:

Step 1

Open a New Worksheet in Excel. Title the sheet “Kanban Board”. Make another sheet. Title it as “Kanban Cards”.

Step 2

Merge three columns for each workflow stage. Label columns to represent stages, such as To-Do, In Progress, and Done. You can add more columns depending on your workflow needs.

Step 3

Make another column between each section to make them neat. Format it in any color to separate the statuses. When you’re done, your Kanban board should look like the sample below.

Step 4

Go to the Kanban Cards tab and make three task cards. Set each card to be three columns wide and eight rows long to match the width of your workflow sections in the Kanban Board tab.

Step 5

Merge the selected cells. Color-code each card to help identify task priority. Use one for low-medium priority, personal or unplanned tasks, and another for high-priority ones.

Step 6

Add fields to your cards. For this example, add the following fields:

Task Title
Task Description
Due Date
Time Estimate
Assignee

Type each field name into the designated area on each task card.

Step 7

Now, copy the task cards you’ve created from the Kanban Cards tab to the correct workflow status column in the Kanban Board tab. Fill in each task’s details on the board.

Step 8

To move a task from one status to another, simply cut and paste it into the next column. For new tasks, edit the blank task card template and add it to the appropriate status column.

Pros and Cons of Using a Kanban Board in Excel

Using Excel for a Kanban board offers a straightforward approach to task management. While it provides a convenient setup, there are both advantages and limitations to consider.

Pros

Widely accessible. Excel is a commonly used tool, making it accessible for most teams without extra software.
Customizable layout. Excel allows flexibility, so users can design columns and add fields that fit their unique workflow.
Cost-effective. If you already have Excel, there are no extra fees to start using it for Kanban boards.
Data tracking. Excel’s data tools enable users to track task completion rates, progress, and deadlines efficiently.

Cons

Limited functionality. Unlike dedicated Kanban software, Excel lacks automation and real-time collaboration features. It can slow down workflow updates.
Manual effort is needed. Moving tasks and managing updates manually can become time-consuming. This can be an issue, especially for large teams or complex projects.

In summary, Excel works well for simple Kanban setups. However, it may fall short for teams needing advanced Kanban functionalities.

How to Create a Kanban Board Easier

If you’re looking for a tool with robust Kanban features, consider a dedicated tool like Wondershare EdrawMind. This mind map and task management tool offers an easy-to-use Kanban function. EdrawMind allows you to visually manage tasks with minimal setup in seconds.

The tool provides options to add task details, customize columns, and track progress more efficiently than Excel.

wondershare edrawmind main user interface

To create a Kanban board in EdrawMind, follow these steps: