Managing several tasks for a team can quickly get overwhelming. But known for its simplicity, a Kanban board has long helped teams visualize work and avoid bottlenecks. Task management software like Microsoft 365 makes this easier by bringing the Kanban method into Planner and To Do.
This setup works well if you want to keep tasks organized and on track without needing a physical Kanban board. If you’re ready to take your task management digital, this article will walk you through making a Kanban board in Microsoft 365. You’ll help your team stay efficient and on schedule.
In this article
What Is Kanban?
Kanban means “signboard” in Japanese. This setup gives you a clear view of work at every stage, which helps teams see completed tasks and what’s pending.
A Kanban board breaks down work into individual task cards organized into columns, each representing a stage in the process. It has columns like To Do, In Progress, and Done. You can move tasks across these columns to show their status.
Ideally, the app you use to make a Kanban board should work well with the tools you already use.
If you’re using Microsoft 365 apps like Teams or Planner with Kanban features, you can add more details to each task card. You can add reminders, labels, and attachments so that each task connects to all essential resources. This way, your team has quick access to everything they need in one place, streamlining collaboration without extra steps.
Using Microsoft products and apps to make a Kanban board, you get the benefits of a physical board without limits. It’s easy to track several projects, see tasks at a glance, and catch issues before they pile up. Also, a digital board allows you and your team members to collaborate in real-time from anywhere.
Kanban boards make it easy to spot bottlenecks and keep everyone aligned on priorities. They help you stay focused and avoid overloading your team by breaking down tasks. Consider this setup if you want a simple, effective way to keep tasks under control.
How To Make a Kanban Board With Microsoft 365
Microsoft 365 has several tools you can use to set up a Kanban board for project management. Here’s how these apps can help keep your team productive:
Method 1: Use Kanban Board in Microsoft Teams
Using MS Teams with the Kanban method keeps all communication and tasks in one place. While Teams doesn’t have a built-in Kanban board, you can create one using Visual Studio Team Services (VSTS).
Step 1
Launch Microsoft Teams and open the channel where you want to make a Kanban board. Then, click the + icon on the top right to add a tab.
Step 2
Search and select VSTS. Click Install if it’s your first time to use it in MS Teams.
Step 3
Sign in to your VSTS account when prompted. Select your desired Team Project, Team, and Backlog Level.
Step 4
Follow the app’s specific instructions to create your Kanban board.
Step 5
Add custom fields, labels, and automation rules.
Method 2: Microsoft To Do Kanban Method
Setting up a Kanban board in Microsoft To Do is a quick and easy way to organize tasks. While you can’t make a Kanban layout in this app, you can create a similar setup using lists to track your activities.
Step 1
Go to Microsoft To Do and create separate lists for each stage.
Step 2
Click New list in the sidebar to add lists named after each stage, like To Do, In Progress, and Done.
Step 3
In the To Do list, add tasks you need to complete. Each task represents an item that will move through the stages. Click Add a task, type your task name, and press Enter on your keyboard.
Step 4
Open a task, click Add due date, and select a date.
Step 5
Move each task to the right list as it progresses. For example, once you begin working on a task, shift it from To Do to In Progress.
Method 3: Microsoft Planner Kanban Board
Microsoft Planner’s Kanban board helps teams stay on track, keeping everyone on the same page without too many complex features. Here’s how to make a Kanban board in Planner from Microsoft Teams:
Step 1
Open a team channel. Click the + icon next to the existing tabs and select Planner.
Step 2
Select Create a new plan and give it a name. Click Save.
Step 3
Click Add new bucket to set up your Kanban columns.
Step 4
Add tasks to each bucket, assign them, and set due dates.
Step 5
Update task progress as work progresses, dragging cards from one bucket to another.
Method 4: Microsoft Project Kanban Board
Microsoft Project combines the benefits of Kanban boards with advanced project management tools. Here’s how to create a Kanban board in MS Project:
Step 1
Launch Microsoft Project and create a new file.
Step 2
In the top menu, go to the View tab and choose Task Board.
Step 3
Click New Task to add activities on the Kanban board.
Step 4
Select Customize Cards from the Format tab in the top menu. Here, you can choose items you want to show on the Kanban board, such as task ID, resources, and checkmark.
Step 5
Drag and drop tasks between columns as work progresses.
How to Make and Use a Kanban Board Easier
Microsoft 365 apps like Teams or Planner make managing tasks in Kanban boards easy. They’re reliable for keeping projects organized, especially when you need to track team progress across one solution. However, those apps may not provide all the customization options teams need, like setting task priorities or adding detailed attributes to each card.
If you’re looking for a more flexible solution, consider Wondershare EdrawMind. It’s a user-friendly mind map and task management tool with a Kanban function that makes visualizing tasks easy. Here’s how to make a Kanban board in EdrawMind:
Step 1
Download and install EdrawMind on your desktop. Open the app and create a new account to start.
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Step 2
Click Create on the top left corner of the main dashboard. Select Task Kanban from the Blank document section.
Step 3
By default, there are three columns in the Kanban board: To-do, In progress, and Completed. Click the column headers to edit their labels. Then, click Add Group at the end of the row to insert more columns.
Step 4
Click + New Card within a column to add a new card. Enter the task or item description in the card.
Step 5
To customize, click the More icon on the right side of a card. Select an option from the menu. For example, set due dates for cards to visualize deadlines.
EdrawMind allows you to add images, tags, hyperlinks, attachments, and labels to each card. You can also add colors to cards, show progress, and adjust priorities. Try EdrawMind for an easier and more flexible Kanban experience that simplifies task management for you and your team.
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