Kanban has driven success for companies in many industries. David Anderson, a Kanban expert, shared a case about a software team that improved their cycle time by 54% and shortened lead time by 23%.
However, many teams face challenges while implementing the Kanban board effectively. They often overlook the value of a well-laid-out board and regular maintenance. It prevents them from realizing their kanban’s full potential.
Therefore, I have researched and identified the most common Kanban implementation mistakes and found proven Kanban board practices to help you get better results.
In this write-up, I’ll share them to help reshape the scene of your Kanban flow. So, keep reading, whether you're new to Kanban or want to improve your current process.
In this article
What Is Kanban?
Toyota engineer Taiichi Ohno started the Kanban experience in the late 1940s. He aimed to streamline processes in manufacturing. Supermarket inventory management sparked his original inspiration. He noticed stores restocked products based on consumption rather than predicted needs.
Following the Just-in-Time principle, he optimized Toyota’s inventory to align with actual material consumption.
What Does Kanban Mean
Kanban means signboard or visual signal in Japanese. It reflects its main purpose of providing clear visual management.
The Evolution of Kanban
Kanban has grown substantially from its manufacturing roots. Software development teams adapted its principles to match their unique needs in the early 2000s.
Modern Kanban uses a visual framework centered around the Kanban board, serving as the single source of truth for team workflows.
How Kanban Works
The simple structure has sections with three primary columns: To Do, In Progress, and Done. Each work item appears on the board as a card containing task descriptions.
A Kanban system's core components are:
- Visual Cards: Represent individual work items with detailed task information
- Workflow Columns: Show different stages of the process
- Work-in-Progress (WIP) Limits: Control the amount of active tasks
- Swimlanes: Horizontal divisions for categorizing different types of work
This visual approach helps teams track progress transparently and spot bottlenecks quickly. The system works best when work arrives unpredictably, and teams must deploy work right after completion.
The Philosophy of Kanban
The Kanban approach is all about gradual progress rather than drastic change. Teams build on their existing workflows, enhancing them with better visualization and management.
DevOps teams, for instance, rely on Kanban to boost efficiency and shorten delivery cycles.
Common Problems in Kanban Flow
Teams face many challenges when implementing Kanban principles despite their simplicity. A closer examination shows patterns that impact how teams work and what they achieve.
Overwhelming Work in Progress (WIP) is one of the biggest problems teams face. Teams don't manage their WIP well. It creates stress and reduces efficiency. They take on too many tasks simultaneously, leading to longer completion times and lower-quality work.
The way teams set up their boards creates another challenge. Complex or poorly laid out Kanban boards often cause confusion and mixed messages. Team members waste time and resources when they can't quickly check task status on a messy board.
Kanban doesn't come with built-in feedback processes like other agile frameworks do. Teams need to create their feedback loops. Without regular check-ins, they miss chances to spot and fix problems in their workflow.
Here are the most common problems teams run into:
- Lack of Formal Structure: Teams don't know who does what or how things should work
- Poor Board Maintenance: Boards become outdated and confusing
- Ineffective Flow Management: Work piles up because some stages can't handle the volume
- Resistance to Change: People don't want to let go of their old ways of working
Bottlenecks create serious financial risks, specifically when certain stages run at full capacity. This can wear down resources faster. Work piles up in some areas while others sit idle.
Process policies create their own set of problems. Teams sometimes make their Kanban boards show an ideal process instead of how work flows. This gap between the board and reality confuses everyone and makes the Kanban system less effective.
Some teams fall into Kanban Theater. They use their board just for show rather than as a fundamental work management tool. It hides actual progress and gives an inaccurate view of their work status.
Best Practices for Efficient Kanban Flow
Mastering the essential principles of Kanban is the first step to success. Organizations improve workflows through deliberate analysis and practical use.
Start with What You Do Now
Acknowledging current workflows is key when teams start using Kanban. Immediate changes can cause issues, but gradual adjustments lead to better results. The process begins with mapping the workflow.
Keep Things Clear
A well-laid-out board structure and clear card information make workflows visible. Cards should contain essential details without overwhelming information. Column definitions and workflow stages need to remain clear and specific.
Limit Work in Progress (WIP)
The appropriate WIP limits prevent overload and keep workflow steady. Teams should begin with a WIP limit that equals their member count plus one. A team of 10 members would start with a WIP limit of 11 and adjust based on performance metrics.
Manage Flow
To improve workflows, teams need to measure how work moves through stages. Tracking metrics like cycle time and throughput provide insights into inefficiencies. Regular analysis ensures processes stay optimized.
Make Process Policies Explicit
Well-documented process policies ensure consistency and proper arrangement. These policies guide team operations and set boundaries for work execution. They should define how work moves between stages and maintain quality standards.
Implement Feedback Loops
Regular feedback helps teams get better continuously. Teams need structured feedback sessions at different levels:
- Daily standup meetings for immediate coordination
- Weekly planning sessions for task prioritization
- Monthly reviews for process assessment
Improve Collaboratively
Improving as a team strengthens bonds and delivers lasting results. Teams that identify process changes together develop a shared understanding of workflows. This shared effort ensures lasting progress and builds commitment.
Regularly Review and Adapt
Agile teams thrive on regular reviews. They can continuously improve by evaluating WIP limits, workflows, and performance. Scheduling these reviews keeps Kanban practices on track.
Respect Current Roles and Titles
Teams adopt Kanban more smoothly when existing organizational structures stay intact. This practice values current roles while allowing natural development. It reduces resistance to change and supports lasting implementation.
Encourage Acts of Leadership at All Levels
Effective Kanban leadership spans all levels of an organization. It encourages teams to share ideas and take ownership of workflows. Collaboration like this fosters innovation and steady growth.
How to Make Your Kanban Easily with a Simple Tool?
EdrawMind is an AI-powered solution for teams looking to implement Kanban efficiently. It provides a visual, accessible approach to organizing tasks and managing projects. The platform also works as a brainstorming and mind-mapping tool.
The platform's strong feature set makes it stand out from typical Kanban tools:
- Smart Map Creation: AI-powered capabilities enable quick mind map generation
- Real-time Collaboration: Teams can work simultaneously on the same diagram
- Cross-platform Compatibility: Available on devices of all types and OS
- Template Library: Access to over 6k ready-made design templates
- Multi-format Export: Support for various file formats like PDF, PNG, DOCS, EXCEL, SVG, and more
- List View Option: Switch between mind map, kanban, outline views, or slides
How to Create a Kanban Board in EdrawMind?
Making a Kanban board in EdrawMind is a breeze. Just follow these simple steps:
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Step 1Get Started with Your Kanban Board
- Click the + Create button and select Task Kanban from the EdrawMind homepage.
- The workspace, by default, is divided into To-Do, In Progress, and Complete columns.
Step 2 Create Cards and Add Details
- Create task cards in the required column by clicking +New Card. In each card, you can add details like:
- Task descriptions
- Due dates
- Assignee name
- Time estimates
- If you want to add another column, use the + Add group button on the right side.
- You can rename existing columns by double-clicking on their labels.
Step 3 Enhanced Customization
- Use the right-side menu to modify the Color Scheme, Card Style, Font Size, Background Setting, etc.
- Click on the Three Dots on a card to access the pop-up menu.
- Adjust Card Colors, Priority, Progress, Task time, and more.
- You can drag and drop cards from one column to another as the task progresses.
Step 4 Export and Share Your Board
- Once finalized, navigate to the Export menu to download the board in various formats, including PDF and Graphics.
- The Share button on the top right corner lets you:
Note: While Kanban creation isn’t free in EdrawMind, its robust functionality makes it worth the investment
Conclusion
Teams can rely on Kanban to improve workflow management and keep projects on track. Following its principles helps reduce delays, strengthen teamwork, and boost efficiency.
Stick to its core practices: visualizing tasks, limiting work-in-progress, and fostering feedback. These steps create flexible and productive workflows.
Success comes from consistency and small, incremental improvements. Gradually refining your processes leads to lasting results.
EdrawMind offers visual tools to simplify project tracking with a built-in Kanban Task feature. Its combination of mind mapping and presentation modes makes it ideal for teams. So, explore it and see the difference yourself.
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