Agile teams often debate whether Kanban or Scrum is better. Statistics show that 56% of teams pick Kanban, while 27% go for Scrumban, a hybrid approach blending Kanban and Scrum.
Over the years, I’ve used Kanban and Scrum in various projects and learned their true potential. Scrum shines when deadlines are tight, and processes need structure. Kanban, by contrast, supports ongoing tasks with its adaptable flow.
Picking the wrong one can lead to missed opportunities. So, in this guide, I'll compare Kanban and Scrum and explain when to choose each, helping you find the best fit for your projects.
In this article
What Is Kanban?
Kanban organizes tasks as cards that move through customizable stages on a board. It began in Toyota’s manufacturing system and now serves industries like software, marketing, and beyond.
At first, using Kanban felt like organizing chaos. But it quickly became clear it wasn’t just about tidiness. It helped me identify and resolve bottlenecks, like when my tasks stalled in progress.
Key Features of Kanban
A standout feature is the Work In Progress (WIP) limit, which caps the number of active tasks. This fosters focus and prevents overload. You can’t add new tasks until you finish the current ones that are under the limit.
Kanban boards show stages like To Do, In Progress, and Done, and can include others like Blocked or Under Review. It’s useful for teams with unpredictable workloads, like customer support or creative teams.
Tracking and Improving with Kanban
Tracking metrics like lead time and cycle time reveal delays and refine workflows. It’s an adaptable system built around transparency and Constant improvement.
What Is Scrum?
Scrum is another system that teams use in Agile project management. It gives teams a clear way to deliver products bit by bit, focusing on what customers value most. Though people often link Scrum to software development, its core ideas and methods work in various fields.
How Scrum works
Scrum works in short fixed-time work periods called sprints, which run from one to four weeks. Each sprint starts with a meeting to plan goals and wraps up with a look back to check progress.
Scrum defines clear roles. The Scrum Master manages the process. The Product Owner handles the backlog and stakeholder input. The Development Team carries out the tasks.
Key Practices and Principles of Scrum
This method also values regular check-ins like the Daily Scrum (or standup), where team members sync about their work and discuss any obstacles.
A core principle in Scrum is to have a shippable product at the end of each sprint. This means customers could use the product even if it's not finished. Scrum relies on transparency, inspection, and adapting team practices to improve the product over time.
Why Scrum Succeeds
Scrum succeeds because it breaks work into short cycles, assigns clear jobs to team members, and always tries to improve.
Practically, it allows teams to stay flexible, work together more, and produce results quicker than old-school project management. It impacts how teams tackle projects and deliver value to their customers.
Kanban vs Scrum: What's the Difference
Differences Between Kanban and Scrum
Kanban and Scrum each bring unique strengths to project management. Teams should understand their differences to make rational decisions.
- Roles and Responsibilities: Scrum requires distinct roles. Kanban takes a collaborative, role-free approach.
- Delivery Cycles: Scrum delivers in fixed sprints. Kanban delivers continuously, with no waiting.
- Board Management: Scrum boards are reset with every sprint. Kanban boards are ongoing and always up to date.
- Change Implementation: Kanban welcomes change at any time. Scrum limits change during active sprints.
- Productivity Metrics: Scrum tracks sprint velocity. Kanban monitors cycle time to evaluate task efficiency.
- Work Management: Scrum breaks work into small, manageable pieces. Kanban highlights task limits to optimize flow.
- Team Structure: Scrum needs cross-functional teams. Kanban allows flexibility for specialized groups.
- Planning Approach: Scrum emphasizes planning and estimation. Kanban focuses on improving workflow instead.
Similarities Between Kanban and Scrum
While Kanban and Scrum take different approaches, they share principles rooted in lean and agile mindsets. Both focus on delivering value through continuous, minor improvements.
Teams in both methods pull tasks based on capacity, reducing waste and improving efficiency. This approach also gives teams more control.
Both frameworks use visual boards to track tasks and maintain clear communication. Scrum defines workflows with ready-and-done criteria, while Kanban uses workflow stages. Transparency and Constant improvement are priorities for both.
Breaking tasks into manageable pieces and setting WIP limits are also shared practices.
- Teams that organize themselves and adapt quickly
- Daily check-ins to assess progress
- Delivering solutions regularly
- Decision-making based on outcomes
- Continuous refinement of processes
These shared qualities allow teams to mix elements from Kanban and Scrum, creating tailored hybrid systems.
Table of Comparison: Scrum vs KanbanKanban vs Scrum: Pros and Cons Analysis
| Aspect | Kanban | Scrum |
| Core Principles | Start with existing processes Make incremental changes Support leadership at all levels Meet customer needs |
Transparency Inspection Adaptation |
| Roles | No defined roles | Scrum Master Product Owner Development Team |
| Work Organization | Visual board with continuous flow | Sprint-based with board reset after each sprint |
| Key Metrics | Lead time Cycle time |
Velocity Sprint burndown |
| Work Visualization | Three main columns: - To Do - In Progress - Done |
Product Backlog Sprint Backlog Increments |
Scrum Pros and Cons
Kanban vs Scrum: Pros and Cons Analysis Table
| Aspect | Kanban | Scrum |
| Core Principles | Start with existing processes Make incremental changes Support leadership at all levels Meet customer needs |
Transparency Inspection Adaptation |
| Roles | No defined roles | Scrum Master Product Owner Development Team |
| Work Organization | Visual board with continuous flow | Sprint-based with board reset after each sprint |
| Key Metrics | Lead time Cycle time |
Velocity Sprint burndown |
| Work Visualization | Three main columns: - To Do - In Progress - Done |
Product Backlog Sprint Backlog Increments |
| Flexibility | High adaptability to changes | Fixed sprint structure |
| Team Focus | Continuous flow | Sprint-based pressure |
| Quality Control | Visual workflow tracking | Structured review process |
| Implementation | Easy to adapt | Requires experienced team |
Which One is Right for You: Scrum or Kanban?
The right choice depends on your team's work style and the project’s needs. Let’s examine where each method excels.
When to Use Kanban?
Your team handles continuous tasks like bug fixes, support tickets, or minor updates. It’s perfect for larger teams focused on workflow efficiency. Industries like marketing, publishing, and events benefit from Kanban when tasks are independent and steady.
When to Use Scrum?
Your team focuses on feature development and needs structure. It’s ideal for industries with fast-changing tech or innovative projects. Scrum works particularly well when:
- New teams need discipline
- Products are complex and need careful planning
- Customer feedback plays a key role
Scrumban: A Hybrid Approach
When neither Scrum nor Kanban feels quite right, Scrumban offers a flexible middle ground. It brings together Scrum’s planning with Kanban’s visual workflow. Originally a transition tool, it’s now a fully developed framework.
It works well for software projects where needs shift frequently. Small teams can manage several projects at once. Kanban's visual workflow forms the foundation, with essential elements like boards, cards, and work-in-progress limits.
How to Create a Kanban
Setting up a Kanban board is quick and easy with EdrawMind. While best known for mind mapping, its Kanban feature is surprisingly effective in managing tasks.
Though the Kanban feature comes with a paid plan, its simple interface and integration abilities make it worth trying.
Top Features
- AI-Driven Diagramming: Automatically generate mind maps, layouts, and more.
- Real-Time Teamwork: Collaborate and track projects live instantly across devices.
- Pre-Made Templates: Start quickly with over 15k customizable templates.
- Cross-Platform: No compatibility issues on Windows, Mac, Linux, iOS, or Android.
- Flexible File Management: Effortlessly import/export to Excel, PDF, and MindManager.
How to Create Kanban in EdrawMind?
Let me take you through the steps to create your Kanban board.
Step 1
Get Started with Kanban
- To start, tap on the + Create button on your EdrawMind homepage.
- Select the Task Kanban from the options. A new canvas for Kanban boards will appear.
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Step 2
Define Workflow Stages and Task Cards
- The default setup has three columns: To Do, In Progress, and Done.
- Tap the + Add group button at the bottom to add a new column.
- You can rename the existing column by clicking its label to fit your process, such as Ready for Feedback.
- Hit the +New Card button to create a new task card.
- Enter the task description, assignee, due date, and other relevant details.
- Change Card Color, Priority, Progress, Task time, and more from the right-click menu.
- As tasks progress, simply drag and drop cards from one column to the next. This visually updates the workflow status.
Step 3
Share or Export Your Kanban Board
- Share your Kanban board with team members for real-time collaboration from the File menu.
- Export the board as an image, PDF, or other format for documentation or presentations.
Conclusion
Kanban and Scrum each address different needs in Agile management. Kanban is perfect for handling continuous work and shifting priorities. Scrum works best for structured projects with specific goals and deadlines.
Some teams mix both to build a process that fits their unique situation. The key is aligning your choice with your team’s size, objectives, and complexity of the work.
EdrawMind makes it easy to create Kanban boards that improve collaboration and simplify workflows. Try these methods, tweak them as you go, and stay Consistent for steady progress.
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