We've all been there.
You're working on a project that doesn't run as smoothly as it could. You encounter bottlenecks that create a backlog of incomplete work items. Misaligned stakeholders result in duplicate work and inefficient processes. It's left you wondering how to solve these pain points.
The good news? There’s a solution that's actually quite simple: Kanban planning.
Kanban planning is a lean workflow that relies on visual representations of a project's tasks. It breaks down the steps of a project into actionable, bite-sized "Kanban cards".
Teams track the flow of work for continuous improvement and boosted productivity. Sounds pretty efficient, right?
Let’s dive into everything you should know when developing the Kanban planning process for your company.
What is Kanban planning good for?
Kanban planning makes even the most complicated projects easy to visualize. It's ideal for agile workflows.
The exact process looks like this: each piece of the project receives a task and gets assigned to a team member. They can see where in the process their responsibilities land and get a bird's-eye view of the project. This makes it easy to identify potential bottlenecks and address them before the project gets set back. A large team can chip away at the individual tasks of a huge project.
The Kanban system is an agile method in action. “Agile” is the umbrella term referring to the theory behind certain workflow styles. Kanban leans on this theory to create a lean process designed for continuous improvement.
Who benefits from Kanban planning?
Any team with projects that require several moving parts and stakeholders will find value in this system. It creates a solid foundation for continuous project improvement.
For instance, you'll often hear of software development and Kanban planning going hand-in-hand. Most product and software teams use project management tools that feature the Kanban methodology.
It works well for these teams because it breaks down all the moving parts of a project to simplify what might otherwise be a chaotic process. Product owners enjoy Kanban because the visual project roadmap makes it easy for them to track progress.
In summary, Kanban walks the line between structure and flexibility. It solves the problem of having too much work and not enough time for all teams who use it. The result: an efficient process that boosts sustainable productivity.
Why does Kanban planning help increase productivity?
Clear visibility into the project workflow
Productivity hinges on clear project workflows and communication. No matter how knowledgeable or skilled a team member is, if they lack clarity about the components of a project, it won’t run smoothly.
Kanban sequencing keeps everyone on the same page. Each team member knows how their work is contributing to the project's main objective. If they have questions, they know who to ask. If they encounter a setback, they know how to fix it.
The system fosters a sense of predictability that helps projects maintain their forward momentum. It creates visibility by providing real-time insights into what’s happening.
Alignment of goals
Alignment of goals helps teams stay focused. Teams that understand how their work plays into the bigger picture are more engaged. They can look at a company-wide goal and point to where they're making an impact.
Kanban supports this alignment by clearly representing project status. It's simple yet detailed with actionable steps necessary to achieve a goal. Any individual contributor can look at the Kanban board to see where a project stands.
A disillusioned team is one that needs a clearer alignment on their work. Kanban planning is a quick fix. It's the single source of truth for project management to ensure everyone remains focused on the big picture.
Improves processes using small steps
Kanban works best for teams looking to improve their processes through incremental steps. The simplest way to improve workflows is by first breaking them down.
Once you've separated the steps of a workflow, you can make minor changes and see their impact on the workflow. You can point to which changes reaped the greatest impact and areas that already perform well.
By nature, Kanban is agile. It sets in motion continuous process improvement so you can achieve your highest levels of productivity. Agility lends itself to increased efficiency and sustainable productivity. It's how you reap the benefits, both short- and long-term.
Embrace the concept of “Flow.”
“Flow” is quite simple—it’s a state of mind when a person only focuses on their work. In other words, they’re engaging in deep work.
Deep work time gives your mind space to explore new ideas. You're more likely to find creative solutions to complex problems during this time of intense focus. The most efficient way to achieve deep work is by setting a realistic schedule and time-boxing your day. Doing so allows you to block off time in your calendar to focus on one task.
When it's been well-established, the Kanban process runs itself. It's a one-stop shop for project status updates that any stakeholder can access. Instead of spending the day fielding questions and troubleshooting setbacks, Kanban streamlines tracking project statuses, so stakeholders can spend more time working on tasks that actually make an impact.
How do you get started with Kanban planning?
Familiarize yourself with the 6 Kanban practices
Kanban relies on demand for a deliverable. It's a more need-based approach to project management, clearly breaking down which tasks are dependent on others. There are six practices necessary to support a healthy and successful Kanban workflow.
- Visualize the process. Kanban is a visual process. The exact number of stages you use depends on your team and the project. The most basic Kanban board breaks tasks down into three steps: to-do, in progress, and completed.
- Limit work-in-progress (WIP). Avoid creating lengthy to-do lists and cluttering your Kanban board with tasks. Aim to only have a certain number of tasks present at any given moment. This will keep the team focused on the work at hand rather than thinking about everything on the to-do list.
- Manage the workflow. Whoever is in charge of running the project must keep tabs on how the project is moving along. They’re responsible for recognizing any setbacks or bottlenecks that could hinder project progress. Luckily, Kanban’s breakdown of tasks makes identifying these potential setbacks easier.
- Create explicit policies. Keep everyone aligned by communicating expectations for policies and operations related to the Kanban process. This strategy keeps everyone aligned and avoids any subjectivity.
- Implement feedback steps. In the spirit of remaining agile, teams using Kanban planning should always be on the lookout for ways to improve their processes. Gather feedback during each project stage, document the team’s work, and put in place changes to improve long-term efficiency.
- Improve the process as a team. Kanban is ever-changing. It’s a method that skillfully balances being foundational with being adaptable. Kanban is reliable without being too stringent. It allows teams to iterate on their process and see direct correlations between changes and outcomes.
Know the 4 core Kanban principles
Kanban is a principles-driven process. Understanding the core principles of Kanban will help you create a workflow that supports your team.
- Start with what you know. Kanban revolves around amplifying strengths and addressing weaknesses of a project’s workflow. Step one for locating these strengths and weaknesses is documenting everything you know about a project. Existing workflows, job titles, communication strategies, and responsibilities—everything. Use this breakdown to justify how Kanban will increase the efficiency of the project and produce the largest ROI.
- Have a willingness to make minor adjustments. Here’s where Kanban gets agile. Kanban respects existing workflows—it doesn’t mean overriding what works currently but rather compromising with it. Kanban changes the foundation of an existing process to make it run more effectively. The result is making small changes that foster massive results.
- Respect the roles and responsibilities of all contributors. A successful project capitalizes on the strengths and expertise of those involved. Large organizations benefit from Kanban because it respects contributor roles and responsibilities. It invites individuals to lean into their expertise to make the project move faster.
- Encourage everyone to be a leader. By breaking down the segments of a project, individuals take ownership of tasks that fall within their wheelhouse. This structure invites individuals to take action as they see fit and empowers team members. After all, a team that feels supported and respected will perform at its highest capacity.
Start with a blank board and create columns for process steps
After familiarizing yourself with the principles and practices of Kanban planning, it’s time to set up your Kanban board. Beginning with a blank board, create columns for each step of your project. Consider making a Kanban template to streamline your future project planning efforts.
These are fully customizable and should be steps that align with your work and team. It can be as simple as “to-do,” “in progress,” and “completed.” But it’s generally a best practice to get a little more specific, especially if you’re working on a big project with several teams involved.
Add tasks for each part of the project or workflow
Now you’re ready to add the tasks. You most likely already have a good sense of what needs to happen to achieve the end goal. You’ve worked backward from the end goal to create a series of actionable steps to achieve it. Create tasks with all the relevant information and assign them to their designated team member.
Make sure your team knows what to expect
Finally, to bolster alignment and set the standard for communication, ensure your team knows what to expect from the Kanban workflow. If it’s a new process for your team, break down how it works and the expectations. Ensure you communicate that Kanban supports the foundation of the process. It's not intended to upheave the process itself. Consider first testing Kanban planning on a smaller project to work through setbacks before rolling it out to more significant projects.
Examples of Kanban boards or technology
Sunsama uses Kanban planning to construct a daily planner that’s both realistic and productive. Break down tasks based on how long you think they’ll take and when they’re due. Using Sunsama’s integrations with project management software and your calendar, you can drag and drop tasks to easy time boxing. Check it out:
Kanban planning helps more than just software and product development teams. From event planning to marketing go-to-market initiatives, Kanban planning has the structure necessary to help different types of teams deliver on their goals. Here’s an example from Kanban Tool:
Kanban planning can be as simple or detailed as necessary for your projects. Check out this simple example with tasks in to-do, in-progress, or done categories:
Sunsama helps you be more productive
If Kanban planning is a system that works well for you, Sunsama’s task management method will resonate. Sunsama helps you plan a realistic day and focus on your tasks.
When creating your daily task list, lean on the daily goal setting to know if you’re setting yourself up for success. Sunsama will chime in if you’re planning more than 5 hours of deep work to let you know it might be time to reevaluate your day. Use the Pomodoro timer to structure a day that fosters space for deep work and mental breaks. It works hand-in-hand with time boxing your day so you can easily move through your task list.
Sunsama is here to support your healthy and sustainable workflow. Ready to give Sunsama a try? Sign up for a free trial to experience the immediate benefits of planning a realistic day and sustainable workflows.
