What is kanban?

Kanban is a visual system for managing work as it moves through a process. It uses a board with columns and cards to show what needs to be done, what’s in progress, and what’s finished. The method originated in manufacturing (Toyota) and is now popular in software development and many other fields.

Let's break it down

  • Board: A surface (physical or digital) divided into vertical columns that represent stages of work (e.g., To‑Do, In Progress, Done).
  • Cards: Individual items of work placed on the board. Each card moves from left to right as it advances.
  • Columns: Show the current status of each card. Common columns are Backlog, Ready, Doing, Review, and Completed.
  • Work‑in‑Progress (WIP) limits: A rule that caps how many cards can be in a column at once, preventing overload.
  • Pull system: Team members “pull” the next card when they have capacity, rather than being assigned tasks.

Why does it matter?

Kanban makes work visible, so everyone can see what’s happening at a glance. It helps teams spot bottlenecks, balance workload, and deliver value faster. By limiting WIP, it reduces multitasking and improves focus, leading to higher quality and more predictable delivery.

Where is it used?

  • Software development and DevOps teams
  • IT support and service desks
  • Manufacturing and production lines
  • Marketing and content creation workflows
  • Personal productivity (e.g., personal Kanban boards)
  • Any environment where work moves through defined stages

Good things about it

  • Simple to start; you can use a whiteboard and sticky notes.
  • Highly visual, making status easy to understand for all stakeholders.
  • Flexible - you can adapt columns, WIP limits, and policies to fit any process.
  • Encourages continuous improvement through regular reviews.
  • Scales from individual use to large, multi‑team systems (with extensions like Kanban Scrumban or Portfolio Kanban).

Not-so-good things

  • May be too basic for complex projects with many inter‑dependencies; additional planning tools might be needed.
  • Success relies on discipline; without enforcing WIP limits, the board can become a status dump.
  • On its own, it doesn’t provide a roadmap or long‑term planning; you often need other frameworks (e.g., Scrum, Roadmaps) alongside it.
  • Digital Kanban tools can become expensive or overly feature‑rich, adding unnecessary complexity.
  • If the board is not regularly updated, it quickly loses its value as a real‑time information source.