Kanban Board | TL;DR
Kanban boards are visual tools that help manage workflows, improve transparency and encourage team collaboration!
The Kanban method uses Kanban boards and systems as "functions/tools" to achieve a specific goal. If you want to learn more about the Kanban method, check out our article on The Kanban Method | An Introduction !
The main focus is to manage workflow to increase transparency, alignment and communication through its visual nature.
They typically consist of the following key elements: columns (representing the workflow), cards (work items), information radiators, WIP boundaries, swimlanes, and visual signals.
Read on to gain further insights!
What are Kanban boards?
In today's work environment, staying organized and managing workflows effectively is crucial to success. Whether you're part of a large team or a solopreneur, Kanban offers a practical and visual approach to workflow management that can greatly improve your efficiency and collaboration.
Within the Kanban system, Kanban boards play a key role in visualizing the work process and coordinating all those involved.
This article will walk you through everything you need to know about Kanban boards.
Kanban Boards vs. Visual Management Boards
Some of you may be wondering what the differences are between a Kanban board and visual management boards. Sometimes the two terms are used interchangeably, but that is wrong! But why?
Although both visual management boards and Kanban boards are tools for visualizing progress and managing workflow, there are some key differences:
Main differences in | Kanban board | Visual management board |
focus | Workflow management | Display various visual information relevant to a specific process, area or team |
Purpose of use | Mainly for workflow management and collaboration within teams | Providing a more comprehensive overview of information such as KPIs, progress, important notifications, etc. |
Key elements | Columns representing workflow steps, cards representing work items, WIP limits and visual signals | No specific key elements as it depends on the goal and the information presented |
Now that we understand the unique focus of Kanban boards, let’s look at the key elements in more detail.
Key elements of Kanban boards
Columns
These represent the different phases of the workflow. The most common phases are “To Do”, “In Progress” and “Done”, but the specific phases can be customized to suit the needs of the team or project.
Cards
These represent work items. Each card should contain relevant information such as: description, assigned people and additional information: This could include priority level, estimated effort or other relevant details.
Information radiators
This term refers to any item on the Kanban board that provides additional information or context about work in progress. Examples include WIP limits (explained below), swimlanes (explained below), and metric charts.
WIP limits (Work in Progress Limits)
These define the maximum number of tasks allowed at any given time in each phase of the workflow. This helps avoid overload and ensures that teams focus on completing tasks before taking on new ones.
Swim lanes (optional)
These are horizontal divisions on the Kanban board that further categorize work items based on various criteria such as team member, product feature, or priority level.
Visual signals
These can be visual elements that convey additional information on the Kanban board, such as colored stickers that indicate the priority of tasks or flags that highlight potential problems.
Examples of real Kanban boards that I have used with different teams
Below you will find some examples based on either real pictures, my personal sketches or screenshots from tools (all anonymized, of course).
For whom? | Kanban board |
Software Development Team 2 |  |
Sales team |  |
Software Development Team 1 |  |
Advantages of Kanban Boards
They help with transparency and create a new understanding of the workflow through their visual nature.
They optimize coordination and communication within and between teams by making workflow, work items and policies such as WIP limits transparent.
By visualizing the workflow, they help to identify potential bottlenecks early on and optimize work distribution.
They encourage focusing on completing existing work items before taking on new ones, thanks to the concept of WIP (work in progress) boundaries.
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