Implementing a Kanban system can help teams better organize their workflows, increase productivity, and create transparency. But as with any method, there are pitfalls that can quickly jeopardize the added value of a Kanban system.
In this blog post, we take a look at the five most common mistakes that occur when implementing a Kanban system – and how you can avoid them.
If you are just getting into the Kanban world, this article: What is Kanban? provides a simple introduction to Kanban to understand the basics. Also this post about Kanban Boards helps you better understand the core components of a Kanban system.
Let’s get started now!
1. Missing Commitment Points
A basic idea of Kanban is the introduction of so-called "commitment points", which determine when work is officially processed in the Kanban system. Many teams overlook this step and simply put all possible tasks "on their Kanban board". Without clear commitment points, the team will quickly notice that activities may not be fully defined or prioritized. This often leads to a loss of focus and the team becoming overwhelmed.
Why Commitment Points are Important
Commitment points are crucial because they create a clear framework for when tasks move into the active workflow. Without them, the first workflow step often becomes a collection point for ideas or tasks that may never be worked on. A clear commitment point ensures that only relevant and prioritized tasks enter the system and the team's attention is drawn to the tasks that really matter.
How to set effective commitment points
A good commitment point requires tasks to meet certain criteria before they are included in the active workflow (via pull, of course). For example, your team might specify that only complete tasks with clear requirements move to the "Ready" column on the board. This could also include a second commitment point at the end of the workflow that determines when work is considered "done" or "delivered."
2. No work-in-progress (WIP) limits
A key feature of Kanban is the work-in-progress (WIP) limits, which are designed to prevent too many tasks from being processed at the same time. However, many teams forego these limits and take on as many tasks as they think they can handle. Without WIP limits, you risk the team overextending itself, which reduces productivity and increases lead times.
Why WIP limits are so important
WIP limits help teams maintain a consistent workflow by limiting the number of tasks being worked on at once. When there is no limit, teams tend to constantly start new tasks without completing those already started. This often leads to lengthy workflows and lowers the quality of the results.
How to set effective WIP limits
To set appropriate WIP limits, first analyze your team's typical workload at each stage of the workflow. Start with conservative limits and adjust them as you learn more about your team's capabilities. For example, you could set a limit of three tasks for the "In Progress" column to ensure the team stays focused. Review the board regularly: If certain columns regularly exceed their limits, it's an indication that there may be bottlenecks that need to be optimized.
My tip: If you want your team to complete tasks together, you can define the WIP limits based on: Team members - 1. This promotes collaboration, as not everyone can drag a task into the system.
3. No analysis of the causes of dissatisfaction
Many teams implement Kanban in the hope that it will automatically solve all work problems. However, without analyzing the root causes of frustration and inefficiencies in the existing process, Kanban often fails to deliver the desired effects. Often, this blind start results in the new system not really addressing the existing challenges and the team remaining frustrated.
Why it is important to understand the causes of dissatisfaction
Kanban is designed to make workflow more transparent, efficient and better organized. But if you don't know what's currently going wrong, the system lacks clear direction. A good understanding of the challenges and frustrations within the team makes it possible to apply Kanban specifically to those problems - creating greater satisfaction and efficiency.
How to identify and resolve dissatisfaction
Before you introduce Kanban, it's worth getting a sense of the mood within the team. Conduct a brainstorming session or a retrospective to identify the specific pain points. Common causes of dissatisfaction can include unclear priorities, too many parallel tasks or a lack of communication. Use this feedback to adapt the Kanban system and specifically address these problems. For example, if the team complains about constant interruptions, you could introduce clear working hours to encourage uninterrupted work.
4. Lack of understanding of demand and capacity
A successful Kanban system requires a balance between demand (the amount of work) and the team's capacity to handle that workload. Many teams miss this balance and take on either too much or too little work. Without an understanding of demand and capacity, you risk the system becoming either overloaded or under-challenged - which can negatively impact efficiency and team morale.
Why the balance between demand and capacity is crucial
The ratio between demand and capacity directly affects how well the team can manage work. If demand is too high, tasks will pile up and bottlenecks will arise. If demand is too low, team members will be under-challenged, which can lead to frustration and boredom. A balanced ratio ensures a continuous, well-organized flow of work.
How to analyze demand and capacity
To find balance, analyze the amount and type of tasks that regularly hit the Kanban board. Use historical data to figure out how much work the team can complete in a given period of time. Then adjust your WIP limits and commitment points to reflect actual capacity. For example, if your team can normally complete ten tasks per week, demand should reflect that pace. This balance promotes a stable workflow and prevents overload.
5. No holistic view of how the Kanban system fits into the larger goals
Often, teams focus solely on optimizing their Kanban board without considering how it fits into the larger context of the organization. However, a Kanban system should not work in isolation, but should support the overall goals and strategy. If the Kanban system is not connected to the company's goals, misaligned priorities can quickly arise and the potential of Kanban remains untapped.
Why a holistic view is important
Kanban works best when it is aligned with the goals of the team and the organization. If the Kanban system is operated in isolation from the company's strategy, there is a risk that the team will prioritize tasks that provide little value or lose sight of important goals. A holistic approach ensures that every task on the Kanban board is aligned with the company's vision and priorities.
How to integrate Kanban into the overall goals
To ensure your Kanban system is aligned with the larger goals, regularly review the tasks that flow through the board. Do they support the team's main goals? Do they add real value to customers or contribute to important company initiatives? Review the team's goals and the organization's priorities regularly and adjust the Kanban board as needed. If customer satisfaction is a key focus, the Kanban board could be designed so that tasks that directly contribute to improving the customer experience are top priority.
Conclusion
If you avoid these five common mistakes, your team can realize the full potential of a Kanban system. By setting commitment points, introducing WIP limits, understanding the causes of dissatisfaction, balancing demand and capacity, and taking a holistic view of the system's goals, you can implement Kanban effectively and sustainably.
A well-implemented Kanban system empowers teams to work more efficiently, manage tasks better, and contribute to the larger company goals. When you start with Kanban, it's worth knowing the basics. Check out [this introduction to the Kanban method]( https://www.therevolutionarymind.at/post/kanban-methode-was-ist-kanban
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