What is The Kanban Method?

Kanban, a Japanese term that translates to "billboard" or "signboard," is a visual project management system that was developed to improve work processes and enhance efficiency.

It originates from the Japanese automotive industry, specifically within Toyota during the 1940s and 1950s, where it was used as a scheduling system to optimize their manufacturing and production lines.

The fundamental premise of Kanban is to visually represent work items and their status within a workflow. This visualization allows teams or individuals to quickly understand the state of tasks, from inception to completion, at a quick glance.

A typical Kanban board, both physical and digital, is split into different columns that denote stages of a process, such as:

To Do
In Progress
Done.

Tasks or projects are represented by cards that move through these columns as they progress. It’s as simple as that.

An example of a Kanban Board can be seen below:

Kanban’s Strengths:

Kanban's primary strengths are in its simplicity and adaptability.

This means that teams can start using the tool from the get-go and adapt their processes incrementally, without too much disruption.

By visualizing tasks, it becomes easier to identify bottlenecks or areas of inefficiency, allowing for continuous improvement.

It also means that by limiting the number of tasks that can be in a particular stage (often referred to as "Work in Progress" or WIP limits), Kanban makes sure that a team focuses on completing tasks rather than starting many and leaving them unfinished.

In today's world, while Kanban's origins are in manufacturing, it has been widely adopted across various industries and functions, especially in software development.

Its emphasis on adaptability, transparency, and continuous improvement makes it an attractive method for managing complex workflows and achieving operational efficiency.

Kanban vs scrum

If you’ve worked in software development, there’s a good chance you’ve come across Scrum and Kanban.

Both of these tools fall within the “Agile” framework of project management, and both seek to improve the level of productivity and efficiency of their users.

However, they go about it in very distinct ways.

Where Kanban is fluid and continuous, emphasizing flow and adaptability, Scrum is structured and iterative, focusing on set intervals of work and review phases.

Scrum was specifically designed for software development and is therefore often best suited for developers. Instead of moving items from column to column like Kanban, Scrum work is organized into sprints, a block of time (normally 2-4 weeks) in which features of the software are prioritized, planned, and worked on with regular reviews.

The best approach often depends on the nature of the work, the team's preferences, and the organizational context. Some teams even combine elements from both to create a hybrid "Scrumban" approach.

Weaknesses of the Kanban Tool

There is absolutely no doubt that Kanban, and its simplicity, has been immensely valuable for a whole lot of people worldwide.

However, like all systems, it has its nuances and potential pitfalls.

Oversimplification:

For starters, its core strength—the visual representation of tasks—can sometimes lead to the oversimplification of complex projects. While seeing tasks as cards on a board does make things very clear, it can occasionally mask the intricacies or interconnectedness of certain tasks.

A single card might represent a task that's vastly more complicated than another, yet they appear identical to the casual observer.

Reactivity:

Another challenge with Kanban lies in its reactive nature.

Fundamentally, the system is designed to respond to the demands of the present, pulling in new tasks as existing ones are completed.

This approach can sometimes make it difficult for teams to proactively plan. This means, if they’re not careful, the "pull" system can lead teams to prioritize tasks that are urgent but not necessarily the most important in the long run. See the Eisenhower Matrix for how to manage tasks by urgency and importance.

Complacency:

As we’ve seen, the Kanban method emphasizes steady, continuous flow, with tasks moving smoothly from one column to the next.

While this is efficient, it often prevents teams from taking a step back and reassessing the bigger picture.

Continuous improvement is a pillar of Kanban, but the daily focus on the granular movement of tasks can sometimes overshadow the need for broader process evaluations.

It’s not unusual for users to get caught up in the movement of tasks and let that momentum stop them from taking a moment to plan or re-evaluate the overall project.

Kanban certification

It’s not uncommon for people to look for certification and qualification within project management tools (after all, it looks good on a CV), and Kanban is no different.

There are options here, and it’s worth having a think about a few things before you decide to get fully certified as a Kanban guru.

Determine Your Objective: Before thinking about certification, it's a good idea to understand your overall goals. Do you want to master the basics, become a team leader, or perhaps train others in Kanban? What you decide here will color the rest of your path forwards.
Choose a Recognized Institution or Body: There are several places to look at that offer Kanban training and certification. Some of the most recognized ones include:
1. Lean Kanban University (LKU): This is the place that was founded by David J. Anderson, a name known for the development of the Kanban method. LKU offers various courses that lead to certification.
2. Scrum Alliance and other Agile organizations: While primarily known for Scrum, some Agile organizations also offer training in Kanban.
Start with Foundational Courses: Beginners should start with entry-level courses, which introduce the basic principles and practices of Kanban. For instance, LKU's Kanban System Design (KMP I) is a foundational course.
Gain Practical Experience: While training equips you with theoretical knowledge, implementing Kanban in real-world scenarios is invaluable. Some certifications might even require a certain number of hours of practical experience.
Pursue Advanced Certifications (if desired): For those looking to delve deeper or take on leadership roles, advanced certifications are available. These might cover topics like Kanban system improvements, scaling Kanban, or even training methodologies. An example is LKU's Kanban Management Professional (KMP II).

Conclusion:

And that’s about it.

We’ve gone through the Kanban Method, how to use it, some reasons why you wouldn’t want to use it, and some ways to get certified if that’s what you’re looking for.

Hopefully you can see how easy and useful the method is and how you might apply it to your job or even some personal projects.

Below are some links to similar topics, so have a look if you’re interested in those.

Take care!